Invoices

Open Billings > Invoices.

Invoice statuses

Where invoices come from

• Orders: checkout creates an invoice for the order.
• Renewals: a client's Renew now creates a renewal invoice. See Renewals.
• By hand: Create Invoice on the invoice list or on a client's page.
• Add funds is not an invoice: a client topping up their credit reports their payment (method, transaction ID, date), and the credit is added when staff confirm it (see Credit, refunds and transactions).
• Billable items: one-off charges you add to a client can be invoiced later.

The invoice page

The same page is used to create and to manage an invoice. You can:

• edit the items (description, amount, tax),
• change the invoice options (dates, gateway, notes),
• split the invoice into two,
• Add Payment (see Payment gateways and recording payments),
• apply or remove account credit,
• Refund a payment,
• Send Email (the email is logged and sent through your SMTP),
• Mark Cancelled or Mark Unpaid,
• Print or Download a PDF,
• see the client view: what the customer sees.

When an invoice becomes fully paid, the invoice.paid webhook fires and, if the order is set up for it, the service is created.

When a price changes: unpaid invoices

An invoice keeps the price it was made with. If you change a product price, a service's recurring amount, a domain renewal price or a currency rate, new invoices use the new price but invoices that are already waiting for payment still show the old one. Fix them in two steps:

1. Change the price where it lives: the product's Pricing tab for new orders, the service's recurring amount (or the Bulk Price Update plugin for many services) for renewals.
2. Open Billings > Invoices > Reprice Unpaid Invoices. The page lists every unpaid or overdue invoice line whose price differs from today's, with the old price, the new price and the difference. Tick the lines to update and press Update Selected Lines. Tick Email the updated invoice to each client to tell them.

On a single invoice, the Update to Current Prices button opens the same page for just that invoice.

• A service renewal line follows the service's recurring amount. A domain renewal line follows the current renewal price of its extension. The product and setup fee lines of a new order follow the current product price, and the order and its pending service are updated to match.
• The invoice number, dates and the link to the service or domain stay, so paying the invoice still renews the service or domain. Tax and totals are recalculated, a note is added to the invoice and the change is written to the activity log.
• Only invoices with nothing paid or credited are changed. Domain registrations and transfers, add-ons, late fees and lines you typed yourself are not repriced by this page: edit those on the invoice.
• With the Bulk Price Update plugin (1.1.0 or newer), tick Also update unpaid invoices of these items to do both in one step.

Pay link

An invoice that still has an amount to pay has a private link that opens with no login. Click Copy Pay Link and paste it into WhatsApp or an email; the client reads the invoice and pays online. The link stops working once the invoice is paid, cancelled or refunded. See Share an invoice or quote by link.

Numbering

The default format is PRO-{NUMBER}. In Tax Configuration you can use your own format with the tags {YEAR}, {MONTH}, {DAY} and {NUMBER}, set the next number, restart numbering each period, and give an invoice a separate final number when it is paid. See Tax.

Tax and totals

Totals are calculated by one routine (exclusive or inclusive tax), so the order form, the invoice and the PDF always agree. A client's tax exemption and the home-country rule are applied automatically.

PDF invoices

Invoices can be printed or downloaded as PDF by staff and clients. Turn on Enable PDF Invoices in General Settings > Invoices to attach the PDF to the new-invoice and payment-confirmation emails. The paper size is A4, Letter or Legal.

Monthly statements

A statement is a PDF of one month on a client's account: the balance brought forward, each invoice and payment with a running balance, the balance due at the end of the month and the invoices that are still unpaid. A client with more than one currency gets one block per currency. It is written in the client's language, with your logo, paper size and font, like the invoices.

• By email: switch on Monthly Statements in General Settings > Other. On the first daily run of each month every active client who had an invoice or a payment last month, or who still owes money, gets the Monthly Statement email (edit it under Email > Templates) with the PDF attached. A client who switched off Invoice emails (see Client Email Preferences) is skipped. Switching it on part-way through a month sends last month's statements at the next daily run. It needs the cron job, see Automation Settings.
• By download: clients open Invoices in the client area, choose any of the last 12 months under Monthly statement and press Download PDF.

Refunds are not part of the balance: the money goes back to the client and the invoice stays as it was, so what is owed does not change. A payment recorded only on the invoice, for instance an invoice you marked paid by hand, still counts.

Reminders and late fees

Payment reminders, overdue notices and late fees are sent by the daily automation. See Automation Settings.

Bulk export

Reports > Bulk Invoice Export downloads many invoices at once as PDFs.