Sales invoices flow
In Banqup, the sales invoice lifecycle covers the full process from issuing an invoice to receiving payment. It includes creation, sending, tracking, and reconciliation steps that ensure proper documentation and payment flow.
Use the Banqup API recipes to integrate the sales flow.
Check out the document actions that can be performed on sales documents.
Happy flow
A happy flow refers to an invoice flow that ends up in full or partial payment. Note that in case of partial payment, a credit note might need to be issued.
Edge cases
Edge cases refer to flows that involve invoice issues that can interfere with payment. In some cases, the issues may be resolved and payment becomes possible.
Sales invoice statuses
General statuses
The general status is dynamically calculated based on the delivery, document, and payment statuses to reflect the current state of the invoice in a manner that is most relevant to the user (triggering further action).
The hierarchy for the calculated general status is as follows:
-
Delivery issues or progress: If the delivery status is Sending, Delivery failed, Delivery rejected, or Ready to send, this status is shown.
-
Document issues or progress: If the document status is Draft, Validating, Refused, Disputed, Awaiting validation, or Canceled, this status is shown.
-
Payment status: If none of the above apply, the payment status (e.g., Unpaid, Fully paid, Payment in transit) is shown.
This results in the following potential general statuses:
- Awaiting validation
- Canceled
- Delivery failed
- Delivery rejected
- Disputed
- Draft
- Fully paid
- Payment in transit
- Partially paid
- Ready to send
- Refused
- Sending
- Unpaid
- Validating
- Won't be paid
Note that the general status dictates which actions are available on an invoice.
Document statuses
Document statuses indicate the accuracy of the document's data.
| Document status | Description | Status code |
|---|---|---|
| Draft | The document has been created in the Document Creator app, but has not been sent yet. | DRAFT |
| Awaiting validation | The document is currently undergoing automated checks for format, data accuracy, and regulatory compliance. The user's input might be needed for the system to further process the document. | AWAITING_VALIDATION |
| Validating | The document is actively being validated by the system. | VALIDATING |
| Validated | The document has been validated by the system and sending to the customer will be attempted. | VALIDATED |
| Invalid | The file was rejected because it didn't pass platform validations. | INVALID |
| Fully approved | The document has been approved by the recipient and can be paid. | FULLY_APPROVED |
| Refused | The invoice recipient declines the invoice because it is incorrect and cannot be paid. | REFUSED |
| Disputed | An invoice can be disputed by the recipient if the invoice is not correct. This is a temporary refusal and more communication is needed with the sender to reach an agreement. In the end, the invoice can be refused or approved. | DISPUTED |
| Canceled | The document has been canceled by the user. | CANCELED |
Payment statuses
Payment statuses represent the document's stage in the payment process.
| Payment status | Description | Status code |
|---|---|---|
| Unpaid | The document has not been paid yet. Once a full or partial payment is received, the status will change to Fully paid or Partially paid. | UNPAID |
| Planned payment | An invoice has been scheduled for payment at a future date. | PLANNED_PAID |
| Payment in transit | The payment has been authorized, but it hasn't been finalized yet. | IN_TRANSIT |
| Partially paid | A partial payment has been received for the document. Once the remaining amount is paid, the status will change to Fully paid. | PARTIALLY_PAID |
| Fully paid | The document has been paid in full. | FULLY_PAID |
| Won't be paid | The document will not be paid because it is refused by the customer. If an agreement is reached with the customer, the invoice can be resolved and it will change status to Unpaid. | WONT_BE_PAID |
Delivery statuses
Delivery statuses indicate the document's state in the sending process.
| Delivery status | Description | Status code |
|---|---|---|
| Sending | This is a temporary status that appears while the system is in the process of sending the document. | SENDING |
| Ready to send | This is a temporary status that appears while the system is in the process of sending the document. | READY_TO_SEND |
| Received (Peppol - sent to access point) | The document was successfully sent to the access point of the receiver. Peppol status equivalent is delivered_to_service. This is a mandatory Peppol status, meaning the delivery is guaranteed. | SENT |
| Received (Peppol - retrieved by receiver) | The document was successfully retrieved by the receiver from their access point. Peppol status equivalent is delivered_by_service. This is not a mandatory Peppol status, so the status may never be received. | RECEIVED |
| Received (Email - sent) | The email was sent out by the mail server. | SENT |
| Received (Email - confirmed received) | The system has received confirmation from the mail server that the customer has received the document in their system. | RECEIVED |
| Delivery failed | The document could not be sent to the customer. | DELIVERY_FAILED |
| Delivery rejected | The document was rejected by the receiving platform, because it did not pass required validations. | DELIVERY_REJECTED |
Document categorization by tab
Documents in the Sales app are sorted into three categories: In Review, Unpaid, and Paid. Each document is dynamically assigned to a tab based on its document and payments statuses.
| Tab | Delivery status | Document status | Payment status |
|---|---|---|---|
| In review | Sending, Delivery failed, Delivery rejected, Ready to send | Any (except Canceled) | Any |
| In review | Any | Awaiting validation, Validating, Disputed | Any |
| In review | Any | Refused | Unpaid, Partially paid, Planned paid, Payment in transit, Won't be paid |
| Unpaid | Sent, Received | Validated, Fully approved | Unpaid, Partially paid, Planned paid, Payment in transit |
| Unpaid | Not set | Validated | Unpaid, Partially paid, Planned paid, Payment in transit |
| Paid | Any | Any | Fully paid |