Understanding the different status types for billable extras

Status types:

Pending

A billable extra is Pending when it has been added to a booking but has not yet been invoiced and is not scheduled for automatic collection.

This is the initial state for any newly created billable extra where no active collecting subscription is in place and no invoice has been raised.

What it means for you: The extra is awaiting action. It will remain pending until it is either picked up by a collecting subscription or manually invoiced.

Scheduled

A billable extra is Scheduled when it is associated with a booking that has an active subscription set to collect billable extras.

The extra has not yet been invoiced, but the system has earmarked it for collection on the next applicable billing run.

What it means for you: No manual action is required. The extra will be included automatically when the subscription processes.

Complete

A billable extra is Complete when it has been successfully invoiced — meaning it has been included on an invoice and an invoice item has been created for it.

What it means for you: The charge has been billed to the funder. If a refund is needed, you can credit the extra from this status.

Credited

A billable extra is Credited when it has been refunded. The system records a refund timestamp and, where applicable, creates a corresponding credit note on the funder's invoice.

Only extras in Complete status can be credited. When credited, a negative (credit) billable extra is created linked to the original.

What it means for you: The charge has been reversed. A credit note may have been issued to the funder depending on how the refund was processed.

Status lifecycle

Created → Pending
              ↓ (active collecting subscription detected)
          Scheduled
              ↓ (subscription billing run)
          Complete ←── (manually invoiced directly)
              ↓ (refund processed)
          Credited