This reference describes how accounts move between billing statuses under invoice-based billing. Each row in the table below identifies one valid transition and the conditions that trigger it.
Status transition table #
| Transition | When and how |
|---|---|
| CC / EFT to Statement | The card on file rejects with a hard decline and Auto Convert is set to Statement (with or without fees); or the payment on file is manually updated. |
| CC / EFT to Returned | The client preference "Return expired accounts after 30 days" is set to True, the account is past due and 30 days past expiration, and the returns process is run; or the account is manually flagged for return and the returns process is run; or the client preference "Return expired accounts after 120 days past due" is set to True, the account is 120 days past due, and the returns process is run (coming soon for invoice-based billing). |
| CC / EFT to Canceled | The account is manually canceled and the cancellation process is run; or the card on file rejects with a hard decline and Auto Convert is set to Canceled (coming soon for invoice-based billing). |
| Statement to CC / EFT | A payment on file is manually added. |
| Statement to Returned | The client preference "Return expired accounts after 30 days" is set to True, the account is past due and 30 days past expiration, and the returns process is run; or the account is manually flagged for return and the returns process is run; or the client preference "Return expired accounts after 120 days past due" is set to True, the account is 120 days past due, and the returns process is run (coming soon for invoice-based billing). |
| Statement to Canceled | The account is manually canceled and the cancellation process is run. |
| Returned to Returned, 3rd Party Collections | The account is manually flagged to be sent to a third-party collections agency and the returns process is run. |
Notes on coming-soon transitions #
Two transitions in the table are marked "coming soon for invoice-based billing." These are the 120-day automatic return path (from both CC/EFT and Statement) and the auto-convert-to-canceled path on hard decline. Until they ship for invoice-based billing, treat them as planned behavior, not active behavior, when designing your collections workflows.