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Viewing existing Xero invoices

Xero invoices and their statuses can be viewed on the Invoices page of your GoCardless for Xero dashboard. This article will cover the following:

  1. Viewing your existing invoices
  2. Invoice statuses
  3. Reviewing details of invoices
  4. Invoice and payment processing statuses

Click on Invoices in the left menu bar to begin.

Viewing your existing 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:

  • Customer does not have an active mandate/authorisation

  • You have not enabled Automated payments for the customer or the branding theme of the invoice

  • You have not manually requested to collect the invoice

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:

  • A payment for the invoice fails to be collected successfully

  • The invoice amount in Xero changes and no longer matches the amount of the payments GoCardless for Xero is scheduled to collect

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 on 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 and payment processing statuses

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.

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