Status guide

What every status in Finero means. Each one answers a single question, so a row often carries more than one at a time — an installment can be Open and Overdue together.

Collection Status

One badge per invoice on the Invoices list, and the same badge on each installment when you open an invoice on the Collections board. Answers one question: is Finero still collecting this? Paid means it is paid and nothing is left, and that holds even while your ERP catches up. The converse does not: an invoice paid outside Finero reads Inactive, because Finero did not take that money — so Inactive is not the same as unpaid. See the note below for what the three words mean on a single installment.

Paid: PAID. Nothing is left to collect on it. That stays true even if your ERP still shows a balance — the write-back lags, and it is not a contradiction.
Open: Finero is collecting this - your ERP shows it finalised with a balance outstanding.
Inactive: Finero is not collecting this - your ERP shows nothing outstanding, or the invoice is not finalised.

Due

When the money is expected. Separate from Status — an installment can be open and overdue at the same time.

Overdue: The due date has passed and the money has not arrived.
(no annotation): Not overdue - the due date is today or later, there is no due date, or the installment is already settled. The date itself is shown; no annotation is added.

ERP status

One badge per invoice on the Collections board: are Finero and your ERP in step about this invoice? It answers a different question from Collection Status — that one is about collecting, this one is about syncing. An invoice can be fully collected by Finero and still show a problem here, which is exactly the case worth seeing.

Synced: Nothing is wrong. Hovering shows when your ERP last gave us this invoice.
Local: Created in Finero, so there is no ERP behind it and nothing to sync.
Not found in ERP: A complete sync did not find it in your ERP, so Finero stopped collecting it. If a later sync finds it, collection resumes on its own.
Reversed in ERP: Your ERP accepted a payment Finero sent, then reversed it. Finero still holds the money; your ERP's balance stays overstated until it is re-entered.
Push failed: A payment Finero collected has not reached your ERP. Hover to see whether it is still retrying, or what to fix. Admins get a retry button.
Pull failed: The last sync could not save this invoice, so what you see may be out of date. The next sync tries again.

Payment link

Whether a customer can pay right now, and how far along a payment is. An installment can be collected by more than one payment, so it may carry several links at once — 100.00 offered as four links of 25.00, say. When it does, a summary line counts them and shows how much has been collected against the total; click it to open or close the list, and your choice is remembered. Links can never add up to more than the installment still owes.

Not created: No payment link exists yet for this installment.
Active: A live link the customer can pay. Shown by the row's link icon and its copy and email actions, with no word beside the amount.
Processing: The customer started paying and the payment is clearing. It still accounts for its amount, and cannot be copied or emailed again.
Paid: This link was paid, and the amount counts towards the installment.
Action required: The payment needs something from the customer, such as a bank confirmation step.
Needs replacement: The link can no longer be paid — replace it to keep collecting.
Not collectible: The link is live but Finero has stopped chasing this installment, so it offers no actions. Hover it for the reason.
Add link: Adds another link to the same installment, for part of what is still outstanding.

Why a payment link can't be created

Shown when the Create link action is unavailable. More than one can apply at once.

Excluded from collections: Someone marked this installment as not to be chased.excluded · excluded_from_collections
Disputed: Part or all of the amount is under dispute in the ERP.disputed · has_dispute · installment_disputed
Not collectible: The ERP flagged this installment as not collectible.not_collectible
Zero outstanding: Nothing is left to collect on it.installment_zero_or_negative_balance · zero_outstanding
Closed: Your ERP reports this installment as closed.closed · installment_status_not_open
Paid: It is already paid.paid
Missing currency: Without a currency Finero cannot ask for an amount.missing_currency
Missing due date: Without a due date Finero cannot schedule collection.missing_due_date
Invoice not collection-ready: Something on the invoice blocks every installment on it.invoice_not_ready
Invoice frozen in the ERP: The invoice is locked in the ERP. The money is still owed — unfreeze it there to collect.invoice_frozen
Invoice not finalized in the ERP: The invoice is still a draft.invoice_not_approved
Invoice cancelled in the ERP: Your ERP cancelled this invoice, so Finero stopped chasing it. Reinstate it there if that was wrong.invoice_cancelled
No billing email: The invoice has no billing address in your ERP, so there is nobody to send a payment link to. Add one and it will be picked up on the next sync.missing_recipient_email
Invoice data could not be validated: Something on the invoice did not survive Finero's checks — most often an amount or a currency it could not read. The invoice detail names the field.validation_issues
No collectible installment: The invoice itself is fine, but not one of its installments can be charged right now. Each installment shows its own reason.no_collectible_installment
Nothing outstanding on the invoice: The invoice balance is already zero.invoice_zero_balance
Invoice balance could not be read: The ERP sent a balance Finero could not parse, so it will not act on it.invoice_unreadable_balance
Invoice not collectible in the ERP: The connector says this invoice cannot be collected, without a more specific reason.invoice_not_collectible
No payment schedule in your ERP: Your ERP reports the invoice as complete but sent no installments for it.installments_missing
Installment totals do not match invoice: The installments do not add up to the invoice total, so the amounts cannot be trusted.installments_original_mismatch
Invalid amount: The amount could not be read from the ERP.invalid_amount
Invalid installment data: The installment is missing information Finero needs.invalid_installment
Paid in full: It was collected in Finero and nothing is left.invoice_settled · settled_in_finero

