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Can Pending Invoices Be Included in Reports?

Yes. Several accounting reports in Inn-Flow have an Include Pending Invoices checkbox that lets you pull unpaid invoice amounts into the report data. This gives you a more complete picture of outstanding financial obligations before invoices are fully posted.

What "Pending" Means in This Context

In Inn-Flow's Accounts Payable workflow, an invoice moves through three stages: the AP Inbox (where new invoices land), the Approval page (where invoices are reviewed and coded), and the Payments page (where approved invoices wait to be paid). When this setting refers to "pending" invoices, it means invoices that have reached the Approval or Payments stage but have not yet been paid. Invoices still sitting in the AP Inbox are not included because they have not been reviewed or coded to a GL account yet.

Reports That Support This Setting

The Include Pending Invoices checkbox is available on the Balance Sheet and the following versions of the Operating Statement for Owners:

  • Operating Statement

  • Operating Statement with Variance

  • 12 Accounting Periods

  • Operating Statement with Variance (A3 Size)

  • Multiple Hotels Operating Statement

  • Operating Statement Actual & Forecast

Other reports such as the Trial Balance, General Ledger Detail, and AP Aging do not include this option.

How to Enable the Setting

  1. Navigate to Accounting → Reports and select one of the supported reports listed above.

  2. In the report settings panel, locate the Include Pending Invoices checkbox.

  3. Check the box and run the report. The report will now factor in unpaid invoices from the Approval and Payments pages.

Accounting Impact

When you enable this setting, the report includes expense amounts from invoices that have not yet been paid or posted through a check run. This means the report reflects a more accrual-like view of your expenses for the period. Keep the following in mind:

  • The pending amounts come from the GL coding on each invoice, so they appear in the correct expense accounts on the Operating Statement.

  • If an invoice is later voided, deleted, or modified during approval, the amounts will change the next time you run the report.

  • This setting is per-report-run, not a global toggle. You can run the same report with and without it to compare.

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