The Accounting Status column in Hoops is one of the most powerful features across the platform.

Accounting Status gives your team real-time visibility into the payment state of invoices that have been sent to accounting platforms:

Xero
QuickBooks Online

Rather than manually updating payment progress, Hoops automatically reflects the status of invoices based on what is happening inside your connected accounting platform.

This allows your sales, production, and accounts teams to instantly understand:

which invoices are unpaid
which invoices are overdue
which invoices are partially paid
which invoices are fully paid

Understanding the Four Accounting Statuses

There are four primary Accounting Statuses in Hoops.

Waiting Payment

The Waiting Payment status means:

the invoice has been sent to Xero or QuickBooks Online
the invoice due date is still in the future
no payments have yet been applied to the invoice

When hovering over the Accounting Status chip, Hoops displays additional invoice information including:

invoice number
due date
total invoice amount
amount owing

With a Waiting Payment invoice:

the Total Amount
and the Amount Owing

will match exactly because no payment has yet been reconciled.

Overdue

The Overdue status means:

the invoice due date has passed
no payments have been applied to the invoice

Just like Waiting Payment:

the Total Amount
and the Amount Owing

will still match because the invoice remains completely unpaid.

The key difference is simply that the invoice due date is now in the past.

Partially Paid

The Partially Paid status means:

payments have been applied to the invoice
but there is still money owing

In this case:

the Amount Owing is lower than the Total Amount
but the Amount Owing is not yet zero

Even a very small difference — including a one cent difference — will cause the invoice to display as Partially Paid.

Unlike Waiting Payment or Overdue, the invoice due date no longer affects the status once payments have been applied.

Paid

The Paid status means:

the invoice has been fully paid
the Amount Owing is zero

This status updates automatically once the accounting platform reflects the invoice as fully paid.

Where Accounting Status Information Comes From

Accounting Status is not manually controlled within Hoops.

Instead, Hoops continuously syncs accounting information from:

This means the Accounting Status column is driven directly by:

invoice balances
payment reconciliation
due dates
payment allocations

inside the accounting platform itself.

Hover for More Information

Hovering over an Accounting Status chip displays useful invoice details including:

invoice number
due date
total amount
amount owing

This allows users to quickly understand invoice state without needing to open the accounting platform.

Important Things to Understand

Accounting Status Is Automatic

Users cannot manually change Accounting Status values inside Hoops.

Statuses are automatically updated based on accounting activity occurring in Xero or QuickBooks Online.

Accounting Status Depends on Reconciliation

In many businesses, payment reconciliation may only occur:

once per day
once per week
or even once per month

Because of this, invoices may still show:

Waiting Payment
or Overdue

until payments are properly reconciled inside the accounting platform.

Pro Tip: Use a Flexible Payment Status Column

Many Hoops users also create a separate custom status column to track internal payment progress.

For example:

Payment Promised
Deposit Received
Sent to Accounts
Awaiting Remittance
Payment Confirmed

This gives teams a more flexible operational workflow alongside the automated Accounting Status column.

Unlike Accounting Status:

custom statuses can be manually controlled by users
they are not tied directly to Xero or QuickBooks events

This creates a powerful combination of:

automated accounting visibility
and flexible internal workflow management

Advanced Workflows and Automations

Accounting Status changes can also be used as automation triggers inside Hoops.

For example:

move jobs into production when invoice becomes Paid
notify staff when invoices become Overdue
update workflow statuses when deposits are received
trigger customer communications after payment

Because Accounting Status is connected directly to accounting events, it becomes an extremely powerful automation trigger across your JobBoard workflows.

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