Why an automation skipped an invoice

Shown in Recent activity on the Workflows page, against each run the automation made. Both the label and the explanation come from the same declaration the product uses, so this list cannot describe a reason the automation no longer gives.

Workflow is off: The workflow is switched off for this workspace, so nothing was attempted.
Invoice is not collection-ready: The invoice is not marked ready to collect. Readiness comes from your ERP data, not from a Finero setting.
No collectible installment: The invoice is ready, but not one installment on it can be charged — each is already paid, disputed, excluded from collections, or has nothing outstanding.
No connected payment provider: No payment processor is connected, so there is nothing to create a link with.
Payment provider not ready: A payment processor is connected but Finero could not use it — the credential was rejected, or the processor could not be reached.
Invoice data is incomplete: The installment carries an amount Finero cannot read as money.
Active payment link already exists: A live payment link already exists for that installment, so a second was not created.
Outstanding amount changed: The amount owed changed after the link was created, so the old link no longer matches the invoice.
Currency changed: The invoice is now billed in a different currency than the one the payment link was created in, so that link no longer matches the invoice.
Invoice currency not supported by the connected payment provider: The connected payment processor cannot charge the invoice's currency.
Payment links are not included in your plan: The workspace's plan does not include payment links.
Installment is not collectible: The installment cannot be collected on: nothing is outstanding, it is disputed or excluded, or a payment landed while the link was being created.
Temporary provider issue: The payment processor failed in a way that is worth retrying.
Unknown provider result — not retried: Finero contacted the email provider and could not learn whether the message went out. Belongs to the email path, not to automation runs.
Internal error: Finero failed, and the cause is not something in your workspace.

The same three words on one installment

An invoice can be split into installments, and each one is collected separately — so each one gets its own Collection Status badge, using the same three words as the invoice above it.

An installment reads Paid only when Finero collected THAT installment and nothing is left on it. If your customer paid it directly into your bank, or someone settled it in your ERP, it reads Inactive: Finero did not collect that money and does not claim it.

It reads Open when three things are true: money is still outstanding on it, Finero has no record of it being closed, and your ERP's own status for that installment says it is still open. Open is Finero saying this is collectible, so it takes agreement rather than the absence of an objection. Collectible is not the same as being chased: whether payment links and reminders actually go out depends on which workflows you have switched on.

Where there is no ERP status to check — an invoice your ERP finalised without producing a payment schedule, or an invoice created in Finero — the outstanding amount decides on its own.

An invoice with no payment schedule at all reads Inactive, whatever it owes. Every way Finero collects — a payment link, a reminder, the automation — is attached to an installment, so with none there is nothing to collect against. The badge says which case it is: your ERP has not generated the schedule yet, or Finero could not read it and will retry.

An installment never contradicts its invoice. If the invoice is Inactive — not finalised, or no longer in your ERP — then every installment under it is Inactive too, whatever its own balance says. Finero is not chasing any part of an invoice it is not chasing.

The three do not have to agree with each other, and that is the point: an invoice you are half-way through collecting reads Open, with one installment Paid and the next still Open.

A 3,000 invoice in three installments of 1,000. Your customer pays the first through a Finero payment link.: That installment reads Paid. The other two read Open, and so does the invoice — there is still 2,000 to collect.
The second installment is settled directly in your ERP, with no Finero link.: It reads Inactive, not Paid. Finero did not take that money, so it does not claim it — the balance simply drops on the next sync.
The invoice is reversed in your ERP and stops being finalised, while one installment still shows a balance.: The invoice reads Inactive, and so does every installment under it. Finero stops chasing all of it, not part of it.

