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"

tip

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

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.

Custom Client Details

When creating or editing an invoice, admins can attach optional client-specific information that appears 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
• 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

Permission	Access
owner	Full access
manageInvoices	Create and edit invoices, process payments, view invoice history

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