Document and Payment Statuses

Self-billing runs on one rule: a document only becomes a finalized, numbered invoice or debit note once the payment completes. Everything before that is provisional, and usually still fixable. This page is your lookup for every status in that flow: what it means, and what you can still change while you're in it.

Document types

eddy.app generates two types of self-billed document. Both follow the same lifecycle and each has its own numbering sequence.

Type	You use it for
Invoice	Your default document type for most payees.
Debit Note	Payees whose tax situation or territory requires a debit note.

Set your default in Settings > Self-billing, then assign the alternative to specific payees.

Document statuses

You see this status as a tag on every document in Statements > Invoices and in the Payee Portal. It applies to both types.

Status	Numbered	You can edit it	What it means
Pro Forma	No	While no payment is active	A provisional document showing what the payee is currently owed.
Finalized	Yes	No (except for payment details)	You paid it. It carries its number and its content is locked.
Voided	Yes	No	You cancelled a finalized document. eddy.app keeps it for compliance.
Replaced	Yes	No	You voided a document and issued a new one in its place.

Pro Forma is a status, not a type. An invoice stays an invoice and a debit note stays a debit note. A Pro Forma carries a PRO FORMA watermark on every page and has no number.

Payment statuses

Status	What it means
Unpaid	Nothing has settled against this document yet.
Paid	A payment settled. The document is finalized and numbered.
No payment due	The total is zero. eddy.app finalizes it on its own.

What you can change, and when

A payment counts as active from the moment it is created until it reaches a final state.

Payment state	Active
Created, Sent, Processing, Bounced Back	Yes
Completed ,Canceled, Funds Refunded	No

The document is	Edit its content	Update payment details	Delete it
Pro Forma, no payment ever attempted	Yes	Yes	Yes
Pro Forma, one or more payments active	No	No	No
Pro Forma, all payments inactive	Yes	Yes	No
Finalized, all payments inactive and unpaid	No	Yes	No
Finalized and paid	No	No	No

⚠️ Finalization is one-way
Once a document payments complete it stays Finalized, even if the payment later bounces back or is refunded. But you can always update payment details.

Transfer statuses

These apply to transfers you process through the Wise integration. For PayPal and manual bank transfers, you set the payment status yourself from Billing - Payment > Invoices.

Status	What it means	What it does to the document
Created	The transfer exists in eddy.app and is attached to a payment group. Nothing has gone to the provider.	Blocks deletion.
Sent	eddy.app handed the transfer to your payment method. The transfer has not started.	Blocks deletion.
Processing	The transfer is outgoing. Your payment method runs AML, compliance, and fraud checks.	Blocks deletion & edit.
Completed	The transfer has been successfully sent to your payee.	Marks it paid, finalizes it, and assigns its document number.
Canceled	The transfer never processed. No funds left your account.	Returns it to an editable Pro Forma, if you never paid it.
Funds Refunded	The transfer came back to you.	Leaves it Finalized, but you can now correct payment details.
Bounced Back	The transfer bounced but has not been refunded yet. It may still arrive, or it may be refunded.	Leaves it Finalized and still locked. Wait for Funds Refunded or Completed.

Two statuses mislead if you read them literally:

Completed means the transfer left for your payee's account, not that the money arrived. Payment systems settle at different speeds by country.
Bounced Back is still an active status, so you cannot correct payment details while a transfer sits there.

To re-issue a canceled or refunded payment, check the payee's details, then create a new payment group.