Disputes, credit memos, and why Finero leaves a disputed installment alone

A dispute is your customer saying they will not pay part of a bill — the goods arrived damaged, the price is wrong, the service was not delivered. Someone on your team records that in your ERP as a dispute amount against the installment.

A dispute does not change what is owed. The balance stays exactly the same, and the invoice stays open. The dispute is a note saying: this part is contested, do not chase it until someone decides.

So Finero will not create a payment link or send a reminder for any installment with a dispute amount above zero. Every other signal says collect it — the invoice is finalised, there is a balance, it may even be overdue. The dispute amount is the only thing in the data saying do not. Asking a customer to pay money they have formally contested is the one thing collections must not do, so this is a hard stop rather than a warning.

A dispute ends when someone in your ERP decides. If it is upheld, a credit memo is raised and the balance genuinely drops. If it is rejected, the dispute is cleared and the full amount is collectible again.

A credit memo is a separate document, not part of the invoice. It is applied to the invoice as a whole, and your ERP then spreads it across that invoice's installments using the invoice's own rule — earliest first, latest first, or proportionally across them.

One thing worth knowing, because it can strand money: clearing a resolved dispute is usually a manual step in the ERP. Finero only sees the number. If the dispute is settled but the old figure is left in place, Finero keeps the installment blocked — it cannot tell a live dispute from a stale one. Set the dispute amount to zero in your ERP and the next sync releases it.

A 1,000 invoice, one installment. The customer disputes 200.: Your ERP still shows 1,000 outstanding. Finero shows the installment as Disputed and creates no payment link — not for the 200, and not for the other 800 either.
The dispute is upheld. A credit memo for 200 is approved, and someone clears the dispute to zero.: The balance drops to 800 and the block lifts. Finero collects 800 on the next sync.
The dispute is rejected. No credit memo, and the dispute is cleared to zero.: The balance was never reduced, so Finero collects the full 1,000.
A 1,200 invoice split into three installments of 400, and a credit memo of 300 spread proportionally.: Each installment is credited 100 and now owes 300. The credit lands on all three, not only the one that was disputed.
A dispute was settled months ago, but nobody set the dispute amount back to zero.: Finero still shows Disputed and still refuses to collect. The fix is in your ERP, not in Finero — clear the amount and the next sync picks it up.

Telling your ERP which installment a payment settled

When Finero collects a payment it records a receipt in your ERP. Who decides which installment that money pays off depends on your ERP: newer versions can be told directly, older ones work it out themselves on their own schedule.

Where your ERP supports it, Finero does not just name the installment — it applies the payment to it. The installment's balance drops straight away, matching what you chased, instead of waiting for your ERP to match the payment up later. You can turn that off per connection in the Push section of the connector, under Payments.

A receipt is marked applied in your ERP once none of it is left over. If a payment only covers part of an installment, the balance still drops by what was paid, and the receipt keeps showing the remainder as unapplied until it is used — that is your ERP being accurate, not something stuck.

Turning it off does NOT stop payments reaching your ERP. The receipt is still created for the full amount; your ERP simply decides which installment it settles, in its own time. That is exactly how it works for ERPs that cannot be told.

If the switch is greyed out, your ERP does not offer this. Your choice is still remembered, and takes effect if your ERP is upgraded later.

A customer pays the second of three installments and your ERP supports it.: That installment's balance drops right away and the receipt shows as applied. The other two are untouched.
The same payment, with this switched off.: The receipt still arrives in your ERP for the same amount, and your ERP allocates it — often to the oldest installment first, depending on your settings.

Filtering Collections by your ERP's own invoice status

The Collections page has a filter listing the invoice statuses your ERP actually uses — whatever words it sends, shown exactly as it sends them. Finero does not translate or group them. You can tick any combination, and the page shows invoices matching any of the ticked ones.

It opens already filtered. By default it shows the statuses your connector treats as a finished invoice — the ones Finero can actually collect against — rather than everything your ERP holds. The filter names what it is showing, so you can always see which statuses are in play, and "Show all ERP statuses" clears it in one click.

Invoices with no ERP status of their own appear under "No ERP status": ones you created in Finero, which never came from an ERP, and any your ERP sent without a status. That option is ticked by default, so nothing disappears from the page without you choosing to hide it — and it only appears at all if you actually have such invoices.

