Invoices and payments Admin
Opening an invoice that does not exist returns INVOICE_NOT_FOUND.
Invoice statuses
An invoice moves through these statuses during its life:
| Status | What puts it here |
|---|---|
| Draft | Created with "Create as Draft" |
| Unpaid | Published; payment is expected |
| Overdue | Due date passed without full payment |
| Paid | Payments cover the invoice total |
| Partially Refunded | A partial refund has been applied; the remaining paid amount can still be refunded |
| Refunded | Refunds cover everything that was paid |
| Cancelled | Voided by staff |
| Collections | Sent to a collections agency |
| Payment Pending | An online payment is awaiting confirmation from the gateway |
The invoice list
Go to Invoices to see all invoices. Use Search/Filter to narrow by client, status, date range, or amount.
Bulk actions (With Selected:): Mark Paid, Mark Unpaid, Mark Cancelled, Duplicate Invoice, Delete.
Create an invoice
Open a client, go to their Invoices tab, and click + Create Invoice.
Set the Due Date.
Tick Create as Draft if the invoice should not be sent to the client yet.
Add line items: description, quantity, unit price, tax rate.
Click Create Invoice.
If you created a draft, click Publish in the draft banner when it is ready to send. Only a draft invoice can be published (
INVOICE_NOT_DRAFT).
Edit lines
On an open invoice, find Invoice Items:
- Add Item — add a new line.
- Remove line — remove a single line.
- With Selected: Delete — remove multiple lines at once.
- Save Changes / Cancel Changes — confirm or discard edits.
An invoice cannot be edited if it has been paid, cancelled, or refunded (INVOICE_NOT_EDITABLE). Reducing the total below what has already been paid is also refused (INVOICE_TOTAL_BELOW_PAID).
Options
On the Options tab you can change:
- Invoice Date and Due Date
- Payment Method
- Tax Rate — cannot be set on a tax-exempt client's invoice (
CLIENT_TAX_EXEMPT)
Record a payment
On an unpaid or overdue invoice, open the Add Payment tab.
Enter the Date, Amount, Payment Method, Transaction Fees (optional), and Transaction ID (optional).
Click Add Payment.
A partial payment (less than the amount due) leaves the invoice open with a lower balance. The invoice becomes Paid once payments cover the total in full.
Overpayment is refused (INVOICE_PAYMENT_EXCEEDS_DUE).
The Add Payment tab is blocked when:
- The invoice has not been published yet ("Publish the invoice before adding payments.")
- The invoice is cancelled or already paid (
INVOICE_NOT_PAYABLE)
Mark Paid
Mark Paid closes the invoice without recording a payment. It is only available when nothing is owed. If money is still due, the panel shows INVOICE_AMOUNT_STILL_DUE.
Mark Unpaid
Mark Unpaid reopens a Paid invoice. It is only available when the invoice is Paid and has no recorded payments (INVOICE_HAS_PAYMENTS if a payment is on record — remove the payment first).
Credit
The client's credit balance is shown on their Summary page.
- Add Credit to Invoice — applies credit from the client's balance toward this invoice.
- Remove Credit from Invoice — returns the credit to the client's balance.
Limits:
- Cannot apply more credit than the client's balance (
CLIENT_CREDIT_INSUFFICIENT). - Cannot apply more credit than the invoice still owes (
INVOICE_CREDIT_EXCEEDS_DUE). - Credit can only be applied to Draft, Unpaid, or Overdue invoices.
billing.renewal.auto_apply_credit setting is enabled. Refund
Open the Refund tab on a paid or partially refunded invoice.
Select the transaction to refund.
Enter the amount (partial refunds are allowed).
Choose a Refund Type:
- Refund through Gateway — sends the refund back through the original payment gateway.
- Manual Refund Processed Externally — records a refund that you have already processed outside the system.
- Add to Client's Credit Balance — credits the amount to the client's account.
Click Refund.
A partial refund moves the invoice to Partially Refunded. A Partially Refunded invoice can be refunded again up to the remaining paid amount. The invoice moves to Refunded once refunds cover everything that was paid.
Only one refund at a time per invoice. If another refund is still waiting on a gateway response, the panel shows INVOICE_REFUND_CONFLICT.
If the invoice was never paid through a gateway, "Refund through Gateway" is refused (INVOICE_NOT_GATEWAY_PAID). If the gateway declines the refund, the panel shows GATEWAY_REFUND_REFUSED.
If credit was applied toward the payment being refunded, a WARNING panel appears after the refund explaining how much credit was involved.
Refund limits:
- Cannot refund more than what was paid and not yet refunded (
INVOICE_REFUND_EXCEEDS_PAID).
Cancel and delete
- Mark Cancelled — cancels an unpaid invoice. Cannot cancel a paid, refunded, or already-cancelled invoice (
INVOICE_CANCEL_NOT_ALLOWED). Cannot cancel an invoice that has a payment; refund or delete the payment first (INVOICE_HAS_PAYMENTS). - Delete — permanently removes the invoice. Only Draft or Cancelled invoices can be deleted (
INVOICE_NOT_DELETABLE).
PDF
Click Download PDF or Print on the invoice page to generate a PDF.
- Draft invoices are stamped DRAFT and are only accessible by staff.
- Invoices with more than 500 lines cannot be downloaded as a PDF (
INVOICE_PDF_EXCEEDS_LIMIT). The limit is set byInvoicePdf__MaxLinesin the configuration.
Fulfilment
The Fulfilment tab on an invoice shows the fulfilment status of any digital product lines — whether the fulfilment plugin has delivered the product, is retrying, or has failed.
Gateway payments
When a client pays online, the payment appears automatically on the invoice once the gateway confirms it. To see the raw gateway events, go to Billing → Gateway Log.
For details on configuring payment gateways, see Payment gateways and plugins.