Document statuses
Every status the Invoice Portal shows for a document, what it means and what to do about it. Use it with the Documents list, the Dashboard and the API.
Every document in the Invoice Portal carries three statuses, because three separate things happen to it. The Documents list shows each one in its own column. Read them left to right.
| Column | The question it answers |
|---|---|
| Document | Is the document itself valid, and has the tax authority or network accepted it? |
| Delivery | Has it reached the other side? |
| Business | What did the other party do with it? |
A dash (-) means the column has nothing to show for that document, or the country does not use it. Select a status in the list to open its Status History, which lists each step the document went through.
The labels on this page are the ones the app shows. Which ones you meet depends on the country selected at the bottom of the sidebar.
Document status
| Status | What it means | What to do |
|---|---|---|
| Draft | The document has been saved but not processed yet. | Open it and finish it. |
| Ready to Process | The document arrived, for example from an upload or your source system, and is waiting for its checks. | Nothing. It moves on by itself. |
| Ready | The document was saved in the form and passed its checks. It has not been sent. | Open it and choose Submit to Government. |
| Needs Correction | Our checks found problems that stop the document from going further. It has not been sent. | Open it, fix the fields listed under Validation issues and choose Update invoice. See Create and fix documents. |
| Processing | The document passed our checks and has been sent to the tax authority or the Peppol network. We are waiting for the result. | Nothing. Check back shortly. |
| Submitted | Belgium and Germany only. The document has been delivered to the buyer’s Peppol access point. This is the last status a sales document reaches there. | Nothing. |
| Compliant | The tax authority or network accepted the document. For a purchase document, it was received and stored. | Nothing. Check Delivery to see whether it reached the buyer. |
| Non-Compliant | The tax authority or network rejected the document, or, in the United Arab Emirates, it was withdrawn after a rejection. Oman shows this as Non-compliant. | Open the document’s Status History to see why, then create a corrected document. |
| Consolidated | Malaysia only. The receipt was included in a consolidated e-invoice. | Nothing. |
What Compliant means depends on the country:
- Saudi Arabia: ZATCA cleared the invoice, or recorded it as reported.
- Malaysia: LHDN accepted it. The Status History shows Accepted by LHDN.
- United Arab Emirates: both the buyer’s Peppol access point and the Federal Tax Authority accepted it.
- Oman: the buyer’s Peppol access point accepted it.
Delivery status
Delivery is about the buyer’s side of the Peppol network. Saudi Arabia does not use this column, so it shows a dash.
| Status | What it means | What to do |
|---|---|---|
| Not Started | Delivery has not begun. This is expected while a document is Needs Correction. | Fix the document if it needs correction. Otherwise wait. |
| Pending | Delivery is in progress. | Wait for the status to change. |
| Processing | Malaysia only. Delivery is queued. | Wait for the status to change. |
| Delivered | The document reached the buyer’s side. | Nothing. |
| Delivered to C3 | Belgium and Germany. The document reached the buyer’s Peppol access point. | Nothing. |
| C3 Acknowledged | Malaysia. The buyer’s Peppol access point confirmed it received the document. | Nothing. |
| Not Sent | Malaysia. The document was not sent over Peppol. | Open the Status History to see why. |
| Delivery Failed | A delivery attempt did not succeed. The document can still be valid. | Open the Status History. Contact support if the next step is not clear. |
| Delivery Rejected | The buyer’s side refused the document. | Open the Status History, correct what it names and create a corrected document. |
| Withdrawn | United Arab Emirates. The tax data was withdrawn from the Federal Tax Authority after the buyer’s Peppol access point rejected the document. The Document column shows Non-Compliant. | Create a corrected document. |
| Rejected | United Arab Emirates, purchase documents. The received document failed its checks, and a rejection went back to the supplier’s side. | Ask the supplier for a corrected document. |
“C3” is the Peppol name for the buyer’s access point: the service that receives e-invoices for the buyer. The seller’s access point is C2, and in the United Arab Emirates the tax authority is C5.
Business status
Business status records what the other party decided about the document.
- Malaysia: Not Started, Buyer Rejected (the buyer rejected the e-invoice) or Seller Cancelled (the seller cancelled it).
- Every other country: a dash.
The Invoice Portal has no button to reject, accept or cancel a document. These statuses come from the tax authority or network. See Correct, cancel or reject a document.
How a sales document moves
Each list shows the usual path. A document can leave it at any step with Needs Correction or Non-Compliant.
- Saudi Arabia: Ready to Process or Ready → Processing → Compliant.
- Malaysia: Ready to Process → Processing → Compliant. Delivery runs alongside: Not Started → Pending → Delivered or C3 Acknowledged.
- United Arab Emirates: Ready to Process → Processing, with delivery Pending → Compliant and Delivered, once both the buyer’s access point and the Federal Tax Authority accept it.
- Belgium and Germany: Ready to Process → Processing → Submitted, with delivery Delivered to C3.
- Oman (sandbox only): Ready to Process → Ready → Processing → Compliant and Delivered.
A purchase document usually arrives as Compliant. In the United Arab Emirates, a purchase document that failed the authority’s checks shows Non-Compliant with delivery Rejected.
On the Dashboard
The Dashboard’s Overview tab counts documents in cards. Some cards group several statuses:
| Card | Counts documents that are |
|---|---|
| Draft | Ready to Process or Ready |
| Processing | Processing |
| Needs Correction | Needs Correction |
| Submitted to C3 | Submitted. Belgium and Germany only. |
| Compliant | Compliant |
| Non-compliant | Non-Compliant |
So a document listed as Ready in Documents is counted under Draft on the Dashboard. Hover over a card to see the statuses behind its count.
In the API
The API does not return the Invoice Portal labels. GET /api/v3/documents/{documentId}?type=sales returns a state and an isTerminal flag instead:
| Invoice Portal | API state | Terminal |
|---|---|---|
| Draft, Ready to Process, Ready | submitted | No |
| Processing | processing, delivery_success or delivery_failed, depending on how far delivery has gone | No |
| Needs Correction | rejected | Yes |
| Compliant | final_valid | Yes |
| Non-Compliant | final_invalid | Yes |
Stop checking once isTerminal is true. See Documents and status for the full response.
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