User interface guides
/
Data tables
/
Billing
/
Manage invoices
Last updated

Manage invoices

This topic describes how to manage invoices using the Rebilly UI.

An invoice is a commercial document issued by a merchant to a customer, relating to a sale transaction and indicating the products, quantities, and agreed prices for products or services the merchant has provided the buyer. If an invoice includes subscription items, it also includes the corresponding service periods and prices.

Invoices contain line items that may contain a product ID, plan ID, quantity, service period and pricing information. Invoices are associated with a customer, currency, and website and have an issued time, due time, and closed time when it is paid. Invoices may also have a voided time or abandoned time, if the invoice is voided or abandoned.

An invoice may have associated coupons, shipping, taxes, and credit memos.

For information about the invoice lifecycle, see Invoice lifecycle.

Add notes, attachments, or tags to an invoice

Use this process to add notes, attachments, or tags to an invoice.

  1. Log in to Rebilly.

  2. In the left navigation bar, press Data tables, then press Billing.

  3. Select one of the following segments: Paid invoice, Refunded invoices, or Unpaid invoices.

  4. In the ID or Invoice number column, press a number.

  5. Scroll down to the Timeline section.

  6. Select from the following:

    Tag an email address or Rebilly support
    1. In the text input field, press Tag user.
    2. In the dropdown, select a user or Rebilly support, then press Return or Enter on your keyboard.
    Add an attachment
    1. In the text input field, press Attach a file, select a file, then press Open or Attach.
    2. Enter a message, and press Return or Enter on your keyboard.
    Link a customer or transaction
    1. In the text input field, press Link to a customer or transaction, in the dropdown, select Customers or Transactions.
    2. Select a transaction or customer, then press Return or Enter on your keyboard.
    Add a note
    1. In the text input field, enter a message.
    2. Press Return or Enter on your keyboard.

Add tax information

Use this process to add tax information to an invoice. Taxes are calculated based on the invoice items, and the tax rate. For more information, see Taxes.

  1. Log in to Rebilly.
  2. In the left navigation bar, press Data tables, then press Billing.
  3. Press Unpaid invoices.
  4. In the Invoice number column, press an invoice.
  5. On the right of Taxes, press .
  6. Select one of the following:
    • TaxJar: Select this option to calculate taxes using TaxJar. For more information, see TaxJar integration.
    • Avalara: Select this option to calculate taxes using Avalara. For more information, see Avalara integration.
    • Manual: Select this option to manually calculate taxes.
  7. Press Save.

Add a new item to an invoice

Use this process to add a new item to an invoice.

  1. Log in to Rebilly.
  2. In the left navigation bar, press Data tables, then press Billing.
  3. Press Unpaid invoices.
  4. In the Invoice number column, press an invoice.
  5. Under Description, at the end of the items list, press + Add item
  6. Enter the item details, then press Add invoice item.

Abandon an invoice

Use this process to abandon an unpaid invoice.

  1. Log in to Rebilly.
  2. In the left navigation bar, press Data tables, then press Billing.
  3. Press Unpaid invoices.
  4. In the Invoice number column, press an invoice.
  5. At the bottom of the invoice, press Abandon.
  6. Press Abandon.

Change invoice details

Use this process to change invoice details such as: billed to address, delivered to address, PO number, or tax ID number.

  1. Log in to Rebilly.
  2. In the left navigation bar, press Data tables, then press Billing.
  3. Press Billing, Unpaid invoices, then select an invoice.
  4. In the Invoice number column, press an invoice.
  5. On the right of an invoice item, such as: Billed to, Delivered to, PO number, or Tax ID number, press .
  6. Edit or add information, then press Save.

Change an invoice item

Use this process to change an invoice item.

  1. Log in to Rebilly.
  2. In the left navigation bar, press Data tables, then press Billing.
  3. Press Billing, Unpaid invoices, then select an invoice.
  4. In the Invoice number column, press an invoice.
  5. On the right of the item, press .
  6. Optionally, to change the product, or service period start or end dates, select Advanced options.
  7. Update the item details, then press Update invoice item.

Collect or register a payment

Use this process to collect or register a payment for an invoice.

  1. Log in to Rebilly.
  2. In the left navigation bar, press Data tables, then press Billing.
  3. Press Unpaid invoices.
  4. In the Invoice number column, press an invoice.
  5. At the bottom of the invoice, press Pay invoice.
  6. In the Amount field, enter the amount to pay.
  7. Select from the following:
    • To pay using the customer's default payment instrument, select Process with payment instrument.
    • To mark the invoice as paid outside out Rebilly, select Paid outside of Rebilly.
      If you select this option you must provide a payment method, and the time and date of the payment.
    • To pay the invoice using a hosted payment form, select Pay with Rebilly hosted payment form.
      This option generates a hosted payment form URL that you can share with the customer. In the hosted payment form, the customer can use an existing payment instrument, or add a new payment instrument, to pay the invoice.
  8. Press Submit.

