Understanding Payment Status
Every transaction has a payment status that shows whether money has actually changed hands. It's a tracking flag that helps you tell the difference between what's settled and what's still outstanding.
The Two Status Options
Paid
What it means: The money has moved. For income, you received it. For expenses, you paid it.
Unpaid
What it means: The transaction is recorded but the money hasn't moved yet. An invoice you've sent but haven't been paid for, or a bill you've logged but haven't paid.
How Payment Status Affects Your Totals
Here's the key thing to understand: both Paid and Unpaid transactions count toward your totals. Payment Status is an informational flag for your own tracking, not a filter on your numbers.
That means:
Your Total Income, Total Expenses, and Net Business Result include both Paid and Unpaid transactions.
Toggling a transaction between Paid and Unpaid changes only the flag. Your totals stay the same either way.
The flag is there so you can see, at a glance, what's actually settled versus what you're still waiting on or still owe.
This gives you a complete picture of your business activity, including money committed but not yet moved. If you want to see only settled or only outstanding items, use the Payment Status filter (below).
When to Use Each Status
Mark as Paid when:
For Income:
Payment has arrived in your bank account
You've received the funds
For Expenses:
You've paid the bill
Money has left your account
Mark as Unpaid when:
For Income:
You've sent an invoice but haven't been paid
Payment is expected but not yet received
For Expenses:
You've received a bill but haven't paid it
The expense is upcoming or pending
Common Workflow
Invoice to Payment
Create the transaction as Unpaid. Record the expected income or upcoming expense. Date it to the invoice or due date.
Track it. The transaction shows in your list as "Unpaid" so you can see it's still outstanding. It's already counted in your totals.
Mark it Paid when the money moves. Update the status, and optionally update the date to the actual payment date.
Direct Payment
If you pay or get paid immediately, just create the transaction as Paid and set the date to the payment date.
Changing Payment Status
To change a status, open the transaction, change the Payment Status field, and save. You can move a transaction from Unpaid to Paid (or back) at any time. Because both statuses count toward your totals, switching the flag doesn't change your numbers, it just updates whether the item is marked as settled.
Viewing by Payment Status
The Transactions page lets you filter by status:
All: see everything
Paid: only settled transactions
Unpaid: only outstanding transactions
Use these filters to keep on top of outstanding invoices and upcoming bills, without changing what's included in your totals.
Best Practices
Record it when you know, mark it Paid when it happens
Create the transaction when you send an invoice or receive a bill, and mark it Paid when the money actually moves. That way nothing gets forgotten, and your outstanding list stays accurate.
Review Unpaid regularly
Check your Unpaid transactions periodically to follow up on outstanding income and plan for upcoming expenses.
Keep dates accurate
Use the actual payment date when you mark something Paid, so it lands in the right period.
Common Questions
Should I create Unpaid transactions if I always pay immediately? Not necessary. If you record transactions at the moment of payment, just mark them Paid straight away.
Does an Unpaid transaction affect my totals? Yes. Both Paid and Unpaid transactions count toward your Total Income, Total Expenses, and Net Business Result. The status is a tracking flag, not a filter on your numbers.
What's the point of the status if both count? It's for your own visibility, so you can separate what's settled from what's still outstanding, follow up on unpaid invoices, and plan for bills you still owe. Use the Payment Status filter to see each group on its own.
What about partially paid transactions? Record the paid portion as Paid. If there's a remaining balance, track it as a separate Unpaid transaction or note it.
Still need help? Ask the team