Invoice Statuses
Every invoice in Mod AI has a status that tells you where it is in the processing lifecycle. This page explains each status, what it means, and what you should do.
Status Reference
| Status | Description | Recommended Action |
|---|---|---|
| Processing | The invoice is being analyzed by the AI. Extraction is in progress. | Wait for processing to complete. This usually takes 30-60 seconds. |
| Needs Review | AI extraction is complete. The invoice is ready for human review. | Review the extracted data, correct any errors, and resolve any notices. |
| Pending Approval | The invoice has been submitted for approval and is waiting on one or more approvers. | If you are an approver, review and approve or reject. Otherwise, wait for approvers to act. |
| Approved | All required approval steps have been completed. | No action needed. The invoice will sync to your ERP automatically. |
| Rejected | An approver rejected the invoice. | Review the rejection reason, make any necessary corrections, and resubmit for approval. |
| Synced | The invoice has been successfully sent to your ERP system. | No action needed. The invoice is in your ERP. |
| Error | Something went wrong during processing or ERP sync. | Check the error details on the invoice. Retry or contact support. |
| Voided | The invoice has been voided or cancelled. | No action needed. Voided invoices remain in the system for audit purposes. |
| Paid | The invoice has been marked as paid, typically synced back from your ERP. | No action needed. |
Status Flow
Invoices typically move through statuses in this order:
Processing --> Needs Review --> Pending Approval --> Approved --> Synced --> Paid
Some invoices may deviate from this flow:
- An invoice can move from Pending Approval to Rejected if an approver rejects it. After corrections, it can be resubmitted and return to Pending Approval.
- An invoice can enter Error status from Processing (if extraction fails) or from Approved (if ERP sync fails).
- An invoice can be Voided from most statuses.
How Status Changes Happen
Status changes happen in two ways:
Automatic Changes
Most status transitions are automatic:
- Processing --> Needs Review: Happens automatically when AI extraction completes.
- Approved --> Synced: Happens automatically when the ERP sync succeeds.
- Synced --> Paid: Happens automatically when payment status is synced back from your ERP.
Manual Changes
Some status transitions require action from a user:
- Needs Review --> Pending Approval: You submit the invoice for approval.
- Pending Approval --> Approved: An approver approves the invoice (the last required approval triggers this).
- Pending Approval --> Rejected: An approver rejects the invoice.
If an invoice is stuck in Error status, check the error details on the invoice detail page. Common causes include ERP connection issues, missing required fields, or sync conflicts. If you cannot resolve the error, contact support at support@usemod.ai.
Filtering by Status
You can filter the invoice list by status to quickly find invoices that need your attention. See Searching, Filtering & Saved Views for details on how to use filters.
Learn More
- Reviewing an Invoice -- How to review and correct invoice data.
- Approving and Rejecting -- How the approval process works.
- Notices Overview -- Issues that may need to be resolved before submitting for approval.