Why is there an extra invoice, or an old one, on my account?
Last updated: October 19, 2026
Applies to: staffing Partners, and clients, who receive and pay invoices from Ascen.
Summary: Three things commonly produce an invoice you were not expecting. An expense approved after its week was already invoiced is billed on its own invoice, dated to the week the expense was incurred. Timesheets corrected after payroll for that week was processed are billed on a new invoice rather than by editing the old one, and any credit owed to you appears on your next invoice. And overdue reminders list every open invoice on the account, however small or old, so an invoice you had forgotten about can reappear.
A separate invoice for an expense
Expenses are billed with the week they were incurred in. If an expense is approved after the invoice for that week has already gone out, it is not added back onto that invoice. It is billed on its own, expense-only invoice.
That invoice carries the service period of the week the expense was incurred, not the week it was approved. So an expense from the first week of January that was approved at the end of January produces a small invoice with early-January dates, separate from the labor invoice for the same week, which may already be paid. It is not a duplicate and it is not a reissued invoice.
A new invoice after timesheets were corrected
Once payroll for a week has been processed, the invoice for that week cannot simply be edited to match revised timesheets. A new invoice is generated for the corrected hours, and the difference is settled separately: for example, the original invoice may be voided, and any amount owed back to you is issued as a credit adjustment on the next invoice generated for your account.
The easiest way to avoid this is to get timesheet corrections in before payroll for that week is processed. For how credits and other one-off items appear on an invoice, see Adjustments: types (credit vs debit), what they apply to, and where to view.
An old invoice in an overdue reminder
Overdue reminders are automated and include every invoice on the account that is still open, whatever its size or age. An invoice from months ago that was never paid will keep appearing until it is. Before assuming a reminder is wrong, open the invoice it names and check its status and service period.
Because reminders are automated, one can also cross with a payment you have already sent. If you have paid and the invoice still shows as open after your payment should have arrived, email us with the invoice number and payment details. For how reminders escalate, see How do you handle late invoices?.
How to check an invoice yourself
Open the Invoices section of your Ascen portal and click the invoice.
Check the service period, the line items and the status (for example open, paid or past due).
Open the Adjustments tab to see any credits or charges applied to it.
See How do I view Invoices? for the reports that list every open invoice by age.
Who to contact
For a specific invoice, a credit you expected to see, or a payment that has not been applied, email accountsreceivable@ascen.com (or support@ascen.com) with the invoice number. If you think an invoice charges the wrong amount, see How to Request an Invoice Correction or Revision.