Review & update invoice data, charge customers, add payments and update invoice state.
- Share/print an invoice
- Deleting an invoice
- Change an invoice to draft state
- Invoice items
- Self storage invoices
- Valet storage & user invoices
- Failed invoices
- Overdue invoices
- Resend receipt
The details page for an invoice outlines all the lien items of an invoice, payments, history, etc on a specific invoice.
Invoices are created automatically by the system at the end of the day (at approx 10 PM) for any users with that date as their Invoice date (for user / valet-storage invoices) or on the invoice generation date setup for your system (for self-storage invoices). Invoices can also be created manually from a user's page or a unit page.
Notes for valet storage & user-level invoices:
- If you process the collection on a valet order (this is when the system sets the invoice date for a new user) after 10PM, you may need to manually create the first invoice for that date as it has passed the time of the system generation of the invoices for that respective date
- If you manually create a user and manually add items to a user's account, the user's Invoice date will not be set by the system and you will need to do this manually to ensure that invoices are generated accordingly.
- *Important*: If no Invoice Date is set or the date is removed from a user's account, no valet storage or user invoices will be generated.
Read more on the User Details article to understand more about when invoices are created and how they are processed.
Review also the system Invoice settings to understand the timing for how the system will handle the charging / sending of invoices. You can also learn more about the invoice, receipt & failed payment email notifications sent to customers in the Billing / Invoice related emails help doc.
Share / print an invoice
If you want to print an invoice or share a link to the invoice, click on the ⠇icon on the top right of the page and select Share/print invoice.
This will create a unique random and non-guessable URL for the invoice. This can be shared with a customer or you can click on it to open the invoice in a new window where it can then be printed or exported as a PDF or other file format (depending on your browser / computer settings).
Deleting an invoice
Invoices can be deleted if they are in a Draft state by clicking on the ⠇icon on the top right of the page.
Note: Only users with a Manager role can delete invoices.
Change an invoice to draft state
Click on the ⠇icon and select Set state to draft to change a non draft invoice back into a draft state so that you can make changes to the line items, if needed.
The Items section outlines each line item of the invoice. These will be automatically added to the invoice (storage fees, recurring charges, store product charges, transportation fees, manually added charges, etc), when it is created.
Line items can also be added, edited and deleted manually, if required (only if invoice is in Draft state). Click on the line item to make the necessary changes. Click on the + icon to add a new item.
You can choose to add a custom charge or select one from your list of pre-defined charges.
Self storage invoices
Self storage invoices are associated to a specific unit. These can be viewed by site and also under each occupied unit (for its current tenant). You can manually generate a self storage invoice from the invoices section of unit's page.
Self storage invoices use the accounting code and tax rates from the settings for each line item in an invoice. Rent, deposit and prepayment line items default to what you have setup in the system charges (unless overridden manually on the invoice itself, unit or unit type).
When adding line items to a self storage invoice, make sure to select the Type of charge:
- Deposit: Any amount paid and held as a deposit will be added to the unit deposit account.
- Prepayment: Amounts paid upfront which will subsequently be added to the unit prepayment account in order to be applied against future invoices.
- General revenue: Will be counted just as normal revenue for that month.
You can also choose the Accounting code from the dropdown of available codes set up in the Accounting settings,
Valet storage & user invoices
The tax rate for valet storage invoices is based on the subtotal of all invoice line items rather than being set on an invoice line item basis like self storage invoices are. This can be changed in the general settings.
Payment gateway (credit card) payments
For a customer that has a credit card or other payment method setup on their account via a payment gateway (e.g. Stripe), a Charge customer button will be shown.
Click this to initiate a charge on their registered payment method for the invoice amount (or in the case that other partial payments have already been applied, the balance remaining amount).
If the charge is successful, the invoice will automatically be updated to Paid state and the customer will receive a receipt email. The Payments section will log the transaction details and reference number for the payment gateway transaction.
See the Failed invoices section below to learn more in the case that a payment gateway cannot process the charge.
The Payments section outlines each payment logged against the invoice. Click on the + icon or click on the + Add a manual payment button to log a payment up to the amount of the Balance remaining on the invoice and you can register the method, payment date, etc.
Once the remaining balance on the invoice is 0, you can click on the green Mark as paid button. The system will then automatically send a receipt email to the customer.
Credit available on an account will be automatically applied as a payment on an invoice. If the credit amount available covers the Balance remaining on the invoice, the invoice will be automatically be set to Paid and the customer will receive a receipt email reflecting the credit applied.
Delete a payment
Payments can be deleted from invoices as long as they are not in a Paid state. Click on the payment line item and select Delete payment.
If a customer's registered payment method is charged on an invoice but the payment is rejected for whatever reason by the payment gateway, the invoice will be marked as Failed. The system will log the reason for the failed payment in the History section at the bottom of the page.
The customer will receive a failed invoice email notification advising the user that the payment failed and providing instructions on how to login to their account and update their registered payment method. Operations staff will also receive a notification that an invoice has failed.
Once payment details have been updated, you can retry the charge by clicking on the Charge customer again to attempt to process the charge again. If successful, it will automatically log the payment, mark the invoice as Paid and send a receipt email to the customer.
If you have enabled the Invoice overdue age function in the settings for your instance, then invoices will automatically be marked as Overdue if they have been sent to a customer but remain unpaid after the number of days you have set. This will automatically also reflect in the user page, unit page and site page so that you can easily prioritise following up on these invoices.
Click on the ⠇icon on a paid invoice and choose Resend receipt to send the customer the receipt email again.