What each invoice state means

Every invoice ends up cleared, held or unverified once it has been read and checked. Held means there's something to look at, with the evidence attached. Unverified means we couldn't check everything, and says what. A person decides every hold.

The file has arrived and is stored, unchanged, as the original. Reading starts in a moment.

Stored, not read yet, because your plan doesn't cover reading it today: the month's allowance is used, the document is longer than your plan reads, or a daily limit was reached. It is kept safely and read when the allowance renews or when you upgrade. Nothing is billed for it while it waits.

We're reading the document: the supplier, the invoice number, the dates and every line.

A person needs to look before anything is checked. Our reading didn't reconcile with the invoice's own totals, we weren't confident in it, no lines came out, or a step failed. No finding is ever raised against a supplier from this state. See "Correcting a misread".

Each line is being matched to the items and rates on file for that supplier.

The checks are running: agreed rates and charges, units, GST and ABN, and duplicates.

Every billed line was checked against a rate and nothing was found. Or a person resolved every finding and cleared it, and their name is on it.

At least one finding is above your organisation's dollar and percentage floors. The invoice carries the evidence. A project manager or above resolves the findings and clears it; an owner, admin or accounts member can release it with a typed reason.

Nothing was found, but at least one line couldn't be checked: no agreed rate, no price history, no confident match, or no unit price on the line. It is never shown as passed. See "Why a line is unverified".

An owner, admin or accounts member released the hold with a typed reason. It stays released; re-checks never undo it.

Closed without checks: a person marked it as not an invoice (a statement, a quote, a docket), or as a genuine invoice checked by hand outside CostCode.

A corrected version of the same invoice arrived, and the checks moved to that one.