Skip to main content

Invoices

The Invoice system provides comprehensive invoice management for custom billing, service contracts, and payment tracking. Create professional invoices with payment processing, automated reminders, and complete transaction history.

Invoice Statuses​

Invoices can have the following statuses:

  • Pending: Invoice created, awaiting customer action
  • Due: Payment is due (approaching or at due date)
  • Paid: Invoice has been fully paid
  • Overdue: Payment is past due date
  • Cancelled: Invoice has been cancelled

Creating an Invoice​

  1. Navigate to Admin Panel > Invoices
  2. Click "Create Invoice"
  3. Fill in invoice details:
    • Customer (optional): Enter a user ID or email. Leave blank to create a claimable invoice (see below).
    • Company (optional): Client's business name
    • Address (optional): Billing address
    • Phone (optional): Client phone number
    • Tax ID / VAT Number (optional): For tax-exempt or international clients
    • Due Date (optional): Set payment deadline
    • Memo (optional): Invoice notes or message visible to the client
    • Invoice ToS (optional): Terms of service shown on the invoice
    • Internal Notes (optional): Admin-only notes, not visible to the client
  4. Add Line Items (right panel):
    • Each item requires a Name, Price, and Description
    • Click "Add Another Item" to add more; click "Remove Item" to delete extras
  5. Click "Create Invoice"
tip

Quotes can be converted directly into invoices. See the Quotes documentation for details.

Claimable Invoices​

An invoice can be created without assigning it to a specific customer. This is useful when you want to send a payment link to someone who does not yet have an account on your store.

How it works:

  1. When creating an invoice, leave the Customer field blank
  2. A unique claim token is generated and embedded in the invoice link
  3. Share the invoice link (/invoice/[id]) with the client
  4. When the client opens the link and signs in (or creates an account), the invoice is automatically claimed and assigned to their account
  5. Once claimed, the token is consumed and the invoice behaves like any other assigned invoice
info

Claimed invoices cannot be claimed a second time. Once assigned to a user, the invoice link requires that user to be logged in.

Invoice Components​

Customer Information:

  • User ID or email (if assigned to an account)
  • Company name (optional)
  • Billing address (optional)
  • Phone number (optional)
  • Tax ID / VAT number (optional)

Line Items:

Each line item has:

  • Name
  • Price
  • Description

Invoice Details:

  • Memo (visible to client)
  • Terms of Service (visible to client)
  • Internal Notes (admin-only, not visible to client)
  • Due Date

Managing Invoices​

Viewing Invoices​

Admin View:

  • Access all invoices at /admin/invoices
  • Filter by status: All, Due, Pending, Paid, Cancelled
  • Search by invoice ID, due date, user ID, or user name
  • Sort by: ID, User, Status, Due Date, or Creation Date
  • Table columns: ID, User, Status, Actions (View/Edit), Due Date, Creation Date

Customer View:

  • Customers can view their invoices in their account dashboard
  • Access specific invoice at /invoice/[invoice-id]

Editing Invoices​

  1. Navigate to /admin/invoices/edit/[invoice-id]
  2. Modify invoice details:
    • Update line items
    • Change due date
    • Update customer information
    • Modify notes
  3. Save changes
warning

Editing a paid invoice is not recommended. Consider creating a new invoice or credit note instead.

Deleting Invoices​

Invoices can be deleted from the admin panel. This action:

  • Permanently removes the invoice
  • Deletes transaction records
  • Cannot be undone

Payment Processing​

Customer Payment​

When a customer receives an invoice:

  1. They receive an email notification with invoice link
  2. They view the invoice at /invoice/[invoice-id]
  3. They click "Pay Invoice"
  4. Payment is processed via configured payment methods:
    • Stripe (credit/debit cards)
    • PayPal
    • Store credit
  5. Invoice status automatically updates to "Paid"
  6. Payment confirmation email sent

Payment Methods​

Invoices support all configured payment methods:

  • Stripe: Card payments, digital wallets
  • PayPal: PayPal account payments
  • Store Credit: Internal balance deduction

Transaction Records​

All payments are tracked with:

  • Transaction ID
  • Payment method
  • Amount paid
  • Payment date
  • Status

Email Notifications​

Invoice Creation Email​

Sent when an invoice is created:

  • Invoice ID and total amount
  • Due date
  • Line items breakdown
  • Payment link
  • PDF-style invoice view

Payment Confirmation Email​

Sent when invoice is paid:

  • Invoice ID
  • Amount paid
  • Payment method
  • Transaction details
  • Receipt/confirmation

Automated Invoice Management​

Overdue Detection​

The system automatically:

  • Checks invoices daily (via cron job)
  • Updates status to "overdue" when past due date
  • Sends overdue notifications to customers
  • Notifies admins of overdue invoices

Invoice History​

Track complete invoice lifecycle:

  • Creation date and creator
  • Status changes with timestamps
  • Payment attempts
  • Email notifications sent
  • Manual updates and edits

Access history from the invoice detail page.

Custom Client Details​

When creating or editing an invoice, admins can attach optional details that appear on the invoice and PDF:

  • Company Name: The client's business name
  • Billing Address: Full multi-line address
  • Phone Number: Client contact number
  • Tax ID / VAT Number: For tax-exempt or international clients
  • Memo: A message or note visible to the client on the invoice
  • Invoice ToS: Terms of service displayed on the invoice
  • Internal Notes: Admin-only notes not visible to the customer

These details are stored per-invoice and are independent of the customer's account profile, so they can be customized for each invoice.

PDF Export​

Any invoice can be exported as a professionally formatted PDF at /invoice/[id]/pdf.

The PDF includes:

  • Business name and email (from your store settings)
  • Client billing details (company, address, phone, tax ID)
  • Itemized line items table with unit prices and totals
  • Invoice status badge (Pending, Paid, Due, Cancelled)
  • Memo and terms of service (if set)

Multi-currency symbols are correctly formatted across all supported currencies.

Permissions​

PermissionAccess
ownerFull access
MANAGE_INVOICESCreate and edit invoices, process payments, view invoice history

Customers can view their own invoices, make payments, and access their payment history.