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Invoice Statuses in Winvoice

This guide provides a complete overview of all statuses an invoice can hold throughout its lifecycle in Winvoice—from initial ingestion and preliminary booking to active approval, peer review, final accounting control, definitive posting, and payment.

1. Before Approval​

Statuses applied when an invoice has arrived in Winvoice and is being prepared for the approval workflow:

StatusDescription
New invoiceRecently received invoice that has been interpreted and awaits handling by an invoice administrator. Note: Files exceeding 10 MB are uploaded without automatic interpretation for manual data entry.
Unknown supplierThe invoice could not be automatically matched to an existing vendor in the supplier registry, or interpreted company details mismatch.
DraftSaved modifications or manual entries made on an invoice by an administrator before releasing it into workflow.
DuplicateThe system identified that an invoice with this supplier and invoice number already exists within the organization.
Ready for preliminary registrationThe invoice is ready to be sent to the ERP system for preliminary booking/arrival registration (supported for integrations such as Visma, Fortnox, and Dynamics AX).
Awaiting preliminary registrationThe invoice has been dispatched to the ERP and awaits an asynchronous receipt confirmation and preliminary voucher number.

2. During Approval​

Statuses during active review, verification, and approval workflows:

StatusDescription
ApprovalThe invoice resides in the active approval queue for one or more approvers according to configured workflows. Winvoice manages dynamic line approval queues—removing a line approver automatically advances the next person in line.
RejectedApproval or review was declined by an approver or administrator. A rejected invoice requires administrative resolution or cancellation.
Changed accountingAn approver modified accounting lines during active review. Already approved lines remain approved unless a new approver is queued for that line upon saving.
Final reviewThe invoice has been approved by all designated approvers and captured for economic quality control according to control workflow rules.
Peer reviewThe invoice has been sent for consultation or internal input to a colleague outside the formal approval route. Once completed, the invoice returns to the sender.
SubstituteThe invoice is presented to you as a designated substitute for the primary approver. Substitute actions are recorded with the actual date the action was taken. In group approvals, user queue position is indicated by a number on hover.

3. After Approval​

Statuses applied after all approvers and any final reviews have granted full approval:

StatusDescription
Ready for final postingThe invoice is fully approved and queued for export to the ERP system for definitive posting.
Awaiting final postingInvoice data and distribution lines have been transmitted to the ERP and await receipt confirmation with a definitive voucher number.
Final postedThe invoice is definitively booked in the ERP system and awaits settlement.
PaidThe invoice has been paid in the ERP system and reported back to Winvoice with payment date. Paid invoices are locked against editing.

4. Integration Errors & Special Statuses​

Statuses indicating that an integration event or process requires administrative attention:

StatusDescription
Preliminary registration errorAn error occurred during export for preliminary registration (e.g., closed financial period or invalid series number). Detailed error messages from the ERP appear on the invoice.
Final posting errorAn error occurred during definitive posting to the ERP (e.g., blocked general ledger account, inactive project, or VAT discrepancy).
DeletedThe invoice has been deleted or cancelled in Winvoice. Deleted invoices can be retrieved via Invoice Search by enabling the Include deleted invoices toggle.