SparkReceipt tracks whether an invoice is paid with the Payment status field, which is either Paid or Unpaid. It's on income documents and on expense invoices. To list what is still outstanding, open Documents, filter Type to Income (or to Expenses (Invoices) for your bills) and add the Payment status filter set to Unpaid. Matching an invoice to a bank transaction doesn't change its payment status, so update the status when the money arrives, or use Match status to see which documents already have a bank transaction behind them.
Set an invoice as paid or unpaid
- On the web: open the document and change Payment status to Paid or Unpaid.
- In the mobile app: open the document and turn the Paid switch on or off.
- Many at once: select documents in the Documents view, open Actions and choose Set paid status. See How do I change the Category or other details of many documents at once?
Expense invoices also have a Due date, so you can see which bills are coming up.
List outstanding income or unpaid bills
In the Documents view on the web:
- Add the Type filter and pick Income, or pick Expenses (Invoices) for bills you owe.
- Add the Payment status filter and pick Unpaid.
- For bills, add the Due date filter to see what falls due in a given period.
Save the filters as a saved search to come back to the list in one click. All filters are explained in How to search and filter documents.
Use your bank statement to see what has been paid
When your bank transactions are in SparkReceipt (from an uploaded statement or a connected bank account), each incoming payment can be matched to its income document and each outgoing payment to its expense invoice. Then:
- Match status: Unmatched lists the documents that no bank transaction has been matched to yet, which for income usually means the money hasn't arrived.
- Match status: Matched lists the documents with a matched bank transaction.
Matching and Payment status are separate. A matched invoice can still say Unpaid until you change it, so after reconciling a month, select the matched invoices and use Set paid status to mark them Paid. Documents you linked by hand in the Match transaction panel (including Use this match) or with Link to one document… aren't counted as Matched by this filter. Suggested matches you approve with Approve are. See Matching transactions to receipts in the Transaction Manager.
Partly paid invoices
SparkReceipt has no "partially paid" status and doesn't keep an outstanding balance per invoice. Any match counts the document as matched, even if only part of the money has arrived. For an invoice that is paid in parts, for example one part by an insurer and the rest by the customer:
- Link each payment to the invoice as it arrives. Several transactions can settle one document (see Matching transactions to receipts in the Transaction Manager).
- Keep the Payment status on Unpaid until the last part is paid, so the invoice stays on your outstanding list.
- Add a note in the document's description about what is still due, if that helps you follow up.
Counting income and expenses by payment date (cash basis)
Reports, the Overview and the Document date filter group documents by their document date (shown as Transaction date, Invoice date or Document date depending on the document type. In the mobile app an income document's date is labeled Payment date.) There's no setting that switches reports to the payment date.
If you report on a cash basis, for example as an Einnahmen-Ausgaben-Rechner in Austria or a cash-basis sole trader, and want an invoice to count in the month it was paid:
- Change the document's date to the day the payment arrived. The document then counts in that month in reports. Keep the original invoice date in the description or reference if you need it.
- You don't need to change the date just to match an invoice to a payment from a later month. Matching by hand ignores the date: click the bank transaction row (or Select a receipt on it) and find the invoice under Search all documents.
For US Schedule C reports, the Schedule C worksheet has an Accounting method setting. With Cash, unpaid documents are left out of the totals. See How to fill in the Schedule C worksheet.
Your accountant can confirm which date your tax rules require. SparkReceipt doesn't give tax advice.