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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: Select or enter customer information
    • Due Date: Set payment deadline
    • Line Items: Add products/services with descriptions and prices
    • Notes: Optional invoice notes or terms
  4. Review totals:
    • Subtotal (auto-calculated)
    • Tax (if applicable)
    • Total amount
  5. Click "Create Invoice"

Invoice Components​

Customer Information:

  • Name
  • Email address
  • User ID (if registered)
  • Billing address (optional)

Line Items:

  • Item description
  • Quantity
  • Unit price
  • Line total (auto-calculated)

Totals:

  • Subtotal (sum of line items)
  • Tax amount (if configured)
  • Grand total

Managing Invoices​

Viewing Invoices​

Admin View:

  • Access all invoices at /admin/invoices
  • Filter by status (all, pending, paid, overdue, cancelled)
  • Search by customer name, email, or invoice ID
  • Sort by date, amount, or status

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.

Permissions​

To manage invoices, users must have:

  • owner - Full store owner access
  • manageInvoices - Invoice management permissions

Customers can:

  • View their own invoices
  • Make payments on their invoices
  • Access payment history