Difference between revisions of "Invoicing"

From WHMCS Documentation

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<div class="docs-alert-info">This feature should be used any time you want to charge a customer and add the amount immediately to their credit balance to allow it to be applied to future or current invoices.</div>
 
<div class="docs-alert-info">This feature should be used any time you want to charge a customer and add the amount immediately to their credit balance to allow it to be applied to future or current invoices.</div>
  
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==Splitting & Merging==
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==Splitting Invoices==
  
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There may be occasions where you need to split certain line items that have been grouped into a single invoice out into an invoice of their own, for example if the client doesn't want to renew all the items that a particular invoice contains. To do this, simply follow the steps below:
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Splitting invoices allows you to separate one or more line items from an invoice into a separate invoice.
  
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#Begin by locating the invoice containing the line items you want to split
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This is useful if you have a situation where items have been grouped together on a single invoice that a client wants to renew separately, or where a merge has been done incorrectly.
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#Next, select one or more of the checkboxes on the line items you want to split out into a separate invoice
 
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#Now in the dropdown immediately below the invoice items, choose the option '''Split to New Invoice''' and the page will reload on the new invoice containing those items
 
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#You can then finish by clicking the '''Send Invoice Created''' button to notify the client should you wish
 
  
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Similarly, you may find there are times you want to combine items which have invoiced separately into a single invoice and again WHMCS makes this possible. To merge invoices, follow the steps below:
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To split items from an invoice:
  
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#Merging can only be done from the clients invoice list within the client profile section so begin by searching for and loading the client summary page of the client you want to work with
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# Navigate to the invoice you wish to split items from
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# Tick the checkboxes next to all the line items that you wish to split out into a new invoice<div class="docs-alert-warning">Note: All the line items you select here will be moved to a single new invoice.</div>
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# Select the '''Split to New Invoice''' option in the dropdown located immediately below the invoice line items
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# The form will auto submit and the page will re-load with the new invoice containing only the line items you had selected
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This process does not send any email to the customer.  If you wish, you should then use the Send Email option to notify the customer of the new invoice.
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==Merging Invoices==
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Merging invoices allows you to combine multiple separate invoices into a single invoice.
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This is useful for when a client would like to pay for items that were invoiced separately together at the same time.
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To merge invoices, follow the steps below:
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# Navigate to the clients invoices tab within Merging can only be done from the clients invoice list within the client profile section so begin by searching for and loading the client summary page of the client you want to work with
 
#Once there, you need to select the '''Invoices''' tab
 
#Once there, you need to select the '''Invoices''' tab
 
#Next, tick the checkboxes next to the invoices you want to combine
 
#Next, tick the checkboxes next to the invoices you want to combine

Revision as of 10:25, 24 November 2015

The following document discusses working with invoices. If you are looking for documentation regarding configuration of invoice related settings, please visit Invoicing Setup.

Creating Custom Invoices

WHMCS automatically generates invoices for recurring products and services.

To create a one-off custom invoice, follow the steps below:

  1. Navigate to the client you wish to generate an invoice for
  2. Click the Create Invoice link located in the Invoices/Billing panel on the Client Summary page
  3. A new invoice will be created in Draft status
    The due date for manually created invoices defaults to the same number of days in the future as you allow for automatic invoice generation. The due date can be customised via the Options tab when managing an invoice.
  4. You can immediately begin adding line items to the invoice
  5. For each one you wish to add, enter a description and amount, followed by the Save Changes button. A new row will then appear to allow adding further line items.
  6. If you wish to customise any of the invoice options including due dates, payment method, tax rates, etc..., you can do so via the Options tab located at the top of the invoice
You can navigate away from the invoice at any time during this process and return to it later. WHMCS will store the invoice as a draft and it will not be visible to the customer until you have marked it as complete and published it. (WHMCS 6.2+)

Publishing an Invoice

To publish an invoice, click the Publish button located to the top right of the invoice creation screen. Two publish options are available:

  • Publish & Send Email - clicking this button converts the invoice to Unpaid and sends the Invoice Creation email to the customer.
  • Publish - clicking this button converts the invoice to Unpaid without notifying the customer.

Please Note: The publish buttons will only be displayed when the invoice is in Draft status.

Mass Payment

Mass Payment of Invoices allows customers to pay for multiple invoices in a single transaction.

This is often quicker and more convenient for customers with multiple invoices outstanding, plus it can reduce your transaction costs by only processing a single transaction.

Clients can request to perform Mass Payment via the client area providing it is enabled.

