Admin panel
Invoices
Create, send and track invoices that customers pay online.
Invoices let you bill a customer for one or more items and have them pay online. Each invoice gets a public page, styled by your theme, where the customer sees what they owe and pays with any of your gateways.
Creating an invoice
Click New Invoice and fill in:
| Field | What to enter |
|---|---|
| Customer | Pick an existing customer, or click + to add a new one without leaving the form. Blocked customers aren't listed. |
| Currency | The invoice's currency. Defaults to the Brand's currency. |
| Due Date | When payment is due. |
| Items | One row per item: Description, Quantity, Amount, Discount and VAT. Add as many rows as you need. |
| Shipping | A shipping charge for the whole invoice. |
| Redirect URL | Where to send the customer after they pay (optional, http or https). |
| Notes | A message shown on the invoice. |
A live summary on the form shows the totals as you type. When you save, the invoice is created as Unpaid and you're taken to its edit page, where you can send it.
How the totals work
| Figure | Formula |
|---|---|
| Line total | Amount × quantity − discount + VAT |
| Subtotal | The sum of amount × quantity for every line |
| Grand total | Subtotal − discounts + VAT + shipping |
A line's discount can't be larger than the line itself.
Sending an invoice
- Send Email emails the invoice to the customer. You can change the recipient, subject and message before sending. Sending needs email set up.
- Copy Link copies the invoice's public link, so you can share it any way you like.
- View Invoice opens the public page, as your customer sees it.
The subject and message can include placeholders, filled in when the email is sent: {{customer_name}}, {{customer_email}}, {{invoice_id}}, {{invoice_total}}, {{currency}}, {{due_date}}, {{invoice_url}} and {{site_name}}.
How the customer pays
The customer opens the link, reviews the invoice and clicks Pay Invoice. They're taken to your checkout page to choose a gateway. When the payment completes, the invoice is marked Paid automatically.
The theme's invoice page also has a Download PDF button, which uses the browser's own "Save as PDF".
- An overdue invoice can still be paid: the due date is for information only.
- A customer can't pay the same invoice twice. If they start paying, leave, and come back, Paybob continues the same payment instead of creating a new one.
- If the invoice was changed while a payment was under way, the payment still completes, but the invoice isn't marked paid automatically. Check it and update its status yourself.
Statuses
| Status | Meaning |
|---|---|
| Unpaid | Waiting for payment. The only status a customer can pay. |
| Paid | Paid in full. |
| Refunded | The payment was refunded. |
| Canceled | The invoice was withdrawn. |
From the list, Mark Paid and Mark Unpaid change one invoice's status. Select several invoices for the bulk actions Mark Paid, Mark Unpaid, Refund, Cancel and Delete. These follow the normal order: an unpaid invoice can be paid or canceled, a paid one can be refunded or set back to unpaid.
To set any status by hand, for example to correct a mistake, change Status on the invoice's edit page.
Changing the invoice status doesn't move money
Marking an invoice Refunded doesn't refund the payment. Refund the transaction from Transactions, then return the money through your provider.
The invoice list
Tabs filter by status: All, Paid, Unpaid, Refunded and Canceled. The table shows the Invoice ID, Customer, Currency, Amount, Due Date (marked (Overdue) in red when it's passed and the invoice is unpaid), Created At and Status. Filter by customer, currency, due date or creation date, and search by invoice ID or the customer's name or email.
Permissions
Viewing, creating, editing and deleting invoices each have their own permission. Anyone who can view invoices can copy their links. See Staff and roles.