What is the difference between a billed, tracked, and pending supplier invoice?

Every supplier invoice you upload has an allocation status that tells the system what has happened to that cost. There are three main states you work with:

Pending (no allocation_status or status = "pending"):
The invoice has been uploaded and processed but you have not yet decided what to do with it. It shows in the amber "Pending classification" segment of the Cost Coverage bar. Pending invoices are the ones you still need to act on — either bill them to tenants or mark them as tracked.

Billed (allocation_status = "billed" or "approved"):
The invoice's cost has been passed through to tenants. The amount has been included in one or more tenant bill line items. This is the cyan segment in the Cost Coverage bar. These invoices are fully processed from a billing perspective.

Tracked (allocation_status = "tracked"):
You have explicitly told the system this cost is absorbed internally — not separately billed. This is the purple segment. Common examples:

• Wifi bills included in rent
• Building insurance absorbed by the landlord
• Maintenance costs included in common area fees

Tracked invoices are still visible and counted in your incoming cost totals — they just do not generate tenant bills.

The full lifecycle of a supplier invoice

1. Upload PDF → status "uploaded" or "processing"
2. AI extraction completes → status "processed"
3. Link to building → status "linked"
4. Allocate to tenant bills → status "allocated" → "approved" → "billed" OR mark as tracked → status "tracked"

Where to manage allocation status: Invoices page — use the Status filter dropdown to find all invoices in a specific state. Use bulk select + "Mark as Tracked" or go through the billing workflow to allocate.