Customize invoice appearance

To customize the appearance of an invoice, such as changing the logo, or to update the company information that is displayed, see Edit an organization.

Delete an invoice item

Use this process to delete an invoice item.

  1. Log in to Rebilly.
  2. In the left navigation bar, press Data tables, then press Billing.
  3. Press Billing, Unpaid invoices, then select an invoice.
  4. In the Invoice number column, press an invoice.
  5. On the right of the item, press .

Download an invoice

Use this process to download an invoice in PDF format.

  1. Log in to Rebilly.
  2. In the left navigation bar, press Data tables, then press Billing.
  3. Select one of the following segments: Paid invoice, Refunded invoices, or Unpaid invoices.
  4. In the ID or Invoice number column, press a number.
  5. At the bottom of the invoice, press Download invoice.

Email an invoice

Use this process to email an invoice to the customer. Optionally, you can configure the invoice to include a link to pay the invoice online.

  1. Log in to Rebilly.
  2. At the bottom of the invoice, press Download invoice.
  3. In the From dropdown, select an email address to send the invoice from.
  4. Optionally, in the Cc field, enter an email address to send a copy of the invoice to.
  5. Optionally, in the Bcc field, enter an email address to send a blind copy of the invoice to.
  6. In the Subject field, enter a subject for the email.
  7. Optionally, to attach a PDF of the invoice to the email, select the Attach invoice checkbox.
  8. Optionally, to include a link to pay the invoice online, select the Include payment form link checkbox.
  9. Press Send.

Edit an invoice

Use this process to manually edit the details of an unpaid invoice, such as adding, editing, or deleting items, editing invoice details, editing tax information, or editing the autopay schedule.

Note

To edit a subscription, see Modify subscription items or settings.

  1. Log in to Rebilly.

  2. In the left navigation bar, press Data tables.

  3. Press Billing, Unpaid invoices, then select an invoice.

  4. Select from the following:

    Add a new item
    1. Under Description, at the end of the items list, press + Add item
    2. Enter the item details, then press Add invoice item.
    Delete an item

    On the right of the item, press .

    Edit an item
    1. On the right of the item, press .
    2. Optionally, to change the product, or service period start or end dates, select Advanced options.
    3. Update the item details, then press Update invoice item.
    Edit autopay schedule

    Use autopay to schedule multiple retries for subscriptions that fail to bill successfully, and to define whether to cancel the subscription after the last attempt. For more information, see Manage autopay.

    1. Under Autopay schedule, press the link.

    2. Press the date picker and specify when the next payment will be automatically collected.

    3. In the Retry attempts section, press Add attempt, and specify the schedule.
      To add more attempts, press Add attempt and specify the schedule.

    4. In the After each attempt section, select the Push renewal time forward checkbox.
      This moves the renewal time into the future after each retry attempt. If this option is not set, the next rebill may occur while still within the retry schedule of the current rebill.

    5. In the After the last attempt section, select an option:

      • Cancel subscription: Cancels the subscription after the last attempt.
      • Abandon invoice: Abandons the invoice after the last attempt.

    6. Press Update autopay.

    Edit invoice details
    1. On the right of an invoice item, such as: Billed to, Delivered to, PO number, or Tax ID number, press .
    2. Edit or add information, then press Save.
    Edit or add tax information
    1. On the right of Taxes, press .
    2. Select one of the following:
      • TaxJar: Select this option to calculate taxes using TaxJar. For more information, see TaxJar integration.
      • Avalara: Select this option to calculate taxes using Avalara. For more information, see Avalara integration.
      • Manual: Select this option to manually calculate taxes.
    3. Press Save. For more information, see Taxes.

Export invoices as PDFs

Use this process to export invoices as PDFs. This process exports all invoices in the selected segment.

  1. Log in to Rebilly.
  2. In the left navigation bar, press Data tables, then select Billing.
  3. Press Paid invoices, Refunded invoices, or Unpaid invoices.
  4. Optionally, to specify which invoices to export, apply one or more filters. For an example, see Export invoices for a specific customer.
  5. In the top right of the screen, press Export, then press Export as PDFs. When the report is generated, a notification is displayed in the top right corner of the page.
  6. In the top right corner of the page, press Alerts , then press the file to download.

Export invoices for a specific customer

This example shows how to export invoices for a specific customer for the last year.

