Getting Started

Building Blocks

Subscription Features

Localization

Invoices

Credits

Billing Features

Taxes

Payment Methods

Direct Debit Payments

Configuring Gateways

Fraud Management

Hosted Pages

Attach Additional Data

Migration

Open Source Resources

Other Features

API Integration

Third Party Integrations

Invoice Operations 

Apart from displaying invoice information, this page allows the user to perform specific operations.

Emailing Invoices 

Chargebee lets you automate the emailing of invoices. You could also manually email an invoice.


Automatic Emailing

Customers can be notified through an email after being charged. This can be controlled by the merchant under SettingsEmail NotificationsEnable Email Notifications. Read more about email notifications here.


Manual Emailing

Using the Send Email option available on the Actions panel, you can manually preview, customize, and email invoices to your customers.

Update Addresses 

You can change the billing and shipping addresses for individual invoices by using the Update Invoice Address option that is available on the Actions panel.

Note
  1. This action will only change the address details linked to the particular invoice and not the billing or shipping address linked to the customer or subscription.

  2. If you have enabled the taxation feature for your site, the region cannot be changed using this option if the tax rate calculated is dependent on the location, as the tax rate applied would change. More on Chargebee's taxation feature here.

  3. At the time of invoice generation, the billing and shipping addresses available at the customer level will be stored with the invoice and used while displaying the invoice.

Collect Now 

You can collect full or partial payment for an invoice using the Collect Now button available on the Actions panel of the particular invoice.

Record Payment 

Use the Record Payment option to manually record offline payments received for invoices in Payment Due state.


Partial Payments

While recording the payment, enter the amount collected in the Amount field. The partial amount is deducted from the total amount of the due invoice.

Note

The invoice remains in Payment Due state until the entire due amount is recorded.


Excess Payments

The Record Payment option can also be used to record the amount received in excess of the amount due.

Once the excess amount has been recorded, it will be added as an Excess Payment at the customer level. This will then automatically be applied to the future invoices. It can also be manually applied to the existing Not Paid or Payment Due invoices.

Apply Excess Payments 

You can apply excess payments manually on invoices using the Apply Payments option available on the Actions panel of the invoice.

The Apply Payments option is only available when:

  1. Excess Payments are present for the customer.
  2. The invoice is in Payment Due or Not Paid state.

Remove Payments 

Use the Remove option to remove the payment applied to an invoice. This option is available in the Payments & Credits section of the invoice's details page.

The effect on invoices of different statuses when a payment is removed, is detailed below:

Paid Invoice

Once the payment is removed from a Paid invoice, the amount will be added to the Excess Payments balance of the respective customer. Additionally, if

  • Auto collection is ON, the invoice status will change to Not Paid and the amount due will be increased.
  • Auto collection is OFF, the invoice status will change to Payment Due and the amount due will be increased.

Payment Due and Not Paid Invoices

Once the payment is removed from a Payment Due or a Not Paid invoice, the amount due will be increased but the invoice status will remain the same.

Note

The Remove option will not be available if the invoice has been partially or fully refunded.

Apply Credits 

The Apply Credits option allows you to apply Refundable Credits that are present for a particular customer to the invoice. This option is displayed in the right hand side panel of the particular invoice's details page.

The Apply Credits option is only available when,

  • Refundable Credits are present for the customer.
  • The invoice is in Payment Due or Not Paid state.

When this operation is selected, a list of the available Refundable Credits will be shown and the preferred credit can be chosen to be applied to the invoice.

Refund 

Use the Refund option on the Actions panel to issue refunds for paid or partially paid invoices. More on issuing refunds via the web interface here.

Record Refund 

If you've collected offline payments and need to refund the same, use the Record Refund option available on the Actions panel.

More on refunding offline payments here.

Create Credit Note 

If you would like to return an amount to the customer but would like to retain the same in the form of credits, you could use the Create Credit Note operation. The option will be present in the right hand side panel of the particular invoice's details page.

Write Off 

If the invoice's due amount was not collected even after multiple attempts, the Write Off operation can be used to close the invoice. The Write off option is shown in the Actions panel of the particular invoice's page.

