Xero has launched a new version of the GoCardless integration as of the 7th of April 2021.
If these guides do not reflect your experience please switch to the new support guide here
Xero invoices and their statuses can be viewed in the Invoices page of your GoCardless for Xero dashboard. This article will cover the following:
- Viewing your existing invoices
- Invoice statuses
- Reviewing details of invoices
- Invoice/payment processing statuses
Click on Invoices in the left menu bar to begin.
Viewing your existing Xero invoices
Invoices are separated by status within GoCardless for Xero. When the Invoices page first opens, it will default to showing the All invoices view. You can confirm this by checking the status filter dropdown menu at the top.
If you have a long list of invoices, you may find it easier to search for a specific invoice via the search bar in the top right, beneath the Bulk Actions button.
Invoice statuses
This table outlines the different filters that can be chosen from the dropdown menu on the Invoices page.
| STATUS | DESCRIPTION |
|---|---|
| All |
This filter shows a consolidated list of all invoices that appear in the other views. |
| Pending |
The invoice exists in Xero but has not been scheduled. Invoices will have this status if any of the following applies to the customer:
|
| Scheduled | Scheduled invoices have had a GoCardless payment created for them and awaiting collection on their specified due date. |
| Paid | Invoices are marked as paid on their due date or when their instalment schedule has been fully collected and then remain in that status providing it does not fail. If the payment fails, it will move to the needs attention list. |
| Needs Attention |
An invoice will be in the needs attention state if either:
|
| Cancelled | Any invoices you choose to cancel before their collection process begins will move to this status. |
Reviewing details of invoices
Each invoice is shown in the Invoices page with a number of details applicable to it. Here is a run through of those details.
| COLUMN TITLE | DESCRIPTION OF INFORMATION |
|---|---|
| Reference | This is the reference of the invoice in Xero. Clicking it will open the original Xero invoice in a new browser tab. |
| Customer | The customer being charged for this invoice. |
| Status | Indicates the current processing status of the invoice. |
| Invoice date | The date specified on the Xero invoice when created. If Automated payments are switched on, the invoice date is the day the payment will be moved to 'scheduled', ready to be charged on the invoice Due Date. |
| Due date | The day your customer will be charged. If this falls on a non-working day then your customer will be charged on the next available working day. |
| Invoice amount | The total invoice amount. |
| Amount due | The total invoice amount minus the payments that have already been collected. |
| Actions | Provides the ability to take certain actions against an invoice when available, e.g. collect or cancel payment. |
Invoice/payment processing statuses
This table provides a list of the different statuses that can be applied to an invoice/payment during its lifecycle.
| INVOICE STATUS | (PROCESSING) STATUS | DESCRIPTION |
|---|---|---|
| Pending | Collect Now | Automated payments is not enabled for the customer and the invoice has not yet been requested for collection. |
| No mandate | The customer does not have an active mandate through which to collect the payment | |
| Scheduled | Pending submission | Payment has been scheduled but not yet been submitted to the bank for processing |
| Pending customer approval | The customer either needs to return a dual signature authorisation form to complete the mandate set up, or has authorised a restricted mandate and so needs to approve each payment before it can process. | |
| Submitted | Payment request has been submitted to the banking system - it can now no longer be cancelled. | |
| Confirmed | The payment has been marked as successfully collected. | |
| Needs attention | Failed | The payment could not be collected. (This is most commonly due to insufficient funds). |
| Payment auto creation failed | The payment could not be automatically created within GoCardless. This is likely because the amount of the invoice is over your GoCardless account limit | |
| Cancelled | Cancelled | The payment/invoice has been cancelled prior to the collection being attempted. |
| Paid | Paid out | The funds have been paid out to the merchant by GoCardless. |