The filter runs in the database rather than over what the page has loaded, so it finds matching invoices anywhere in your workspace, not just the ones already on screen. Only statuses your invoices really carry are listed, so an option that would match nothing is never offered.

You want to see everything your ERP still calls Incomplete, alongside the finished ones.: Tick that status as well. The count above the table then describes the invoices matching your selection, not the whole workspace.
You want the whole book back.: Choose "Show all ERP statuses". Nothing is filtered out, including invoices created in Finero.

How often Finero checks your ERP for new invoices

Each ERP connection has its own schedule, chosen in the Scheduler section of the connector: off, or anywhere from every 10 minutes to once a day. Whoever administers the workspace picks it.

It is a minimum, not an appointment. Finero checks for work every minute, so a connection set to 10 minutes is pulled on the first check after 10 minutes have passed — usually within a minute of it, occasionally a little more when several connections come due together. It will never be less often than the interval you chose.

Off means Finero never pulls on its own. Sync now still works, and it is the same pull — nothing about your data changes, only who starts it. Your interval is remembered while it is off, so turning it back on restores the schedule you had.

A shorter interval does not import different invoices, only sooner. What Finero imports is decided by the entities you have switched on and the Invoice date from setting, not by how often it looks.

A connection set to every 10 minutes finishes a pull at 09:00.: It becomes due at 09:10 and is pulled at 09:10 or 09:11. It is never left until 09:20.
You set the schedule to Off, then turn it back on a week later.: The interval you had chosen is still there — turning it on resumes that schedule rather than a default one.
An invoice is raised in your ERP one minute after a pull.: It arrives on the next one. If you need it now, Sync now fetches it immediately, whatever the schedule says.

Why an invoice in your ERP is missing from Finero

Every ERP connection has one setting for how far back Finero looks: Invoice date from, in Pull configuration. Leave it empty and Finero imports every invoice your ERP returns. Set a date and it imports only invoices dated on or after that day.

That is the usual answer when an invoice exists in your ERP and not in Finero: it is dated before the limit. Nothing is wrong and nothing failed — Finero was told not to go back that far.

The limit is about the date written on the invoice, not about when it was created or last edited. An old invoice someone edited yesterday is still an old invoice, and is still skipped.

It never deletes. Moving the date later stops older invoices arriving from then on; anything already imported stays exactly where it is, including its payment links and its history. Moving the date earlier brings the older ones in on the next sync — Finero restarts from the beginning so nothing in the newly requested range is missed.

One detail worth knowing if you compare counts: to keep syncs fast, Finero asks your ERP to send only invoices touched since around that date, then applies the real date rule itself on everything that comes back. It deliberately asks for a wider range than it keeps, so an invoice can be fetched and then skipped. What ends up in Finero is decided by Finero, using the invoice's own date — never by what the ERP chose to send.

Invoice date from is 1 January 2024, and your ERP holds an invoice dated March 2023.: It is not imported, and it will not appear in Finero. Clear the date, or set an earlier one, and the next sync brings it in.
An invoice dated March 2023 was edited last week.: Still skipped. The limit reads the invoice's own date, not the day it was last touched.
You change Invoice date from 2024 to 2022.: The next sync starts over from the beginning and imports the 2022 and 2023 invoices too. Everything already in Finero is untouched.
You change it from 2022 to 2024.: Older invoices stop being refreshed, but they are not removed. Their sync time simply stops moving.

Which automation causes which

The automations are separate switches, but they are not independent — one automation's output is what starts another. This is the part that surprises people, and it decides whether your customer hears from you.

Creating a payment link is what emails the customer the link. That is a consequence of the link existing, not a step the automation performs — so a link you create by hand sends exactly the same email as one the automation created. If you do not want that email, switch the email trigger off; creating links by hand instead will not stop it.

A confirmed payment reaches two different places through two different switches: your customer gets a confirmation, and your team gets an alert. Turning one off does not turn off the other.

Payment Link Automation contacts nobody by itself. With it on and the email trigger off, links are created and your customers are never told about them.

Payment Link Automation creates a payment link — or you create one by hand.: Email Notification runs its "After a payment link is created" trigger, if you have it switched on. Always, when that trigger is on. Creating the link is what sends the email — so the SAME email goes out for a link created by hand in Finero or through the public API. It is a consequence of the link existing, not a step this automation performs.