Invoice Workflow

Invoices in Cartwheel go through a series of statuses that map to support your workflow and help you finalize, deliver, and receive payments on your invoices. 

Draft Status (for EOR & Funding Companies)

When invoices are first populated into Cartwheel, their status is “Draft.” Meaning the invoices are ready to be finalized but have not yet been sent to the staffing agency for review. Once your invoices are finalized and ready to go, you can publish your invoice. Doing this will populate the staffing agency with the invoice, send the published invoice notification to the relevant contacts, and update the status to “Unsent.”

To publish your invoice, click the “Publish” button in the top-right of the invoice:

Unsent Status

Once an invoice has been published, the status is “Unsent.” Meaning the invoices have not been sent to the customer for payment. Once you are ready to send the invoices for payment, you can mark them as sent. Once the invoice is marked as sent, the invoice will update to an “Unpaid” Status.

Unpaid Status

When invoices are in “Unpaid” status, it means the client has received the invoice but has not yet paid. If the invoice is still unpaid once the invoice passes the due date it will automatically update to an “Overdue” status.

Paid Status

Whether the invoice is in “Unpaid” or “Overdue” status, once payment is complete, the status will update to “Paid.” This is the final step in the invoice workflow process. Depending on your implementation, invoices may be marked as “Paid” automatically when your general ledger updates, or you may need to mark them as paid manually.