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Invoice Statuses

Every invoice in SlotBase has a status that tells you where it stands in the billing lifecycle. This reference page explains each status, when it applies, and what action (if any) you should take.

Invoice Status Reference​

StatusMeaningAction Required
DraftThe invoice has been created but is not yet finalizedNo action -- the facility admin is still reviewing
PendingThe invoice has been finalized and is awaiting paymentPay before the due date
PaidThe full amount has been collectedNo action needed
Partially PaidSome payment has been received, but a balance remainsPay the remaining amount due
OverdueThe due date has passed without full paymentPay immediately
CancelledThe invoice has been voided by the facilityNo action needed
RefundedA payment on the invoice was refundedNo action needed

Status Lifecycle​

An invoice typically moves through statuses in the following order:

Normal Payment Flow​

  1. Draft -- the invoice is generated at the end of the billing period
  2. Pending -- the invoice is finalized and sent to the player
  3. Paid -- the player pays the full amount

Partial Payment Flow​

  1. Draft -- the invoice is generated
  2. Pending -- the invoice is finalized
  3. Partially Paid -- the player makes a partial payment
  4. Paid -- the player pays the remaining balance

Overdue Flow​

  1. Draft -- the invoice is generated
  2. Pending -- the invoice is finalized
  3. Overdue -- the due date passes without full payment
  4. Paid -- the player eventually pays the full amount
info

An invoice can move from Overdue back to Paid or Partially Paid once payments are received. The overdue status does not prevent payment.

Status Details​

Draft​

  • The invoice has been created by the system during the monthly billing process.
  • It is visible to facility admins but not yet sent to the player.
  • The admin may review and adjust line items before finalizing.
  • Players do not see draft invoices in their dashboard.
tip

Facility admins should review draft invoices promptly to ensure accuracy before they are sent to players.

Pending​

  • The invoice has been finalized and is now visible to the player.
  • The player can view the invoice and make a payment at any time.
  • The due date is displayed on the invoice.
  • No payments have been recorded yet.
  • The full invoice amount has been collected.
  • The Amount Due is $0.00.
  • No further payment is required.
  • The invoice remains accessible for record-keeping purposes.

Partially Paid​

  • One or more payments have been recorded, but the total does not cover the full amount.
  • The Amount Paid shows what has been collected.
  • The Amount Due shows the remaining balance.
  • The player should pay the remaining balance before the due date.

Overdue​

  • The invoice's due date has passed without the full amount being paid.
  • This status applies to invoices that are still Pending or Partially Paid after the due date.
  • The player should pay immediately to resolve the overdue status.
warning

An overdue status may affect your ability to make new bookings or registrations at the facility. Contact the facility if you need to discuss a payment plan.

Cancelled​

  • The facility admin has voided the invoice.
  • Common reasons include duplicate invoices, incorrect charges, or special arrangements.
  • No payment is expected.
  • Cancelled invoices are retained in the system for audit purposes.

Refunded​

  • A payment that was previously made on this invoice has been refunded.
  • The refund may be full or partial.
  • The invoice remains in the system for record-keeping.

Status Color Indicators​

SlotBase uses color-coded badges to help you quickly identify invoice statuses:

ColorStatuses
GreenPaid
YellowPending, Partially Paid, Draft
RedOverdue
GrayCancelled, Refunded

Where to See Invoice Status​

AudienceWhere to Look
PlayerMy Invoices in the player dashboard
Parent/GuardianMy Invoices (shows invoices for all family members)
Facility AdminInvoicing section in the facility admin dashboard

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