Invoice Statuses

Invoice Statuses

Invoice Statuses let you control which statuses users can select on invoices, and (optionally) which one is used by default. Deskmanager includes system statuses (Estimate, Open, Closed, Voided) and also lets you create additional Open-type statuses for your workflow.

Where to go

Navigate to Settings → Service → Invoice Statuses to view and manage your status list.

What you can do on the Invoice Statuses list

Search & filters

Use the search bar and filters to quickly find statuses by:

• Name

  Description

  Status Type

  Active

  Default Status

What the columns mean

• Name: The label users see (example: Open).

  Description: Optional internal description (helps users pick the right one).

  Status Type: Indicates whether it’s Estimate, Open, Closed, or Voided.

  Active: If active, the status can be selected on invoices.

  Default Status: Indicates the default status used when creating invoices (based on your system rules).

Note: Any custom status you add is created under the Open type.

You cannot delete a status, you can inactive it only. 

How to add a new status (Open-type)

From the Invoice Statuses page, click + Add New Open Status.

Add New Invoice Status modal

A modal opens titled Add New Invoice Status.

Fill in:

1. Name* (required)
   Enter the status name users will choose on invoices (example: Waiting on Parts).

   Description (optional)
   Add a short explanation so staff know when to use it.

Then choose:

• Save Status to create it

  Cancel to close without saving

Best practices

• Keep names short and action-based: In Progress, Waiting Approval, Ready for Pickup.

  Use descriptions to prevent misuse (especially when multiple “similar” statuses exist).

  If a status shouldn’t be used anymore, set it Inactive instead of removing it (keeps reporting/history clean).