General
Service History Statuses Explained
Last updated
This article explains the different statuses and the rules for moving between them.
Last Updated: July 2026
Every service record on the Service History page carries a status. The statuses fall into three stages: how the record was logged, whether it passed review, and where it stands in accounting.
Logging Statuses
Status | What it means |
|---|---|
Logged / Logged - Mobile | The service was recorded from the field through the mobile app. |
Logged - Admin | The service was entered by an administrator in the backoffice. |
PostDated - Admin | The service was entered by an administrator for a past date. |
Pending | The record is awaiting action. |
Sent | A service email went out to the contractor. |
Review Statuses
From any logging status, an administrator can move a record to Approved or Rejected. Reversing a decision is permission-gated: approving a rejected record and rejecting an approved record are separate permissions your account administrator grants per role.
Accounting Statuses
Status | What it means |
|---|---|
Locked | The record is frozen for accounting. Only approved records can be locked, and unlocking needs its own permission. |
Invoiced | An invoice was created for the record. |
Billed | A bill was created for the record. |
Invoiced & Billed | Both exist. This is the final status; nothing can change after it. |
Only records in Approved, Locked, Invoiced, or Billed status can be picked up for invoice and bill creation.
Common Questions
Why can I not edit this record? It is Locked or in an accounting status. See the warning above.
Why can I not approve or reject? Your role is missing the specific permission for that transition. Ask your account administrator.
Why is a record missing from invoicing? It is not yet Approved or Locked. Records still in a logging status, or Rejected, are filtered out of invoice and bill creation.
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