How do I track issued invoices?
Written by Ossama kharbaq
Updated at June 23rd, 2026
Table of Contents
Overview
The SY portal lets you track invoices in real time throughout their entire lifecycle, from creation through to payment confirmation. This tracking is based on statuses that indicate each stage the invoice has gone through. These statuses are visible across the various portal screens. The statuses displayed (label and colour) will vary depending on:
- how the invoice was created and submitted (e.g. manually entered or uploaded via the portal, EDI integration, etc.);
- the features enabled within the SY solution (e.g. approval workflows or email delivery);
-
the regulatory and tax context of the invoice (e.g. B2G or B2B transactions).
This article covers the key statuses that help you understand each stage of the invoice journey, from creation through to payment confirmation.
Colour codes
To make invoice tracking easier, a colour-coding system is in place:
- Grey - Indicates that the invoice is undergoing an automated processing step (checks, digitization, etc.). No user action is required.
- Blue - (Only in the case of invoice submission or capture via email) Indicates that the invoice is currently being analyzed to extract its information. No user action is required.
- Orange - Indicates that a manual action is currently being performed on the invoice.
- Red - Indicates that the invoice is blocked in its digitization process or in its business processing workflow. In this case, it must be corrected and resubmitted from the SY portal or from the source invoicing tool.
- Green - Indicates that the invoice is successfully progressing through its processing stages (digitization and business processing).
- Black - (Only in the case of manual invoice entry) Indicates that the invoice is saved as a draft to be completed and validated later.
Invoice creation and submission
Invoice uploaded to the portal or sent by email
A PDF invoice can be submitted in two ways:
- By uploading it to the portal,
- By sending it by email.
Once the invoice has been made available, it is analyzed by the portal to extract its information. At the end of this process, three outcomes are possible:
- The invoice must be reviewed and approved - You must verify, correct, and validate the accuracy of the invoice information.
- The invoice is rejected - The solution has detected blocking issues during the invoice analysis. The invoice is therefore rejected. A new invoice must be issued.
- The invoice is valid - The invoice has passed the solution’s checks. It can be digitized, archived, and sent to your customer.
You can track each step in the portal using the following statuses:
| Functional status | Description | Screen |
|---|---|---|
| Processing | The invoice is being analysed by SY to extract its data. | Processing |
| To be validated | The invoice information has been retrieved by SY. Once this step is completed, the extracted data must be reviewed and validated for accuracy. | To be validated |
| Rejected |
The invoice has been rejected following technical checks performed by SY (e.g., document not eligible for digitization).
The invoice information has not been sent to the SY solution’s digitization platform. The invoice must be corrected and then resubmitted on the SY portal.
|
Rejected |
| Rejected (resolved) | You have generated and made available a new invoice on the SY portal, replacing the rejected one. It will go through the standard validation workflow. To remove the rejected invoice from the list of invoices to be processed, you can set the status to “Rejected (resolved)”. | Rejected |
| Transfer in progress | The invoice information is sent to the digitization platform in order to generate the electronic invoice. | Customer Invoice Tracking |
| Buyer Check | (If the feature is enabled) The invoice may go through a business review phase during which your customer checks it and may either reject or approve it. While awaiting these actions, the optional status “Buyer Check” is displayed. | Customer Invoice Tracking |
| Non compliant | The invoice has been rejected following your customer’s business checks. | Customer Invoice Tracking |
| Issued | The invoice has successfully passed all checks performed by the solution. It has been digitized, archived, and sent to your customer. | Customer Invoice Tracking |
It is then possible to track the invoice processing by your customer, provided that they make the associated statuses available in the SY portal.
Invoice entered on the portal
You can also enter an invoice directly on the portal. Once complete, you can either:
- save it as a draft to come back to later, or
- submit it to start the processing cycle.
You can track each step in the portal using the following statuses:
| Functional status | Description | Screen |
|---|---|---|
| Draft | The invoice has been entered and saved. You'll need to submit it before it can be checked, digitalised and sent to your client. | Processing |
| Transfer in progress | The invoice data is sent to the digitization platform to generate the electronic invoice. | Customer Invoice Tracking |
| Issued | The invoice has successfully passed all checks made by the solution. It has been digitalised, archived and sent to your client. | Customer Invoice Tracking |
It is then possible to track the invoice processing by your customer, provided that they make the associated statuses available in the SY portal.
Invoice processing by your client
Once issued and cleared by your client's business checks, you can track how your invoice is being processed in their system.
| Functional status | Description | Screen |
|---|---|---|
| Buyer received | Your client has successfully received your invoice in their system. | Customer Invoice Tracking |
| Buyer integrated | Your invoice has been successfully integrated into your client's system. | Customer Invoice Tracking |
| Submitted to the customer | The invoice has been received by the relevant department. | Customer Invoice Tracking |
| Customer is processing | The invoice is being processed by the relevant department. | Customer Invoice Tracking |
| Buyer not Integrated | The invoice could not be integrated into your client's system. | Customer Invoice Tracking |
| Buyer not approved | The invoice has not been approved in your client's system. | Customer Invoice Tracking |
| Buyer not matched |
(If workflow enabled) The invoice does not match the records in your client's system following reconciliation checks (verification of what was invoiced against what was ordered or received). This may be resolved once a goods receipt is recorded. |
Customer Invoice Tracking |
| Buyer completed | Your client has identified a business discrepancy and needs to get in touch with you to resolve it (typically by issuing a credit note). Once the dispute is resolved, the invoice can be approved. | Customer Invoice Tracking |
| Buyer dispute | (If workflow enabled) The invoice has been raised as a dispute from your client's workflow or system. | Customer Invoice Tracking |
| Buyer blocked | The invoice is on hold in your client's system. | Customer Invoice Tracking |
| Passed for payment | (If workflow enabled) The invoice matches what was ordered (2-way match) or received (3-way match) and has been passed to your client's finance team. | Customer Invoice Tracking |
| Sent to accounting | The invoice is being reviewed by your client's finance team. | Customer Invoice Tracking |
| Recorded | The invoice has been posted to your client's accounting system. | Customer Invoice Tracking |
| Payment processed | The invoice has been reviewed and approved by your client's finance team. Payment has been initiated. | Customer Invoice Tracking |
| Paid | You have received payment for this invoice. | Customer Invoice Tracking |