When this option is used,

  • An Adjustment Credit Note will be created for the invoice's due amount. This Credit Note will have the reason code as "Write Off" and will then be applied to the same invoice.
  • The invoice's status will be marked as Paid.

Void 

If you would like to cancel a wrongly generated invoice, you could use the Void option available on the Actions panel.

An invoice can be voided when:

  • The invoice amount is incorrect.
  • The customer requests for a change in the invoice.
  • The customer cancels the order.

An invoice cannot be voided if it has payments associated with it.

Note
  1. The Void option will be available only for the roles of Owner, Admin, Sales Manager, and Customer Support.
  2. If Promotional Credits had been applied to a voided invoice, the credits will be reclaimed and added back to the customer.
  3. If Prorated Credits had been applied to a voided invoice, the credits will be reclaimed and added back to the subscription.
  4. If the current term's invoice is voided and if the subscription is changed with the option Apply prorated credits and charges enabled, then Prorated Credits will not be created for that subscription and will not be applied for subsequent invoices.
  5. Voiding an invoice will trigger the invoice_updated event.

Delete 

This option is used to permanently delete an invoice. The option to delete an invoice is available on the Actions panel of the particular invoice's page as shown below:

Note
  1. The Delete option will be available only for the roles of Owner and Admin.

  2. If Promotional Credits had been applied on a deleted invoice, then the credits will be reclaimed and added back to the customer.

  3. If Prorated Credits had been applied on a deleted invoice, then the credits will be reclaimed and added back to the customer.

  4. If the current term's invoice is deleted and if the subscription is changed with the option Apply prorated credits and charges enabled, then Prorated Credits will not be created for that subscription and will not be applied for subsequent invoices.

  5. Deletion of an invoice will trigger the invoice_deleted event.

If you would like to delete an invoice that contains payments or Prorated Credits, send a request to support@chargebee.com  with the corresponding invoice details.

Deleting Vs. Voiding

If an invoice is deleted, it is removed from the system and the operation cannot be undone. If you are filing for tax, deletion of an invoice might be problematic because the deleted invoice would affect the invoice number sequence. For example, if an Invoice No.2 is deleted, the list of invoices would then be 1,3,4,5, and so on.

If an invoice is voided, on the other hand, the invoice status will be marked as Voided but the invoice will still be available in the system.

Stop Dunning 

This option is available when you have enabled dunning, and only for Payment Due invoices. In the Actions panel, you can find the option to Stop Dunning, as shown:

The Stop Dunning option will only stop the dunning process and cancel all the scheduled retries for the invoice. However, the subscription will continue to remain Active and the invoice will be marked as Not Paid, irrespective of your dunning settings.

Download as PDF 

You can download an individual invoice directly to your computer, by clicking the View as PDF option in the Actions panel, and then clicking the save icon available in the preview.

If you need to download invoices in bulk you can do that as well. Go to the Invoices tab and use the Export as PDF option under the Actions menu.

You can also set a criteria using the filters and download just those invoices in PDF format. When downloading multiple invoices, the PDF files will be mailed to you as an attachment.

Note

Each PDF file will contain a maximum of 50 invoices, one on each page.
So for example, if you're downloading 80 invoices, you will receive 2 separate emails, one with 50 invoices and the other with 30 invoices.

Invoice Notes 

The Invoice Notes option allows you to add additional contextual notes to the invoices, for better clarity.

Invoice Notes can be setup specific to each customer or subscription. It can also be set up at a Plan, Addon, or Coupon level, to ensure they are included only when that specific item is part of the Invoice. You could also use the Invoice Notes option (SettingsCustomize Invoice & Credit Note) to add a default note for all invoices. More on Invoice Notes here.

Add Charge Item 

To include one-time charges, use the Add Charge Item option available on the Actions panel. This option is available for invoices of the status Pending.

Add Addon Item 

To include an addon in the invoice, use the Add Addon Item option available in the Actions panel. This option is available for invoices of the status Pending.

Close Now 

Use the Close Now option to mark a Pending invoice as Payment Due.

Invoices API

You can also perform operations related to invoices using the Invoices API .

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