Invoice statuses and marking an invoice paid

Statuses

• Draft — saved but not sent yet.
• Sent — emailed to your client (or marked as sent) and waiting for payment. Sent invoices make up Outstanding on the dashboard.
• Paid — you've marked it paid.
• Void — cancelled: you voided or revised it, or its trip or expense report was edited. It stays as a record.

On Invoices, use the tabs All, Draft, Sent, Paid, and Void to filter.

Due dates and Overdue

Each invoice shows its terms under the date: Due on receipt, or Due and the date you picked when creating it.

A Sent invoice gets a red Overdue tag the day after its due date, until you mark it paid. Invoices due on receipt, drafts, and paid or void invoices are never overdue. CrewRoo doesn't email your client about it — follow up yourself, or tap Resend.

To change the due date, Revise the invoice. See Revise, void, or regenerate an invoice.

How an invoice moves between statuses

• Draft → Sent: tap Send Invoice, or Mark as Sent if you sent the PDF yourself (CrewRoo doesn't email anything).
• Sent → Paid: tap Mark as Paid, pick the Paid on date and, if you like, how you were paid.
• Paid → Sent: only if you resend it and tick It isn't paid — mark it unpaid (Sent) again.
• Sent or Paid → Void: tap Void, or Revise to void it and reopen it with the same number. A draft is voided when you edit its trip or expense report (or delete the draft instead).
• Void: stays void. Regenerate Invoice reopens it with the same number for you to save again.

Mark an invoice paid

1. Open the invoice from Invoices.
2. Tap Mark as Paid.
3. Check the Paid on date — it starts at today; change it if the money arrived earlier. It can be any day from the invoice's created date up to today.
4. Optionally pick Paid by: PayPal, Venmo, Cash App, Zelle, Bank transfer (ACH), Check, Cash, or Other. Leave it on Not specified if you'd rather not say.
5. Tap Mark as Paid.

The status changes to Paid, and the paid date (and how it was paid, if you picked it — for example "Paid Oct 3, 2026 by Zelle") is shown next to the created date. It drops out of Outstanding.

CrewRoo doesn't collect payments or see your bank account, so it can't mark invoices paid on its own — you mark them when the money arrives.

Marked the wrong one? Tap Resend, tick It isn't paid — mark it unpaid (Sent) again, and send. That sets it back to Sent and clears the paid date and how it was paid. Resending without the tick keeps it paid.

What you can do in each status

• Draft: Send Invoice, Download PDF, Mark as Sent, Delete.
• Sent: Mark as Paid, Resend, Download PDF, Revise, Void.
• Paid: Resend, Download PDF, Revise, Void.
• Void: Regenerate Invoice — or Replaced by and the newer invoice's number, if its trips or report are already on a newer invoice.

While your account is view-only, only Download PDF is offered. See When your trial ends or a payment fails.