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Changing the Status of an Invoice in BAP

Overview

Invoice statuses in BAP indicate where an invoice sits in the review, approval, and payment lifecycle. Some statuses are applied automatically by the system’s logic, while others can be updated manually by users with the appropriate permissions.

This guide covers:

  • How to change the status of an invoice
  • What each status means
  • Workflow limitations for each status
  • Special handling for certain transitions (e.g., Ready for Payment → Rejected)

Requirements

Only these user types can change invoice statuses:

  • Master Company Admin (MCA)
  • Master Company User (MCU)
    (Depending on your organization’s permission setup.)

How to Change the Status of an Invoice

All status changes are made from the Invoice Management page.
There are several ways to navigate there, but every path leads to the same screen where the status can be updated.

Ways to Access the Invoice Management Page

From the Dashboard

  • Search by Invoice Number or Claim Number
  • Select the invoice and click View
  • You will be taken to the Invoice Management page

From Vendor Management

  • Go to Vendor Management
  • Select the appropriate vendor and click Select
  • Click View on the invoice
  • This also takes you to the exact same Invoice Management page

Both navigation paths ultimately lead to the same place.
The only difference is how you locate the invoice.

Updating the Status

Once you're on the Invoice Management page:

  1. Scroll to the bottom of the invoice.
  2. Use the Status dropdown to select the new status.
  3. Click Save to apply the change.

Status Definitions & Workflow Rules

Below is a complete overview of every invoice status, what it means, and any workflow restrictions associated with it.

Paid

Indicates the invoice has been reviewed, approved, and paid by the carrier.

  • This is the final carrier-settable status.
  • After marking Paid, the vendor may change it to Payment Received.
  • Recommended: include payment number, date, and amount.

Workflow limitation:

  • A Paid invoice cannot be changed to any other status.
  • It cannot be edited or deleted.

Awaiting Payment

Used as a placeholder status for invoices that are approved but not yet paid.

Workflow limitation:

  • Vendors cannot edit or delete an Awaiting Payment invoice.

Ready for Payment

Assigned automatically when the invoice is approved by the system.

Workflow limitations:

  • If exported for payment, can only become Paid.
  • If not exported, vendors may be able to Void depending on carrier settings.
  • Ready for Payment can be changed via API if needed (ex: to Awaiting Payment).
  • Vendors cannot edit or delete the invoice.

Approved

Another auto-assigned approval status.

  • Can be changed to any other status by the carrier.
  • Vendors can edit or delete Approved invoices.

Workflow limitation:

  • None.

Internal Approved

Indicates the invoice meets all rule requirements but is not yet visible to the carrier.
Vendor must still approve it before carrier review or payment.

Pending / Submitted – Awaiting Payment

The invoice needs carrier review due to a triggered rule (duplicate detection, manual claim, added fees, UoMs, etc.).

  • Vendors can edit or delete Pending invoices.

Internal Pending

Similar to Pending, but still inside the vendor‑only workflow.
Not yet visible to the carrier.

Under Review

A manual placeholder indicating that deeper examination is needed before approval or rejection.

Rejected

Indicates the carrier reviewed the invoice and requires vendor correction.

  • Vendor is notified.
  • Vendors can edit or delete the invoice to resubmit.

Internal Rejected

Used when the vendor admin rejects an invoice before it reaches the carrier.

Active

Rarely used status indicating the invoice is still open but in a holding state.

  • Vendor can edit or delete.

Inactive

Indicates the invoice is no longer active.

Workflow limitation:

  • Vendor can delete but cannot edit.

Payment Received

Final status assigned by the vendor once the carrier has marked the invoice Paid.

Special Scenario: Ready for Payment → Rejected

Some carriers disable direct status changes from Ready for Payment to Rejected.
If a vendor requests this change, use the following workflow:

How to Correctly Move Ready for Payment → Rejected

  1. Change the invoice to Awaiting Payment
    • Select Awaiting Payment
    • Click Save
  2. Then change it to Rejected
    • Select Rejected
    • Click Save again

Why this Works

  • Ensures you intentionally confirm the change
  • Prevents reversing a Ready for Payment status that may have already triggered downstream processes
  • Restores vendor access so they can edit or delete the invoice
  • Provides a transparent audit trail

Conclusion

Changing invoice statuses in BAP is a straightforward process once you’re on the Invoice Management page.
Understanding what each status means—and what transitions are allowed—helps maintain clean workflows and smooth communication between carriers and vendors.