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
This invoice has an outstanding balance and meets the configured collection rules.
Inactive
Finero is not collecting this - there is no outstanding balance or a collection rule blocks it.

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.
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The last sync could not save this invoice, or your ERP sent it incomplete, so what you see may be out of date.

ERP receipt

One badge per payment link in Collections › Payments: how far the payment behind it has got into your ERP. A link that has not been paid, or a workspace that does not push payments, shows a dash — there is no receipt to describe.

Held
Your connection pushes payments manually and an admin has not released this one yet. Nothing is wrong; Push receipt sends it.
Pending
Queued or being pushed to your ERP right now. Nothing to do.
Pushed
Your ERP accepted the receipt. Finero's part ends there: what your ERP does with it afterwards is up to your ERP.
Failed
Your ERP has not confirmed the payment. Hover for why (it may already hold the receipt); admins get a Retry button.

Tasks

A small badge under the invoice number on the Collections board, when Finero has asked a person to do something about that invoice. Its menu has Dismiss task, which hands the invoice back to Auto Generate; a dismissed task does not come back. The Tasks filter on the Invoice column shows the invoices still waiting.

Needs payment links
Your Payment Arrangement rule matched this invoice, so a teammate was told to set up its payment links. Auto Generate leaves it alone.
Manual only
The invoice has its payment links, so the task is done. Auto Generate still leaves it alone until someone dismisses the task.

Why a payment link can't be created

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

Waiting for collection-mode synchronization
The collection setting changed, and a full ERP sync must finish before new payment links can be created.collection_mode_sync_pending
Waiting for refreshed ERP invoice status
Invoice status collection was enabled, and an ERP sync must refresh the status before collection can continue.invoice_status_sync_pending
No invoice due date
The ERP invoice has no due date, so invoice-only collection cannot create a payment link.invoice_missing_due_date
Excluded from collections
Someone marked this installment as not to be chased.excluded · excluded_from_collections · installment_excluded_from_collections
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.installment_missing_due_date · 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.invoice_missing_recipient_email · 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.invoice_validation_issues · 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
No amount in the ERP yet
The ERP has no total or balance for this invoice yet, usually because it is still a draft. The next sync picks the amount up once the ERP has one.invoice_missing_amount
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
Unusable currency code
Your ERP sent a currency Finero cannot use. It has to be a three-letter code such as USD — fix it there and the next sync picks it up.invoice_invalid_currency
Removed from your ERP
Your ERP no longer lists this installment, so Finero stopped chasing it. Nothing here needs doing unless its disappearance was a mistake.installment_removed_from_source
Invoice total is not positive
This invoice was created in Finero with a total of zero or less, so there is nothing to collect. Create it again with the amount owed.non_positive_outstanding

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.

Payment arrangement required
Auto Generate skips this invoice: it has a payment-arrangement task, so a person sets up its payment links.
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, 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 invoice or installment carries an amount Finero cannot read as money, or a balance below the smallest amount the payment processor can charge.
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 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.

Read the Aging report

Aging groups current outstanding balances by customer and currency, using each installment’s own due date in the workspace timezone.

Not yet overdue includes today; overdue buckets cover 1–30, 31–60, 61–90 and over 90 days without overlap, while unknown due dates remain separate.

Credits are shown separately rather than allocated against other invoices, and currency totals are never added together.

Click a customer or bucket amount to see the underlying invoice or installment balances; an unavailable collection action does not erase a valid outstanding balance.

This report uses current Finero balances and known payment updates, not historical accounting snapshots. Invoice mode uses the invoice balance and due date; installment mode uses the payment schedule. Targets without a due date are excluded.

One invoice has 100 due next month and 200 due 45 days ago.
The customer has 100 Not yet overdue and 200 in 31–60 days, totaling 300 outstanding.

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.

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.

Applying a payment to its invoice, and what happens when your ERP can't

On a connection that reads invoices from a report in your ERP and pushes payments over SOAP (chosen when the ERP was connected), Finero cannot name an installment. Instead, with Apply to the invoice switched on, your ERP records each payment and applies it to the invoice it paid in one step — either both happen or neither does.

Your ERP can only do that for an invoice with a single installment, and one that needs no exchange rate. For any other invoice it refuses the whole step, and nothing is recorded in your ERP.

