How invoice statuses work in Adfin and your accounting software
How invoice statuses work in Adfin and your accounting software
When Adfin pushes a payment record into your accounting software and marks the invoice paid, the timing depends on which software you use:
Xero: marked paid as soon as the payment is Submitted (collection initiated). If the collection later fails, Adfin removes the payment record automatically.
QuickBooks: marked paid only once the payment has been successfully collected.
Once an invoice is marked as “Submitted,” no further changes (such as to the amount or due date) can be made, since the collection has already been initiated with your customer’s bank.
This automatic “paid” marking helps prevent edits to invoices that are already in the payment collection process.
Key points to note:
The payment record in your accounting software reflects the anticipated success of the collection.
If the collection fails, Adfin automatically removes the payment record from your accounting software.
The invoice will only move to “Paid” in Adfin after confirmation that the debit from your customer’s account was successful.
Editing an invoice in your accounting software while Adfin status is “Submitted”
Editing an invoice in your accounting software while Adfin status is “Submitted”
If you make changes to an invoice in your accounting software while it’s marked as “Submitted” in Adfin, you’ll receive an email notification from Adfin explaining that we couldn’t update the invoice. You’ll need to revert the changes to avoid
reconciliation issues.
For example:
If you apply a credit note to an invoice in your accounting software while it’s “Submitted” in Adfin, the credit note will not be applied in Adfin - since the invoice amount can’t be changed once the collection process has started.
💡 Monitor payment progress:
Use the Invoice Activity log in Adfin to track key milestones and upcoming events for each invoice. Go to “Payments” → select the invoice → click “Activity” in the side drawer.
⚠️ Avoid manual payment edits:
Minimise manual payment updates in your accounting software to reduce the likelihood of discrepancies with Adfin.