Every invoice in 1sixty8 Manifold has a status that tells you where it sits in the payment-and-fulfillment lifecycle. The six statuses are Pending, Partial, Paid, Posted, Void, and Refunded.

Lifecycle (the four payment states)

  1. Pending: the default for a new invoice. Nothing has been collected; stock has not been deducted; the customer owes the full balance.
  1. Partial: at least one payment has posted but the balance is not yet zero. Stock for non-serialized line items is deducted on the first payment that brings the invoice to Partial or beyond. Serialized line items are held until serials are captured.
  1. Paid: the balance is fully covered, but the invoice has not been finalized. An invoice stays at Paid when any of these is true:
  • Its work order is still live, meaning Check-In, In Progress, or Quality Check. The customer has paid, but the vehicle is still in the bay. A work order that has been closed or cancelled does not hold the invoice: closed means the work is done, and cancelled means it is not happening, so either way the invoice is free to post.
  • It has an off-catalog line that nobody has resolved yet.
  • The payment was collected with "Post invoice now" unchecked. The money is in and the receipt shows a zero balance; the shop chose to post later.
  1. Posted: terminal state. The balance is covered and the work is done. Stock deductions are finalized, the sale is recorded as revenue, and the invoice cannot regress without an explicit void or refund.

How an invoice moves from Paid to Posted

  • Close the work order. When you close a work order whose invoice is sitting at Paid, the invoice advances to Posted on its own.
  • Or click Post Invoice on the invoice page at pickup. This is the path when there is no work order, when the work order was cancelled, or when an off-catalog line was holding it back. It refuses to run while an off-catalog line is unresolved.

An invoice that is fully paid with no work order and nothing off-catalog goes straight to Posted when the payment covers the balance, as long as "Post invoice now" is left checked at payment time. It is checked by default; your shop can flip the default under Settings > Payments > Posting behavior. Posting asks for confirmation, because it is final.

Terminal states outside the payment flow

  • Void: an invoice (in any pre-Posted status) that has been cancelled. All stock deductions are reversed and any reserved serials are released. Used when an invoice was created in error or the deal fell through.
  • Refunded: a Posted invoice that has been fully refunded back to the customer. Refunds happen from the payments side; the resulting status is recorded here for visibility.

Practical impact

  • Shops that run work orders on their installs see invoices sit at Paid while the car is in the bay, and clear to Posted as bays close out. That is normal.
  • A counter sale with no work order goes from Pending to Posted in one step when it is paid in full and "Post invoice now" is checked.
  • Pending, Partial, and Paid invoices can be edited; Posted invoices cannot. Editing a Paid invoice upward (say, adding parts on the day of the install) moves it back to Partial so the new balance due shows; collect the difference, then post. Editing an invoice below what has already been collected is blocked; issue a refund for the difference first.
  • If an invoice is stuck at Paid and its work order is already closed, look for an unresolved off-catalog line on it.
  • If a job was called off after the customer had already paid something, cancel the work order and then post the invoice from the invoice page. The cancelled job does not block it. See How to Cancel a Work Order.

Filters on the Invoicing list let you narrow to any single status so you can see, for example, every Pending invoice you still need to collect on or every Paid invoice still waiting to be posted.