Manage Invoice and Estimate Statuses

Statuses track where each invoice and estimate stands in your workflow - from Draft through to Paid or Accepted. PaperLink creates a set of system statuses for you and lets you add your own.

System Statuses

PaperLink includes system statuses for invoices and estimates. These cannot be renamed or deleted, but you can change their color.

Invoice statuses (6):

Status	Default Color	Fixed Position
Draft	Blue	Yes - always first
Sent	Green	No
Viewed	Violet	No
Overdue	Red	No
Rejected	Red	No
Paid	Green	Yes - always last

Estimate statuses (5):

Status	Default Color	Fixed Position
Draft	Blue	Yes - always first
Sent	Green	No
Viewed	Violet	No
Rejected	Red	No
Accepted	Green	Yes - always last

System statuses show a System badge next to their name.

Add a Custom Status

You can add custom statuses to fit your workflow - for example, "Under Review", "Partially Paid", or "Awaiting Approval".

Open Settings from the sidebar.
Go to Team > Statuses.
Find the column for the document type (Invoice or Estimate).
Click Add New Status.
Enter a Status Name (1-50 characters).
Pick a Color from the 20-color palette.
Click Create.

The new status appears between Draft and the last status (Paid or Accepted). You can drag it to the position you want.

Status names must be unique within the same document type. "Under Review" can exist for both invoices and estimates, but you cannot have two statuses named "Under Review" for invoices.

Reorder Statuses

Drag any status up or down to change the workflow order. Two statuses are locked in place:

Draft - always first (position locked).
Paid (invoices) or Accepted (estimates) - always last (position locked).

All other statuses - both system and custom - can be reordered by dragging.

Edit a Status

Click the edit icon on any status to open the Edit Status dialog.

Custom statuses - you can change both the name and the color.
System statuses - you can change the color only. The name field is disabled with the message "System status names cannot be changed."

Delete a Custom Status

Click the delete icon on a custom status to remove it. PaperLink asks for confirmation before deleting.

A custom status cannot be deleted if invoices or estimates are currently using it. Reassign those invoices or estimates to another status first, then delete.

System statuses cannot be deleted. Only custom statuses show the delete icon.

Permissions

Only Admin and Owner roles can create, edit, delete, or reorder statuses. All team members can view statuses.

Create an Invoice - invoices start in Draft status

Manage Invoice and Estimate Statuses