Pending Invoices

Invoices > Pending Invoices lists every invoice that a person has approved but that has not yet been created in MYOB. In a healthy day this page is empty or nearly empty; anything sitting here is waiting on MYOB. Accounts staff check it when a customer says they have not received an invoice.

The page was added in February 2025 so accounts could see stuck invoices without opening each job (ROCH-1508).

What you see

The table has the same columns as the All Invoices page: Job, Total (incl GST), PO Number, Status (always Pending here), Created At and Invoice At. Only invoices that are Pending, have no MYOB ID and are not flagged as excluded from MYOB are shown. Clicking a row opens the job.

The Create new button opens the same manual invoice form as on the Invoices page.

What you can do

Investigate a stuck invoice

1. Click the row to open the job and go to its Invoices tab.
2. Check the job is linked to a MYOB customer. If the customer’s MYOB card is missing, open the customer record and link or create the MYOB customer, then come back.
3. Check Settings > MYOB Settings shows an active connection. MYOB tokens expire; if the connection has dropped, re-authenticate.
4. Leave the invoice as Pending. The nightly resend (below) will push it through. If it must go tonight and you have fixed the cause, you can re-approve it from the job with Send to Myob? on a new invoice, but avoid re-approving the same invoice twice as that can create a duplicate in MYOB.

Change status manually

If an invoice was approved by mistake, change its Status on the job’s Invoices tab back to Suggested or Hidden. This stops the nightly resend from sending it.

How it works behind the scenes

Approving an invoice moves it to Pending and queues a background request to create it in MYOB. When MYOB answers, the invoice becomes Sent and gains a MYOB ID. Usually the whole cycle takes seconds, so an invoice only stays Pending when:

• the staff member who approved it is no longer authenticated with MYOB,
• the customer or job has no MYOB card so the request could not be built,
• MYOB rejected the request (invalid tax code, closed company file, expired credentials), or
• the background queue failed and retried twice without success.

Every day at 3:00 am the Resend pending invoices to MYOB task takes every Pending invoice on a non cancelled job that has no MYOB ID, clears its approval, and re-sends it to MYOB using the primary administrator’s MYOB connection. This was introduced after accounts reported pages of invoices stuck in Pending that had to be flipped back to Suggested and re-approved by hand (ROCH-1655, ROCH-430).

If the resend fails for the same reason it will still be here tomorrow, which is why fixing the underlying cause (MYOB link or authentication) matters.

Tips and gotchas

• A deposit that “approves but bounces back to Pending” almost always means the MYOB customer link is missing or the approver’s MYOB session has expired (ROCH-1963).
• Automatically split part payment invoices (PO ending in prt2) are excluded from MYOB and never appear here even though their status is Pending. That is expected.
• The page does not auto refresh. Reload after fixing a MYOB issue to see whether the invoice has moved to Sent.