> ## Documentation Index
> Fetch the complete documentation index at: https://help.owlery.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Track and Fix Invoices

> Follow your invoice's status, see why it was disputed, and correct and resubmit it.

**Where to find it:** `Dashboard → Finances → Invoices`

Once you've submitted an invoice, the Invoices page is where you track its status, find out if it was disputed and why, and correct it if needed.

### The tabs

Your Invoices page has five tabs. Each groups invoices by their current status, and the number badge shows how many are in that state.

| Tab                 | What it means                                                                    |
| ------------------- | -------------------------------------------------------------------------------- |
| **Under Review**    | You've submitted the invoice and the shipper hasn't acted on it yet.             |
| **Approved**        | The shipper approved the invoice for payment. Payment hasn't been initiated yet. |
| **Disputed**        | The shipper is contesting the invoice. Open it to see the reason.                |
| **Payment Created** | Payment has been initiated but hasn't fully cleared.                             |
| **Paid**            | Payment has cleared.                                                             |

* To find **paid** invoices, open the **Paid** tab.
* To find **disputed** invoices, open the **Disputed** tab.

### What the table shows

* **Shipper**, **Invoice #**, **Status**, **Loads**, and **Reference #s** (BOL, PO, etc.)
* **Invoice date**, **Payment due date**, **Pickup date**, **Delivery date**
* **Awarded** (the quoted amount) vs. **Actual** (what you invoiced) and the **Difference**
* **Dispute Label** and **Dispute Reason** columns when an invoice is disputed
* **Approval Label** and **Approval Reason** columns when an invoice is approved

### Finding out why an invoice was disputed

Click any invoice on the **Disputed** tab to open its drawer. You'll see the reason in three places:

1. **A red *"Why this invoice is disputed"* alert** at the top of the **Details** tab — this shows the labels the shipper selected and the free-text reason they entered.
2. **The Dispute Reason column** in the invoice table.
3. **The History tab** in the invoice drawer, which shows the full status-change timeline for the invoice.

Common auto-dispute labels include **Rate variance** and **Missing POD** — these tell you exactly what needs to be fixed.

### Fixing an invoice that's Under Review or Disputed

You can update and resubmit an invoice as long as it's in **Under Review** or **Disputed**. Once it moves to **Approved**, **Payment Created**, or **Paid**, it's locked — you'll need to contact the shipper to move it back before you can resubmit.

Use the same channel you used to submit the invoice originally. In every case, keep the **same invoice number** so Owlery matches your resubmission to the existing invoice.

<Tabs>
  <Tab title="EDI (210)">
    Re-send the EDI 210 with the **same invoice number** and the corrected data. Owlery matches on invoice number and replaces the existing invoice in place — line items, totals, load numbers, dates, and reference numbers are all updated.
  </Tab>

  <Tab title="API">
    Re-submit to `POST /api/external/invoices` with the **same invoice number** and the corrected payload. Behavior is identical to EDI — the existing invoice is updated in place.
  </Tab>

  <Tab title="CSV upload">
    On the **Invoices** page, click **Upload**, select the shipper, attach your corrected CSV, and click **Validate CSV**.

    * If any invoice number matches an existing **Under Review** or **Disputed** invoice, you'll see a warning that it will be replaced. Proceed to submit.
    * If any invoice number matches an **Approved**, **Payment Created**, or **Paid** invoice, submission is blocked. Contact the shipper to change the status before re-uploading.
  </Tab>

  <Tab title="Manually created in Owlery">
    Open the invoice from the **Invoices** table. When the status is **Under Review** or **Disputed**, the line items in the drawer are editable — update the totals, line items, or other details and save.
  </Tab>
</Tabs>

### What happens after you resubmit

Every resubmission runs through the same flow:

1. **Duplicate detection.** If the resubmission is byte-for-byte identical to what's already on file, Owlery skips the update — nothing to change.
2. **Lock check.** If the invoice is **Approved**, **Payment Created**, or **Paid**, the update is blocked. Otherwise it proceeds.
3. **In-place replacement.** Line items, total, load numbers, invoice date, party info, and reference numbers are updated on the existing invoice. The invoice number and current status stay the same, so a disputed invoice remains on the **Disputed** tab until the shipper's rules re-evaluate it.
4. **Automatic re-evaluation.** The shipper's Auto-Decision Rules run immediately against the corrected data. If your fix clears the issue (e.g., the total is now within their threshold or a missing POD is now on file), the invoice can auto-approve or move back to **Under Review** within seconds. Watch the status on the Invoices page to confirm.
5. **Exceptions refresh.** Price variance and missing POD are recomputed against the new data.

<Note>
  If a person on the shipper's team **manually disputed** the invoice (rather than it being auto-disputed by a rule), resubmitting will update the invoice data but **won't** override their decision — the invoice stays on **Disputed**. Reach out to the shipper directly to resolve.
</Note>

### What the shipper sees vs. what stays internal

The dispute label and reason the shipper enters are shared with you — that's what powers the red alert and the Dispute Reason column.

Internal shipper details are not shared: their accounting tags and GL codes, which teammate approved or disputed the invoice, auto-batch state, and their internal accounting sync records.

### Quick reference

* **Same invoice number = update.** Different invoice number = new invoice.
* **Under Review / Disputed = editable.** Approved / Payment Created / Paid = locked.
* **Fix and resubmit through the same channel** you used originally.
* **Auto-decision runs immediately** on resubmission — no need to wait.