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Invoices ​

Invoices are generated from subscription billing intents. They capture the customer, product line items, currency, payment terms, invoice prefix, tax name, and tax rate at the time of generation.

How invoices are calculated ​

For each line item, the application calculates the amount from the product price and quantity (or the applicable fraction for a prorated period). It then totals the line items and adds tax using the tax rate on the customer's billing profile. The resulting invoice starts as pending internally and is closed as payment due after its totals are calculated.

The due date is the creation date plus the customer's payment-terms days. For example, 0 is immediately due, while 30 produces a Net 30 due date.

Review and deliver an invoice ​

  1. Open Invoices or the Invoices tab on a customer record.
  2. Filter by customer ID or status when needed.
  3. Open an invoice to review its customer, due date, line items, subtotal, tax, total, payments, and refund information.
  4. Use Download PDF to export an A4 invoice. Bank-transfer details and instructions come from Billing Settings.
  5. Use Send email to deliver the PDF to the customer's main email address. Confirm that email is correct first; the current delivery action uses the customer contact email.

Record a bank-transfer payment ​

Only a payment due invoice can be marked as paid manually.

  1. Select Mark as paid.
  2. Enter an optional payment reference.
  3. Optionally enter valid JSON payment metadata, such as {"bankBatch":"SEP-2026","receivedBy":"Finance"}.
  4. Confirm the action.

The manual action records a bank-transfer payment for the full invoice total. It does not support a partial manual payment.

Apply customer credit ​

For a payment due invoice with no payment in progress:

  1. Select Apply credits.
  2. Select an available credit belonging to the same customer.
  3. Confirm the application.

The system applies the smaller of the credit's remaining balance and the invoice's outstanding balance. A fully covered invoice becomes paid; otherwise it becomes paid partially. See Credits for credit lifecycle rules.

Statuses and history ​

The primary operational states are payment due, paid, paid partially, failed, and cancelled. Invoices also pass through internal pending and waiting tax states before becoming due. An invoice's currency, tax information, and payment terms are snapshots; changing billing settings, tax profiles, products, or customer terms affects future invoices only.