Introduction 

CashFlow is designed for solar installers, and our invoices are purpose-built for solar projects. This article explains the different statuses an invoice can go through in OpenSolar CashFlow, from draft to completed payment, along with various exceptions along the way. 

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Where to find invoice statuses

Post-sale project page

You can see the status of all invoices for a project within the “Invoice & Payment History” section of the post-sale project page. 

The “Recent Activity” section of the post-sale project page records all changes to invoice statuses. The updates include date, trigger for the change, and any team member or customer involved.

Invoice statuses

Invoice statuses include standard steps on the way to payment, as well as any issues or changes that are currently blocking an invoice from payment. Each invoice status communicates the next step required to receive payment, or the reason that an invoice is not moving forward towards payment.

Hover over a status in the “Invoices” section of the post-sale pricing page to see a tooltip explanation of the status.

Some invoice statuses trigger automatic email notifications. Learn more about configuring customer communications.

Standard statuses

Not Sent

The invoice has not yet been sent to the customer.

Once a project is marked as sold, all invoices that have not yet been sent will automatically be set to this status.

Sent

The invoice has been emailed to the customer.

Once the invoice is sent, it will be accessible in the “Invoices” section of the Payments tab.

A reminder email will also be sent to the customer if the invoice has not been paid after a certain amount of time.

Viewed

The customer has viewed the invoice through the payment link, but has not yet made the payment.

An email is sent to all project contacts to notify them that the customer clicked on the payment link in the invoice but has not yet authorized the payment.

Pending

The customer has authorized the payment, but the payment has not yet been confirmed.

A notification email is sent to the customer to confirm that the payment has been authorized, along with an attached invoice to act as a receipt.

Approved

The customer’s payment has been approved by the card issuer or bank. 

This payment has not yet been paid out to your bank account, but will be paid out shortly.

Paid 

The payment has been processed and paid out to your bank account. There are no more actions at this time.

Other statuses

Overdue

The invoice is overdue and has not been paid.

An email is sent to the customer to notify them that the invoice is overdue.

Canceled

Your team has canceled the invoice, and the customer can no longer process a payment for this invoice.

An email is sent to the customer to inform them that your company has canceled an invoice.

Note: When an invoice is canceled, a new invoice line item is automatically generated for the corresponding project milestone. 

Payment Failed

The customer's payment was declined, and the customer has not yet paid through a different method. 

Upon payment failure, the customer is prompted to retry, but you can also re-share the payment link.

Chargeback pending

The customer has initiated a chargeback on a payment that was already processed.

OpenSolar will reach out to you when we are notified of the chargeback. 

Refunded

Due to an issue or revoked authorization, we have refunded a payment to the customer on your behalf. 

Note: OpenSolar only issues refunds in specific situations upon your request, and will not issue a refund without your express authorization

Additional Resources:

• CashFlow Invoice Breakdown