# Understanding statuses
Every invoice in Your Sales Invoices Register has a status. The status tells You where the invoice is in its lifecycle and what action (if any) You need to take next.
{% hint style="success" %}
There are 4 main statuses: **Unsent, Import issues, Sent,** and **Delivery issues.**
{% endhint %}
Understanding each one helps You stay organized and know exactly what needs attention.
***
### Status overview
#### Unsent
**What it means**: The invoice is ready to send. This is the first status in the Sales Invoices workflow.
**When you see it**:
* After You manually create a new invoice (with no errors)
* After You import an invoice via PDF or API (with no errors)
**What to do**: Review the invoice to make sure it's correct, then click Send e-Invoice to deliver it.
**Example**: You just created invoice SI-00451 for Tech Star Corp. It appears in Your Register with status = Unsent. You check the details, then click Send e-Invoice. Now it's on its way.
***
#### Import issues
**What it means**: Something went wrong when Fitek tried to import or create the invoice. The invoice was NOT sent.
**When you see it**: This status is assigned when an invoice has any of these problems:
**Missing or invalid mandatory data**
* Required field is empty (e.g., business name, VAT number)
* Data is in the wrong format (e.g., VAT number doesn't match the country format)
**Sum mismatch** (for imported invoices only)
* Header total doesn't match the sum of line items
* Usually caused by OCR errors when digitizing a PDF
**Duplicate**
* The same invoice was imported twice
* Fitek detected it and flagged the duplicate
**What to do**:
**For manually created invoices**:
1. Click on the invoice to see the error message
2. Fix the problem directly in Fitek (add missing data, correct the format, fix the sum, etc.)
3. Save the changes
4. Once fixed, the status should change to Unsent
5. Then send the invoice
**For imported invoices**:
1. Click on the invoice to see the error message
2. Fix the problem in Your source system (PDF, API, or ERP)
3. Re-import the corrected invoice to Fitek
4. The status should change to Unsent
5. Then send the invoice
{% hint style="info" %}
Currently, You cannot edit imported invoices directly in Fitek. Future versions will allow this.
{% endhint %}
**Examples**:
You import a PDF from Your ERP. Fitek reads it but notices the customer's VAT number is missing. The invoice appears with status = Import issues. You fix the PDF in Your source system, re-import it, and now the status = Unsent. Then You can send it.
You import a PDF invoice. Fitek digitizes it, but the header total (€1,050) doesn't match the sum of the lines (€1,000). This is probably an OCR error. You check Your source PDF, correct the line items or total, and re-import. Status = Unsent. Now You can send it.
{% hint style="success" %}
**Tip**: Import issues usually mean missing or incorrectly formatted data. The error message tells You exactly what needs fixing. Check the customer's details first - that's often the culprit.
{% endhint %}
***
#### Sent
**What it means**: The invoice was successfully sent via the e-invoice network.
**When you see it**:
* After You click Send e-Invoice on an Unsent invoice
* For PEPPOL invoices: "Sent" means the invoice is sent to the network
* For KSeF invoices: "Sent ✓" (with checkmark) means the invoice was accepted by KSeF
**What to do**: Nothing, the invoice was delivered successfully. You can view the sending history if needed.
***
#### Delivery issues
**What it means**: The invoice was sent, but rejected by the e-invoice operator (PEPPOL, KSeF, or similar network). The invoice is NOT in Your customer's system.
**Common reasons for delivery issues**:
**Receiver not found in e-invoice network**
* Your customer isn't registered with the e-invoice operator (PEPPOL, KSeF, RIK, etc.)
* OR the customer's Name, Registration number, or VAT number doesn't match what the network has in its database
**Missing or incorrectly formatted data**
* The invoice is missing data that the receiver requires
* OR data is formatted incorrectly for that country
* E-invoice operators have complex validation rules that sometimes catch issues Fitek couldn't predict
**What to do**:
**For manually created invoices**:
1. Click on the invoice to see the error message from the e-invoice operator
2. Understand what went wrong:
* Is it a customer data problem? (Wrong VAT, wrong name?)
* Is it invoice data? (Missing required fields?)
3. Fix the problem directly in Fitek
4. Click Send e-Invoice again to retry
**For imported invoices**:
1. Click on the invoice to see the error message
2. Fix the problem in Your source system
3. Re-import the corrected invoice to Fitek
4. Click Send e-Invoice again
**Examples**:
You manually create and send invoice SI-00452 to customer "Beta Corp." PEPPOL rejects it with error: "Customer not found in PEPPOL network." You check Beta Corp's customer profile and realize their VAT number is wrong. You fix it in Fitek, then click Send e-Invoice again. This time, PEPPOL accepts it and status = Sent.
You send an invoice to a Belgian customer. PEPPOL rejects it saying "Belgian enterprise number MUST be in correct format." You check the customer's registration number - it's missing the leading "BE" code. You add "BE" and resend. PEPPOL accepts it.
{% hint style="info" %}
Most delivery issues are customer data problems. Double-check the customer's Name, VAT number, and Registration number against what the e-invoice operator expects.
{% endhint %}
***
### How to use statuses to stay organized
#### Find invoices that need action
Use the Filter in the Sales Invoices Register:
**To find invoices you need to send**:
* Filter by Status = Unsent
* These are ready to go
**To find invoices with problems from import**:
* Filter by Status = Import issues
* Fix these first before sending
**To find invoices rejected by the e-invoice operator**:
* Filter by Status = Delivery issues
* Fix these and resend
**Example workflow**:
1. Filter by Status = Import issues → fix all problems
2. Filter by Status = Unsent → send all ready invoices
3. Filter by Status = Delivery issues → fix rejections and resend
4. Done
#### Track what was successful
Filter by Status = Sent to see all successfully delivered invoices.
You can view the sending log for any sent invoice to confirm delivery time.
#### Export invoices with issues
To export all data You can use export functionality for that.
***
### Status transitions
Here's how statuses typically flow:
**Manual creation (successful)**:
```
Create invoice → Unsent → Send e-Invoice → Sent ✓
```
**Manual creation (e-invoice operator rejects it)**:
```
Create invoice → Unsent → Send e-Invoice → Delivery issues
→ Fix data → Unsent → Send e-Invoice → Sent ✓
```
**PDF import (successful)**:
```
Import PDF → Unsent → Send e-Invoice → Sent ✓
```
**PDF import (incomplete or wrong data)**:
```
Import PDF → Import issues → Fix in source → Re-import → Unsent → Send e-Invoice → Sent ✓
```
**API import (successful)**:
```
Import via API → Unsent → Send e-Invoice → Sent ✓
```
**API import (incomplete or wrong data)**:
```
Import via API → Import issues → Fix in source → Re-import → Unsent → Send e-Invoice → Sent ✓
```
***
### Why statuses matter
Statuses keep You organized and prevent mistakes:
* **Unsent** = "Ready to send - don't forget"
* **Sent** = "Successfully delivered, no action needed"
* **Import issues** = "Fix these, re-import and re-send"
* **Delivery issues** = "E-invoice operator rejected these, try again after fixing"
***
### Coming soon
* **Sent date and channel columns:** See exactly when each invoice was sent and via which network
* **Direct editing of imported invoices:** Fix import issues without re-importing
***
### Next steps
* [Creating & sending invoices](https://claude.ai/link-to-creating-invoices) — ready to make Your first invoice?
* [Troubleshooting](https://claude.ai/link-to-troubleshooting) — what to do when something goes wrong
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