Admin users can also create Mass Payment invoices:

  1. Navigate to the Clients Invoices list within the admin area (accessible from the Client Summary page)
  2. Tick the checkboxes next to the invoices you wish to combine for payment
  3. Click the Mass Pay button located at the bottom of the list of invoices
Mass Payment is different from Merging invoices. With Mass Pay, the separate invoices are maintained, and when the Combined invoice is paid, the original invoices are marked paid by way of credit being applied. Merging invoices on the other hand will actually combine all the individual invoice line items into a single invoice, deleting all but one of the merged invoices.
Mass Payment invoices that are generated do not count towards the total balance due by a customer and are not displayed within the client area.

Adding Funds

Adding of funds or credit to an account allows a client to prefund their account ahead of time.

When this option is enabled, clients can deposit funds into their account between a minimum and maximum amount that you define. These funds are known as the clients Credit Balance.

Automatically generated invoices will always check to see if a client has a positive Credit Balance and auto apply money from the credit to the invoices when generated. If sufficient, the Credit Balance will zero the balance on the invoice and result in it being processed as paid automatically without the customer having to do anything.

Admin users can create add funds invoices:

  1. Navigate to the Client Summary page for the client in question
  2. Click the Create Add Funds Invoice option found under the Billing/Invoices section
  3. Enter the desired amount to be deposit to the account where requested
  4. Click Submit to complete the process and create the invoice

The customer will receive an email that an invoice has been generated along with a link to pay.

This feature should be used any time you want to charge a customer and add the amount immediately to their credit balance to allow it to be applied to future or current invoices.

Splitting Invoices

Splitting invoices allows you to separate one or more line items from an invoice into a separate invoice.

This is useful if you have a situation where items have been grouped together on a single invoice that a client wants to renew separately, or where a merge has been done incorrectly.

To split items from an invoice:

  1. Navigate to the invoice you wish to split items from
  2. Tick the checkboxes next to all the line items that you wish to split out into a new invoice
    Note: All the line items you select here will be moved to a single new invoice.
  3. Select the Split to New Invoice option in the dropdown located immediately below the invoice line items
  4. The form will auto submit and the page will re-load with the new invoice containing only the line items you had selected

This process does not send any email to the customer. If you wish, you should then use the Send Email option to notify the customer of the new invoice.

Merging Invoices

Merging invoices allows you to combine multiple separate invoices into a single invoice.

This is useful for when a client would like to pay for items that were invoiced separately together at the same time.

To merge invoices, follow the steps below:

  1. Navigate to the clients invoices tab within Merging can only be done from the clients invoice list within the client profile section so begin by searching for and loading the client summary page of the client you want to work with
  2. Once there, you need to select the Invoices tab
  3. Next, tick the checkboxes next to the invoices you want to combine
  4. And finally to complete the process, click the Merge button located at the bottom of the list
Watch Video Tutorial

Refunding Payments

If you are using a gateway in WHMCS that has automated refunds implemented (which includes PayPal, Authorize.net, Quantum Gateway, 2Checkout etc...), then WHMCS allows you to issue a refund without ever logging into your gateway. A real time saver!

Even if the refund can't be automated, you can still use this process to enter the refund billing entry into WHMCS which will update the income totals and reflect the refund on the invoice. Then you would go to your gateway and actually send the refund from there.

And as a final alternative you can issue a refund to the clients credit balance with you which instead of losing the money entirely allows you to just give the user a credit against future purchases or renewals from you.

So to perform a refund, simply follow these steps below:

  1. Locate the invoice you wish to issue a refund for either by searching or from Billing > List Paid Invoices and click the invoice ID to view it
  2. Select the Refund tab
  3. Choose the transaction you want to refund if more than one has been applied towards the invoice
  4. Enter the amount you want to refund if only giving a partial refund or leave blank for full
  5. Then select the Refund Type from the options "Refund through Gateway", "Add to Client's Credit Balance" or "Record Only"
  6. Tick the Send Email checkbox if you wish to send a refund confirmation email to the client, it contains useful information on the refund including the amount and refund type.
  7. Click the Refund button to submit

Notes

If "Refund through Gateway" is chosen, the results of the refund will then be displayed. If successful the relevant transaction entry will also be added. If it fails, you can check in Transactions > Gateway Log for the detailed response from that gateway as to why.

If refunding a payment that has been added to a clients credit then you must first check that the credit hasn't been used and manually remove the credit. This is because the system does not known that the amount you refunded was (a) linked to a credit and (b) not yet used as a credit.

Troubleshooting Invoice Generation Problems

When invoices are not generating as you expect, there are a number of things you should check first.

Please refer to Troubleshooting Invoicing Issues for more information.

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