Once an invoice has been integrated with Xero, its status keeps in step between the two systems. SwiftFox reflects Xero's status changes on the contact's Financial → Invoices table, and applies default filters that hide voided and deleted invoices.
Status lifecycle
- An invoice that has been integrated and approved shows as Approved in SwiftFox.
- When the invoice is paid in Xero, SwiftFox updates the status from Approved → Paid automatically.
- Payment is processed in Xero; that payment event is what drives the status update back into SwiftFox.
- Approved and Paid are not the only values in the Status column. An invoice that has not been sent for approval yet shows as Draft, one awaiting approval shows as Pending Approval, and one that has been part-paid shows as Partially Paid.
Where to see status
- Open the contact's profile → Financial tab → Invoices table.
- Each row shows the invoice and its current status (for example Approved or Paid).
Voided and deleted invoices
- Invoices that are Voided or Deleted are excluded from the Invoices table by default filters.
- To view them, open the filter control above the Invoices table (it shows the number of filters applied), choose Clear all, then Apply filter. They will then appear alongside active invoices.
Editing after integration
- Edits to an integrated invoice can be made in either SwiftFox or Xero.
- However, the act of integrating that invoice with Xero cannot be undone. Confirm the invoice is correct before integrating (see Limitations & best practice).
Branding and sending
- Xero sends the invoice email and uses your default Xero invoice branding (company details, address and contact information), so the customer receives a Xero-branded invoice.