  1. Log in to Rebilly.
  2. In the left navigation bar, press Data tables, then select Billing.
  3. Press Paid invoices, Refunded invoices, or Unpaid invoices.
  4. At the top of the table, press Filter .
  5. Select a filter, then press Apply.
  6. To add more filters, press Add filter.
  7. Apply a customer filter:
    1. In the Filter field, select Customer ID.
    2. In the Operation field, select Is in.
    3. In the Value field, enter the customer ID.
    4. Press Apply.
  8. Apply a time filter:
    1. In the Filter field, select Issue time.
    2. In the Operation field, select Is relative.
    3. In the Start field, select Last year.
    4. In the End field, select Now.
    5. Press Apply.
  9. In the top right of the screen, press Export, then press Export as PDFs. When the report is generated, a notification is displayed in the top right corner of the page.
  10. In the top right corner of the page, press Alerts , then press the file to download.

Filter invoices

Use this process to filter invoices in a data table segment based on specific criteria. For example, you can filter invoices by customer, issue time, amount, and more. For an example of filtering invoices, see Export invoices for a specific customer.

  1. Log in to Rebilly.
  2. In the left navigation bar, press Data tables, then select Billing.
  3. Press Paid invoices, Refunded invoices, or Unpaid invoices.
  4. At the top of the table, press Filter .
  5. Select a filter, then press Apply.
  6. To add more filters, press Add filter.

Use this process to generate and share a payment link for an unpaid invoice with the customer.

  1. Log in to Rebilly.
  2. In the left navigation bar, press Data tables, then press Billing.
  3. Press Unpaid invoices.
  4. In the Invoice number column, press an invoice.
  5. Press Payment link, then press Copy URL.
  6. Share this URL with the customer.

Issue an invoice early

Use this process to issue an invoice early in order to receive early payment.

  1. Log in to Rebilly.

  2. In the left navigation bar, press Data tables, then press Billing.

  3. Press Active subscriptions.

  4. In the ID column, press a subscription ID.

  5. At the bottom of the upcoming invoice, press Early pay.

  6. Select from the following:

    Set the due date to the current date and time

    Select Change due time to now.

    Use the existing payment due time

    Select Leave original due time.

    Set a future or past date and time as the payment due time

    Select Change due time to, and specify a date and time.

  7. Press Issue.

Issue an interim invoice

Use this process to issue an interim invoice to the user.

When you add or remove items from an invoice, the items are added to the next upcoming invoice. Use this process to bill for changed items immediately.

  1. Log in to Rebilly.
  2. In the left navigation bar, press Data tables, then press Billing.
  3. Press Active subscriptions.
  4. In the ID column, press a subscription.
  5. Optionally, to edit items on the invoice: press Edit items and make a change to the items on the subscription order. For more information, see Modify subscription items or settings.
  6. In the right of the screen, in the Order details section, press Issue an interim invoice.
  7. In the Effective date section, to define when the order changes become effective, select Specific date, then select a date.
  8. Select the Add proration checkbox. This charges the customer for the difference in cost between now and the period change.

Issue a refund

Use this process to fully or partially refund a paid invoice to the customer.

When you refund an invoice, the corresponding original transaction status changes from completed to partially-refunded, refunded, or voided. The invoice status also changes to partially-refunded or refunded. The invoice status is displayed on the invoice, in Data tables, and in the Timeline section.

If you issue a refund before funds are withdrawn from a customers account, the original transaction status will be set to: voided.

  1. Log in to Rebilly.
  2. In the left navigation bar, press Data tables.
  3. Press Billing, then press Paid invoices.
  4. Select a paid or partially paid invoice.
  5. Press Refund.
  6. Enter the refund amount, then press Refund. If the invoice is not fully refunded, the status is partially-refunded.

Reissue an invoice

Use this process to reissue an invoice to the customer. This process sends an email to the customer with the new invoice.

  1. Log in to Rebilly.
  2. In the left navigation bar, press Data tables, then press Billing.
  3. Press Unpaid invoices.
  4. In the Invoice number column, press an invoice.
  5. At the bottom of the invoice, press Reissue.
  6. In the date picker, select a date.
  7. Press Reissue.

View invoices

Use this process to view invoices. To filter invoices, see Filter invoices.

  1. Log in to Rebilly.
  2. In the left navigation bar, press Data tables, then press Billing.
  3. Press Unpaid invoices, Paid invoices, or Refunded invoices.
  4. To view the details of an invoice, select an invoice.

Void an invoice

Use this process to void an invoice.

  1. Log in to Rebilly.
  2. In the left navigation bar, press Data tables, then press Billing.
  3. Press Unpaid invoices.
  4. In the Invoice number column, press an invoice.
  5. At the bottom of the invoice, press Void.
  6. Press Void.
Previous page
Next page