Every document in JiffyTrade has a status.
The status reflects where the document sits in its lifecycle.

Understanding statuses is critical for:

• Workflow clarity
• Audit trail integrity
• Correct reporting
• Proper locking behaviour

🟢 Draft

(Quotes & Letters only)

Draft applies to:

• Newly created Quotes
• Newly created Letters

A Draft document:

• Has not been sent
• Can be freely edited
• Is not locked

Draft status remains until the document is emailed.

🟡 Pending

(Invoices only)

Pending applies to:

• Newly created Invoices
• Invoices that have not yet been issued/sent

A Pending invoice:

• Has not been emailed
• Is not yet considered issued
• Can be edited freely

Once sent, Pending becomes Unpaid.

📤 Sent

(Quotes & Letters only)

When a Quote or Letter is emailed:

Status becomes:

Sent

A Sent document:

• Has been emailed to the client
• May be automatically locked (if locking is enabled)

Sent Quotes may later become Converted if turned into an Invoice.

🔴 Unpaid

(Invoices only)

When an Invoice is emailed:

It does not show as Sent.

Instead, it becomes:

Unpaid

This indicates:

• The invoice has been issued
• Payment has not yet been recorded

⏰ Unpaid States

Unpaid invoices have two visual states:

1️⃣ Normal Unpaid

Displayed with a clock icon.

Indicates:

• Invoice is issued
• Not yet overdue (or no reminder sent)

2️⃣ Reminded Unpaid

Displayed with an alert bell icon.

Indicates:

• A payment reminder has been sent

Hovering over the status label reveals a tooltip confirming that a reminder has been issued.

This visual change makes it easy to see:

• Which invoices have been chased
• Which still require follow-up

💰 Paid

(Invoices only)

When an invoice is marked as paid:

Status becomes:

Paid

This:

• Records a paid date
• May trigger automatic locking
• Finalises the invoice lifecycle

Paid invoices should not be edited.

🔄 Converted

(Quotes only)

When a Quote is converted into an Invoice:

The original Quote status becomes:

Converted

This ensures:

• You can trace which invoice came from which quote
• The original pricing is preserved
• The quote cannot be reused accidentally

Converted Quotes are typically locked.

🚫 Cancelled

A document can be manually cancelled.

Status becomes:

Cancelled

This indicates:

• The document is void
• It should not be considered active
• It remains in your audit history

Cancelled documents are not deleted.

🗑 Trashed

When a document is moved to Trash:

Status becomes:

Trashed

Trashed documents:

• Are recoverable
• Remain in the system
• Can be restored

Permanent deletion requires appropriate RBAC permission.

🔐 How Status Relates to Locking

If automatic locking is enabled in:

My Business → Settings → Plugin Config

Documents may lock when:

• Sent
• Reminder sent
• Marked as Paid
• Converted

This protects:

• Financial accuracy
• Historical records
• Legal defensibility

🧠 Status Lifecycle Summary

Quotes

Draft → Sent → Converted
Draft → Cancelled
Sent → Cancelled
Any → Trashed

Invoices

Pending → Unpaid → Paid
Unpaid → Reminded Unpaid
Pending → Cancelled
Unpaid → Cancelled
Any → Trashed