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What does each invoice status mean?

Opus1 invoices carry one of four statuses. Open means a balance is still due. Closed means the invoice is settled at $0. Voided means the invoice was canceled and will not be collected. Processing means an ACH bank payment is in flight and has not settled yet. Overdue is not a status — it is an Open invoice past its due date.

Last updated: September 3, 2026
Applies to: Owner / Manager / Staff
Plan: All 

Table of Contents

  1. Overview
  2. Open
  3. Closed
  4. Voided
  5. Processing
  6. Overdue is not a status
  7. Invoice status vs payment status
  8. How an invoice changes status
  9. Where to see the status
  10. What you can do on each status
  11. Troubleshooting
  12. FAQ
  13. Related Articles

Overview

Every invoice in Opus1 has one status, and status answers a single question: is this bill still collectible, already settled, canceled, or waiting on a bank payment?

Status What it means Autopay Typical next step
Open A balance is still due, in full or in part Yes, once the invoice is due and the payer has a payment method Pay, discount, or void where allowed
Closed Settled — $0 remaining No Refund if needed, which reopens the invoice
Voided Canceled, not collectible No Leave as history, or hide with the voided toggle
Processing An ACH payment is in flight and has not settled No further charge while it stays here Wait for settlement, usually 3–5 business days

The same four values appear on a client's Invoices list, on invoice Details, and in Reporting → Invoices under Filter status. Opus1 CSV exports use the same labels.

Overdue is not a fifth status. Overdue is a label on an Open invoice whose due date is already in the past.

Open

Open means the invoice still has a remaining balance. That covers an invoice that was:

  • Never paid
  • Partially paid, by card, cash, check, credits, or a mix
  • Attempted and failed — a declined card or failed ACH leaves the invoice open
  • Reopened after a refund

Open invoices in Opus1 are the ones that:

  • Appear under Open invoices on the client profile
  • Appear on  Overdue Invoices once the due date is in the past
  • Are eligible for autopay when due, including the plan's days-before or days-after window, provided the payer has a saved payment method
  • Can be paid from Pay on the invoice, the family portal, the front desk, or a terminal

Both a new subscription invoice and a one-time Invoice now / Charge later bill start as Open.

Open does not mean due today. An invoice can be open and not yet due. Those appear as Open on Reporting → Invoices but not on Overdue Invoices.

Closed

Closed means the invoice is settled and the remaining due is $0.

That usually follows a payment in full. It also happens when staff discount an invoice to $0 and then Close it — after comping, a courtesy write-off, or matching a refund with a discount.

A 100% discount does not close the invoice on its own. Once the remaining due is $0, someone still has to click Close. A $0 invoice left Open keeps sitting in open lists, and if it is tied to autopay it causes confusion.

Refunds reopen a closed invoice. A full or partial refund puts the invoice back to Open with a remaining balance. If the payer is on autopay, Opus1 may attempt to collect that balance again. To keep the family from being charged twice, discount the remaining due to $0 and Close the invoice. See How do I issue a refund on an invoice?.

Closed invoices are the ones that appear on a client Invoice statement, which is paid history. Open invoices do not appear there.

On the invoice list, a closed row shows a Paid date rather than a due date.

Voided

Voided means the invoice was canceled. A voided invoice is no longer due, will not autopay, and is not outstanding.

Use void when the bill should not have existed at all — wrong student, a duplicate one-time charge, an enrollment that should not have billed. Voiding is not the same as a refund: void cancels the invoice, while a refund returns money on a payment that already succeeded.

You can only void an Open invoice. A closed invoice has to be refunded, which reopens it, if money needs to go back. See How do I void an invoice?

Invoices on an active subscription cannot be voided. Opus1 blocks it with the message Active subscription invoices cannot be voided. Please discount / close instead. To write off tuition on a live enrollment, discount to $0 and Close. Void is for invoices not tied to an active subscription — typically one-time charges, or invoices from after a subscription ended.

Voided invoices stay on the record. On See all invoices, a toggle shows or hides them, and they are hidden by default. Reporting → Invoices can filter status to Voided.

Processing

Processing means an ACH bank payment has been submitted and is waiting to settle. The invoice is not closed yet, and the family should not be charged again while it stays in this status.

ACH typically takes 3–5 business days:

Outcome What the invoice becomes
Bank payment settles Closed
Bank payment fails Open again, balance still due

Card, cash, check, terminal, and account-balance payments do not sit in Processing the way ACH does. Those either succeed — leaving the invoice Closed, or still Open if only part of the amount was taken — or fail, leaving it Open.

While an invoice is Processing:

  • Do not treat it as unpaid for collections the way you would an Open invoice
  • Do not expect Pay to collect the same amount again until settlement finishes or fails
  • Payouts to the school's bank account can lag until ACH settles

See ACH Enablement.

