Invoices

Invoices are professional billing documents used to request payment from customers when payment is not taken immediately.

Understanding Invoices

What This Section Covers

This section covers what an invoice is and when to use one, the invoice types and statuses supported in Payment Center, core invoice components, how invoices integrate with transactions, and payment tracking and reminders.

What Is an Invoice

An invoice is a formal request for payment that allows you to bill customers after goods or services are delivered. Invoices help you offer payment terms (for example, Net 15, Net 30), provide clear documentation for customers, track unpaid, partially paid, and paid balances, and maintain accurate records for accounting.

The difference between an invoice and a transaction is that invoices request payment that can be paid later, while transactions process immediate payments.

When a customer pays an invoice, a transaction is automatically created and linked to that invoice.

When to Use Invoices

Use these scenarios to determine when to use invoices:

Invoice Types

Payment Center supports these invoice types:

Invoice Components

Every invoice includes these components:

Invoice Statuses and Lifecycle

Payment Center assigns these statuses to invoices:

These examples show common invoice lifecycle flows:

Delivering Invoices

Invoices can be delivered by email (default), which sends the invoice with a payment link, or by copying and sharing the payment link directly.

Payment Tracking

For each invoice, you can view the payment status (unpaid, partial, or paid), payment history including dates, amounts, and methods, and the remaining balance.

Partial Payments

When enabled, customers can make multiple payments, the balance updates automatically, and the status changes to Partial until the invoice is fully paid.

Invoice Reminders

Automatic reminders can be enabled to send before the due date and after the invoice is due. Enabling reminders helps reduce late payments and improve cash flow.

Invoice and Transaction Integration

Payments automatically create transactions, invoice and transaction records remain linked, and the integration supports reconciliation and audit trails.

Invoice Numbering Rules

Each invoice must have a unique number. Invoice numbers are auto-generated if the field is left blank, and custom numbers are allowed.

Invoice List

The invoice list provides a comprehensive view of all invoices and their statuses.

Information Displayed

The invoice list shows the status, invoice number, customer, amount and balance, due date, and created date.

Search and Filter Capabilities

You can search by invoice number, customer, or amount. You can also filter by status and date range and sort by any column.

Invoice Details View

Selecting an invoice opens a detail panel with invoice information, line items (if itemized), a payment link, payment history, and status-specific actions.

Create Invoices

Payment Center supports creating both single item and itemized invoices to bill your customers.

Discounts and Taxes

You cannot apply both invoice-level and line-item level discounts or taxes within the same invoice. Choose either invoice-level or line-item level discounts, and either invoice-level or line-item level taxes.

Invoice States

After creating an invoice, it exists in one of two states. In Draft state, the invoice is editable and not visible to the customer; draft invoices can be modified or deleted before sending. In Sent state, an email is sent to the customer with an active payment link. Invoices remain editable until paid or cancelled.

Optional Features

When creating invoices, you can enable these optional features:

Create Single Item Invoices

Use single item invoices for flat-rate services or simple charges without itemization.

Result: Your single item invoice is created. If sent, the customer receives an email with a payment link. If saved as draft, the invoice remains editable until sent. Draft invoices are not visible to customers.

Create Itemized Invoices

Use itemized invoices to charge customers for multiple products or services that require detailed billing information.

Result: Your itemized invoice is created with all line items. If sent, the customer receives an email with a payment link. If saved as draft, the invoice remains editable until sent. Draft invoices are not visible to customers.

View Invoice Details

Result: The invoice details panel appears with invoice data, line items (if itemized), payment link, payment history, and available actions.

Edit Invoices

You can edit invoices in Draft, Sent, or Partial status. You cannot edit Paid or Cancelled invoices.

Result: The invoice is updated with your changes.

Send and Resend Invoices

You can send or resend invoices in Draft, Sent, or Partial status. You cannot send Paid or Cancelled invoices.

Result: The invoice is sent to the customer through email with a payment link.

Cancel Invoices

You can cancel unpaid or partially paid invoices. Cancellation is permanent and payment links are deactivated.

Result: The invoice is cancelled permanently and the payment link is deactivated.