Invoice detail

The invoice page shows one invoice: what it bills, what tax it charges, what has been paid and what is still due, with every action for its current status. Open it from Invoices, a customer's Invoices tab, a payment or a link in a notification. Everyone who can see invoices can open it; the actions need invoice edit rights unless stated (Admin, Operations Manager and Finance by default; Dispatchers and Viewers only look).

At a glance

Header badges

• Credit available …: the customer has credit on account that can pay this open invoice (see Apply credit).
• Owed on account …: a reversed payment took back credit that was already used; the customer owes it.

Actions by status

Print (opens the PDF) and PDF (downloads it) are there for everyone. On a phone, PDF and Send / Resend move into the ⋯ menu (PDF as Download PDF); Finalize without sending is a button only on wide screens (1536 px and up) and in the ⋯ menu below that. An action shown as a button is not repeated in the menu.

Delete invoice needs invoice delete rights. Customer statement is open to everyone who sees the invoice.

Send invoice, Resend and Send payment reminder

The send dialog shows who gets the email and lets you change it:

• On a draft the dialog warns This sends and finalizes the draft; the button is Finalize and send. The invoice is locked, becomes Pending (due) and is emailed with the PDF. The customer can also open and pay it in their portal.
• On an invoice already sent, a note says when it was sent; Resend invoice emails another copy.
• Send payment reminder uses your reminder template with the pay link and the PDF; the button is Send reminder. A draft can't be reminded about.

Finalize without sending

Locks the draft and makes it due, without emailing it. Print it or hand it over yourself, and send it from here later if you want. If the customer has credit on account and automatic use of credit is on, the credit pays the invoice first.

Record payment

For a cheque, bank transfer or cash received outside the portal.

The dialog says what follows: the balance after this payment, Pays the invoice in full, or that the excess becomes customer credit. Each payment gets a receipt number. To spread one cheque over several invoices, use Record payment on Payments.

Apply credit

Shows the customer's Available credit. On an invoice billed to a head office it also counts the head office's credit ("with the bill-to account's"): the branch's own credit is used first, then the head office's is moved to the branch and applied. The same happens when credit is applied automatically. Enter the Credit to apply (capped at the credit balance and the amount due) and click Apply credit.

Issue credit note

Creates a numbered credit note against this invoice. The amount goes on the customer's credit balance and is used on their open or next invoices.

Credit notes are not offered on drafts or voided invoices. Voiding an invoice cancels its credit notes too (they show Cancelled): the credit they gave is taken back off the customer's credit (the part applied to this invoice comes back with the void and is taken back with it). If the customer already spent that credit on other invoices, the void is refused; issue a credit note for the rest instead. See Give credit with a credit note.

Customer statement

Everything invoiced and paid for this customer in a period (the last 90 days to start), with what is still open: Opening, Invoiced, Paid / credited and Closing, the account activity with a running Balance, and the aging of open invoices. Print, PDF or Email statement (to the billing contact).

Void invoice

For a Pending, Overdue or Paid invoice that should not be paid. A draft is deleted instead.

• Reason is required (up to 500 characters).
• If part was paid by card, choose Refund … to the card (card fees come back to you pro rata) or Keep … as customer credit for their next invoices.
• Money paid by cheque, transfer or credit goes to the customer's credit balance.

The invoice stops counting, its orders become billable again, and this can't be undone.

Delete invoice

Drafts only. The orders become available for billing again and you return to the list.

Pay status banner

For Pending and Overdue invoices: Overdue … days · … due (red) or … due {date} (blue), with when it was sent and how much is paid so far, or Not sent to the customer yet. With edit rights, an overdue sent invoice offers Send reminder and an unsent one Send to customer.

Orders and charges

Orders lists each order with its number (opens the order), Reference / PO, From → To and Service (only when an order has them), Completed and Amount. An order with several kinds of charge lists them under its amount (delivery, fuel surcharge, accessorials and so on). No orders on this invoice shows when it bills charges only.

Charges lists each fee, discount or % line: description, quantity × price (or the % rule), its charge type, No tax or its tax category when not courier work, and the amount.

Payments

Each row: date, method (Card (Stripe), Account credit, Cheque, Bank transfer, Cash, Other), receipt number, badges (Reversed, … refunded, … to credit for an overpayment) and the amount. A reversed payment is struck through with the date and reason. No payments recorded yet when empty.

• Reverse payment… is for a bounced cheque or a payment recorded by mistake. A Reason is required. The amount is owed again (a Paid invoice reopens), credit it used goes back to the customer, an overpayment is taken back from their credit, and the payment stays in the history marked reversed.
• Refund to card… sends money back to the card: Full, 50% or Custom amount, plus a Reason. The refunded amount is owed again on the invoice, or comes out of the customer's credit if it was kept as credit. The card fees on the refunded part come back to you pro rata. Card payments can't be reversed, only refunded.

Amounts

Amounts shows, when more than one kind of charge is billed, the total per charge type (for example Fuel surcharge, with its rate as Fuel surcharge (18%) when every order on the invoice has the same fuel-to-delivery ratio within 0.05 points; no % when they differ, or when a fuel line was added by hand), then Subtotal, one row per tax (for example HST (13%), or GST (5%) and QST (9.975%), with the province when orders go to several), Total, Paid and Amount due. Tax shows Exempt for an exempt customer.

Under it a note says what decided the tax: "Tax follows the delivery address of each order" (or pickup, or your business), with "prices include tax" when that is on, or the customer's exemption certificate. On a draft, Check the tax before you send this lists problems such as a missing registration number or an address with no recognised province; fix them in Tax settings and click Recalculate.

Details

Statuses

Good to know

• A sent invoice can't be edited. Void it and bill again, or give money back with a credit note.
• A $0.00 invoice is Paid as soon as it is finalized.
• Online card payments from the customer portal appear under Payments by themselves.
• Steps: Record and reverse payments. The whole picture: How money moves in NemiRoute.