Booked

The invoice has been registered in Twikey. No payment is in progress yet. This is the starting state for all newly imported or created invoices.

Available actions on a Booked invoice

• Send invitation — Send the invoice to your customer by email, SMS, or postal letter.
• Send reminder — Send a follow-up reminder.
• Mark as paid — Manually mark the invoice as paid when payment was received outside of Twikey.
• Link to mandate — Link the invoice to a signed agreement to trigger direct debit collection. The invoice moves to In Progress.
• Change profile — Move the invoice to a different payment profile.
• Generate PDF — Create or regenerate the invoice PDF.
• Archive — Move the invoice out of the active view.
• Delete — Remove the invoice permanently.

In Progress

A direct debit transaction has been linked to the invoice. Payment is pending at the bank or currently in the dunning workflow.

Available actions on an In Progress invoice

• Send invitation / reminder — You can still send communication to the customer.
• Generate PDF — Create or regenerate the invoice PDF.

Paid

The invoice has been paid. The payment date is recorded.

Available actions on a Paid invoice

• Archive — Move the invoice out of the active view.
• Refund — Issue a refund for the invoice amount.
• Generate PDF — Create or regenerate the invoice PDF.

Expired

The due date has passed without a successful payment. Automatic reminders continue to fire if configured on the profile.

Available actions on an Expired invoice

• Send invitation — Send the invoice to your customer.
• Send reminder — Send a follow-up reminder.
• Mark as paid — Manually mark the invoice as paid.
• Link to mandate — Link to a signed agreement to retry collection. The invoice moves to In Progress.
• Change profile — Move the invoice to a different payment profile.
• Generate PDF — Create or regenerate the invoice PDF.
• Archive — Move the invoice out of the active view.
• Delete — Remove the invoice permanently.

Archived

The invoice has been moved out of the active view. Automatic reminders are suspended for archived invoices.

Available actions on an Archived invoice

• Unarchive — Restore the invoice to the active view.

How states change

• Booked → In Progress: a direct debit transaction is linked to the invoice.
• Booked or Expired → Paid: payment confirmed by the bank, PSP, or marked as paid manually.
• Booked → Expired: the due date passes without payment.
• In Progress → Booked or Expired: the linked transaction is removed from the "To be sent" batch. The invoice reverts to Booked if the due date has not yet passed, or to Expired if it has.
• Any state except In Progress → Archived: the invoice is manually archived.

Key rules

• Zero-amount invoices imported with amount 0 are immediately set to Paid.
• Mark as paid is only available in Booked or Expired state — not when the invoice is In Progress or already Paid.
• In Progress invoices cannot be archived or deleted until the linked transaction is removed first.