You can mark outgoing invoices (standard and settlement invoices), proforma invoices, and expenses as unpaid at any time. This clears the paid date and, if a bank payment was matched to the document, optionally removes that match as well.
⚠️ You can mark a proforma invoice as unpaid only if no settlement invoice has been issued against it yet.
How to mark a document as unpaid
Go to Outgoing invoices or Expenses and find the paid or partially paid document.
Click the three dots (⋯) at the end of the row.
Click Mark as unpaid.
Confirm in the dialog that opens. If the payment was matched to a bank transaction, you'll see a checkbox Also remove matched bank payments - it's checked by default.
What happens when you mark it as unpaid
The paid date is cleared and the document appears as Unpaid again.
If the payment was matched to a bank transaction, the match is also removed by default - untick the checkbox in the dialog if you want to keep the bank match in place and only clear the paid status.
💡 Uncheck Also remove matched bank payments if you still want the bank transaction linked to this document for reconciliation purposes, even though you're marking it as unpaid.
Marking a proforma invoice as unpaid
Proforma invoices have an extra rule, because a paid proforma is often followed by a payment receipt and, later, a settlement invoice.
Proforma status | Can you mark it as unpaid? | What happens |
Settlement (final) invoice already issued against the proforma | ❌ No | Delete the settlement invoice first - then the proforma can be marked as unpaid. |
Only a payment receipt exists for the proforma (no settlement invoice) | ✅ Yes | The related payment receipt is deleted automatically. |
⚠️ If you need to mark as unpaid a proforma that already has a settlement invoice, go to Outgoing invoices, delete the settlement invoice first, and then mark the proforma as unpaid.
FAQ
Why can't I mark my proforma invoice as unpaid?
This happens when a settlement (final) invoice has already been issued against it. Delete the settlement invoice first - after that, the proforma can be marked as unpaid.
Will marking a proforma as unpaid delete anything?
If the proforma only has a payment receipt (no settlement invoice), yes - marking it as unpaid deletes that payment receipt.
Does marking a document as unpaid always remove the matched bank payment?
By default, yes - the checkbox in the confirmation dialog is checked. You can untick it if you want to keep the bank payment matched while still marking the document as unpaid.
Can I mark an expense as unpaid?
Yes, individual expenses can be marked as unpaid the same way as outgoing invoices.