What happens next is your choice, under If applying fails, push without applying. It is off by default: the payment waits for someone to review it. Turn it on and Finero sends the same payment straight away without applying it, so it reaches your ERP unapplied, for your ERP or your team to apply later.

Changing either setting sends a payment that was waiting on this back to be tried again under the new setting.

Switching Apply to the invoice off does NOT stop payments reaching your ERP. Each one is still recorded for its full amount, just not applied to its invoice.

A customer pays an invoice with a single installment, with Apply to the invoice on.
Your ERP records the payment and the invoice's balance drops in the same step.
The invoice has three installments, and If applying fails, push without applying is off.
Your ERP refuses to apply it and nothing is recorded there. The payment waits for review until you turn the option on or switch applying off.
The same invoice, with the option on.
The payment reaches your ERP unapplied, and stays unapplied until someone applies it there.

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 sync works

Your ERP is the source of truth for invoices. A sync reads invoices from it and updates Finero; Finero never changes an invoice in your ERP. The one thing it can send back is a record of a payment it collected, and only if your connection pushes payments.

The first sync reads every invoice your ERP returns, from the Invoice date from limit onwards. After that, each sync asks only for invoices your ERP changed since the last one, so it stays quick. The first sync after a day has passed since the last complete read reads everything again, which is how Finero notices an invoice that was deleted in your ERP: it shows Not found in ERP and Finero stops collecting it. An invoice that already has a payment in Finero is never marked this way.

A payment, credit or adjustment made in your ERP usually reaches Finero on the next sync too. Your ERP does not always mark an invoice as changed when money moves on it, so each sync also re-reads the invoices Finero holds as open. With many open invoices that re-read can take a few syncs, each carrying on where the last stopped, and the daily full read catches anything still waiting. A connection that reads invoices from a report relies on the report marking them instead.

Finero stores only the fields switched on in Pull configuration. A large sync is saved in chunks and carries on by itself, so a run that stopped at a limit picks up where it left off.

An invoice is skipped when your ERP leaves one of these empty: invoice number, customer account number, currency, invoice date, last-update date, or invoice status (only while it is read). Every other invoice still syncs. A value marked Empty value allowed, such as the customer's email or the payment terms, never causes a skip. Each field in Pull configuration shows what happens when your ERP sends it empty.

Empty invoice amounts do not cause a skip either; Pull configuration marks them "If empty, stored but not collected". A draft your ERP has not given a total or balance yet is imported but not collected, with the reason "No amount in the ERP yet". Once your ERP has the amounts, the next sync picks them up.

A skipped invoice is never guessed or filled in. Sync history shows how many were skipped and names them, so you can fix them in your ERP. Once you fix one there, your ERP marks it as updated and the next sync brings it in by itself. If it was already in Finero, the version you had stays, marked Pull failed, until a complete one arrives.

A run reads Success when every invoice your ERP sent was imported. A draft stored without amounts counts as imported. Partial means some were not: it skipped invoices missing one of the values above, stopped early, or could not save some; what was saved is correct, and the next sync carries on. Failed means the run stopped on an error, often because the connection needs reconnecting; anything it saved before stopping is kept.

Your ERP sends 200 changed invoices and one has no currency.
199 are imported. The run reads Partial with 1 skipped, and Sync history names that invoice and says the currency is missing.
You add the missing currency to that invoice in your ERP.
Your ERP marks the invoice as updated, so the next sync reads it and imports it. Nothing else needs doing.
An invoice already in Finero comes back from your ERP with its invoice date missing.
Finero keeps the copy it had and marks it Pull failed rather than blanking it. It updates as soon as your ERP sends it complete.
Your ERP sends a draft invoice with no total or balance yet.
It is imported but not collected, with the reason "No amount in the ERP yet". The run still reads Success.
An invoice is deleted in your ERP.
The next complete read does not find it, so it shows Not found in ERP and Finero stops collecting it. If it ever comes back, collection resumes on its own.

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.

Reconnect needed means the ERP credential is missing, expired or revoked: automatic pulls pause until a workspace admin reconnects it, while imported invoices and the chosen schedule are kept.

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 uses the email choice made for that link. Use workflow setting follows the workspace trigger, while any member can explicitly send now, schedule in the workspace timezone, or not send. Opening the email icon later also lets any member send or schedule an edited subject and message; Send now remains the default.

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.