Overdue is not a status

Overdue is a badge on an Open invoice once today's date is past the invoice due date.

What you see What it actually is
Overdue Open and past due
Open, no overdue badge Open, with a due date today or in the future
Overdue Invoices Every open invoice whose due date has passed
Invoices, status Open Every open invoice in your date range, including not-yet-due

Failed autopay does not create a separate status either. The invoice stays Open, and shows as overdue if it is also past due. Check last attempt error on the invoice or the report to see why the charge failed.

Invoice status vs payment status

An invoice can carry several payments, and each payment has its own status — Successful, Failed, Refunded, Partially Refunded. Those labels describe one transaction, not the whole bill.

Invoice status What it says about payments
Open Not fully covered yet. There may be no payments, a failed attempt, a partial success, or a refund that reopened the bill
Closed Payments, plus any discounts, cover the total
Voided The bill was canceled. Associated payments may show as voided
Processing An ACH payment is pending settlement

When someone asks why an invoice says Failed, they are usually reading a payment line rather than the invoice status. The invoice itself is almost always still Open.

How an invoice changes status

Every invoice starts as Open, and only four things move it:

  • Paid in full by card, cash, check, or credits → Closed
  • Discounted to $0 and closed → Closed
  • ACH submitted → Processing, then Closed on settlement or back to Open if the bank payment fails
  • Voided, where void is allowed → Voided

One route runs backwards: a refund on a Closed invoice returns it to Open with a balance due.

Autopay and combined payments do not add statuses. Both pay Open invoices, and each invoice then moves to Closed for a card, or Processing then Closed for ACH. See Combined transactions.

Where to see the status

Place What you'll see
Client profile → Invoices Open invoices first; See all invoices for Closed, plus Voided when the toggle is on
Invoice Details Status, remaining due, payments, and last attempt error
Reporting → Invoices Filter status: Open, Closed, Voided, or Processing (Owner)
Reporting → Overdue Invoices Open and past due only
Invoice CSV A status column using the same four words
The family portal Open invoices a family can pay, and See all invoices with a toggle for voided invoices, which are hidden by default

What you can do on each status

Action Open Processing Closed Voided
Pay Yes No — wait for settlement No No
Update (discount, note, payer, where allowed) Yes Limited No, settled No
Void Yes, if not an active subscription invoice No No Already voided
Refund On successful payments, if any Not while ACH is pending Yes — reopens the invoice No
Close (once remaining due is $0) Yes No Already closed No

If a refund warning appears saying the invoice is still open with a remaining balance due, that is expected. Autopay can collect the remaining amount unless you discount and close it.

Troubleshooting

The invoice looks unpaid, but the family says they paid. Check the status. Processing means an ACH payment has not settled. Open alongside a successful partial payment means a remainder is still due. Closed followed by a refund means the invoice reopened — look at the payment history, not only the current status.

I discounted 100% and the invoice is still in Open invoices. Discounting sets the remaining due to $0 but does not change the status. Click Close, then confirm on the pay screen, and the status becomes Closed.

Void is blocked. The invoice is almost certainly on an active subscription. Opus1 returns Active subscription invoices cannot be voided. Discount to $0 and Close instead.

An invoice has been Processing for more than a week. ACH usually settles in 3–5 business days. If the invoice is still Processing, contact support@opus1.io with the invoice URL and the payment date. Do not run a second charge on the same invoice until you know whether the first ACH failed.

Overdue Invoices is empty but Reporting → Invoices shows Open rows. Those open invoices are not yet due. Overdue Invoices includes only past-due open invoices.

A voided invoice is not showing on the invoice list. Voided invoices are hidden until the show-voided toggle is turned on under See all invoices.

FAQ

How many invoice statuses are there? Four in Opus1: Open, Closed, Voided, and Processing. Overdue is a condition of Open rather than a status of its own.

Does a failed card keep the invoice Open? Yes. Failed attempts stay in the payment history, and the Opus1 invoice remains Open until it is paid, discounted and closed, or voided where void is allowed.

Why did a Closed invoice become Open after a refund? A refund restores a remaining balance, which reopens the invoice. If you do not intend to collect that amount again, discount it to $0 and Close, because autopay in Opus1 can retry an open balance.

Can families change an invoice's status? A family can pay an open invoice from the portal or a saved method, which closes it or moves an ACH payment to Processing. Families cannot void an invoice, close a $0 invoice, or issue a refund in Opus1.

Is "paid" a status? No. The status is Closed. Opus1 shows a Paid date on closed invoices, which is where the confusion comes from.

Related Articles

Acting on an invoice

Where invoices come from

Payments and reporting