Getting Started

Building Blocks

Custom Fields

Subscription Features

Localization

Invoices

Credits

Billing Features

Taxes

Payment Methods

Direct Debit Payments

Configuring Gateways

Fraud Management

Hosted Pages

Notifications

Reports and Analytics

Migration

Open Source Resources

Other Features

API Integration

Third Party Integrations

Customizing Invoices 

Introduction 

Chargebee allows you to tailor the PDFs of invoices and credit notes sent to your customers.

Navigate to Settings > Configure Chargebee > Invoices and Credit Notes to access this feature.

At any time while making changes, you may preview them by clicking on Preview invoice or Preview credit note on the left pane.

Note

Once you have finished customizing and have previewed the changes, please click the Apply changes button at the top to save the changes.

General Settings 

The General Settings tab has options that apply to PDFs of both both invoices and credit notes.

Organization Address Format

If the address of your organization has been added to your profile, this section gives you a way to choose how it appears on the invoice/credit note PDFs.

You may choose between the following:

  1. Expanded: The address is displayed as a neat block with each part on a new line.
  2. Single Line: The address is laid out like a sentence.
  3. Custom: Gives you more precise control over the layout. You may edit the text directly or use Mail Merge fields that show up on clicking Show Address Fields. Mail Merge fields are special tags that refer to individual parts of an address. When you use a Mail Merge field, it gets replaced on the PDF with the part of the address that it refers to. This way, when the organization address is changed, the Organization Address Format on the PDF is automatically updated with the new information.

For example, if you want just the name of your company and the email address to appear, you may type-in the Mail Merge fields as follows:
{{org.name}}
{{org.email}}

On clicking Apply, the result would look like this:

Common Fields

Additional information to be shown on your invoice/credit note PDFs can be selected here. Enabling/disabling any of these would not affect the PDFs for any regenerated invoices; only the PDFs for newly created invoices/credit notes would carry the changes.

  • Customer ID and Subscription ID: when enabled, the customer and subscription IDs will be displayed.

  • Billing address and customer VAT number: when enabled, the billing address and customer VAT number (if applicable) will be displayed.

  • Shipping address: when enabled, the shipping address will be displayed.

  • Payments/Refunds: when enabled, any successful payment or refund details will be displayed on the PDFs of invoices or credit notes respectively.

Signature

This feature can be used to add a handwritten signature to invoice/credit note PDFs. You may upload an image of the signature and add the name to be shown below it. This feature affects the PDFs for regenerated invoices also.

Invoice Settings 

The Invoices tab gives you options specific to customizing the invoice PDFs for your customers.

Invoice Title & Prefix

You may choose the title that appears at the top and add a prefix for the invoice number (the numeric part of the invoice number will be added by Chargebee).

Invoice Fields

Additionally, the following information may be added:

  • Invoice status: Enabling this will show the invoice status.

  • Billing period: Adds the billing period(s) for the line items in the invoice. If the billing period is the same for all recurring line items, the period will be shown at the header level. If the billing periods of the line items differ, then the periods will be shown at the line-item level. Please note that this option is only applicable for recurring line items and not for one-time invoices.

  • Next billing date: Displays the next billing date. This option is also only applicable for recurring invoices and not for one-time invoices. Next billing date does not apply to subscriptions in Non-Renewing state.

  • Custom fields: If you track additional information about a customer or their subscription using Custom Fields, then upto 3 of those can be displayed. Custom fields will not be added to PDFs of one-time invoices so Invoice Notes must be used for such a purpose.

Invoice Notes

Here you can set generic notes that should be part of every upcoming PDF invoice. These notes will appear in the Notes section following other invoice notes that may have been set.

Payment Instructions 

When offline payments are to be made by the customer (using bank transfer/PayPal/ACH Credit Transfers), complete instructions for doing so can be shown on the PDF invoice using this feature. Payment instructions are not shown for Paid invoices; they are only shown for Payment Due, Not Paid and Posted invoices.

3 kinds of payment instructions can be configured:

  • Bank Transfers
  • PayPal
  • ACH Credit Transfer

While Bank Transfer and PayPal options are available by default as shown below, ACH Credit Transfer is made available only when applicable.

Since you may have different bank transfer particulars for different regions, any number of Bank Transfer type payment instructions can be added to the PDF invoice. For each such instruction, upto 9 fields can be added.

For PayPal instructions, a section title and description can be specified. Only one PayPal payment instruction may be configured for your site.

ACH Credit Transfer option shows up under Payment Instructions automatically when Stripe ACH credit transfer is enabled and is removed when Stripe ACH credit transfer is disabled.

Manual addition/removal of this payment instruction cannot be done. Only one ACH credit transfer payment instruction is configurable for your site.

When a customer has a Stripe virtual bank account, ACH credit transfer instruction (if enabled) is included in their PDF invoices. Whenever ACH credit transfer instruction is present, bank transfer instructions (if any) are not included in the PDF.

Localization is supported for all the information fields under Payment Instructions. More details on configuring multiple languages for localization can be found here.

Whenever a payment instruction is added, it is crucial that any such information that may have been added via invoice notes, be removed. Since past invoices may already have such notes associated with them, Chargebee restricts adding new payment instructions to PDFs of regenerated invoices to avoid duplication. However, you may contact support@chargebee.com  if you would still like to remove this restriction for your site.

Credit Note Settings 

The Credit Notes tab gives you options specific to customizing credit note PDFs.

Credit Note Title & Prefix

You may choose the title that appears at the top and add a prefix for the credit note numbers (the numeric part of the credit note number will be added by Chargebee). Credit Note Title is applicable only for Refundable Credit Notes.

Credit Note Fields

Additional information to be included in credit note PDFs can be chosen here. The option available under this section is Credit Note Status which adds the status of the credit note to the PDF.

Notes

Generic notes that are to be part of every credit note PDF sent are set here.

Hide Quantity Column 

This option allows you to hide the columns ‘Unit' and ‘Unit Price' in an invoice/credit note for plans or addons that do not have a quantity.

However, if the invoice/credit note has both quantity and non-quantity based products/services, the quantity related columns will be visible nevertheless.

Note
  • To enable this feature, contact support@chargebee.com .
  • Users who signed up for Chargebee after April 27, 2018 will have quantity related columns hidden by default.
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