Difference between revisions of "Invoice Tab"

From WHMCS Documentation
(→‎Invoice Starting #)
 
(20 intermediate revisions by 5 users not shown)
Line 1: Line 1:
−
<br/><br/>{{General Settings}}
+
{{General Settings}}<br/>
  
 +
The '''Invoicing''' tab allows you to configure how WHMCS generates and sends [[Invoicing|invoices]] and applies late fees.
  
−
For information regarding invoicing in WHMCS [[Invoicing|refer to this page]].
+
You can access this tab at '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > [[General Settings]]''' or, prior to WHMCS 8.0, '''Setup > General Settings'''.
  
 
===Continuous Invoice Generation===
 
===Continuous Invoice Generation===
−
Enabling this will continue to generate invoices for a product each billing cycle even if the previous invoice was unpaid. Useful when the product has a minimum term and the client is obliged to pay all invoices. When disabled no further invoices will be generated until the invoice is paid. For more information [[Invoicing#Continuous_Invoice_Generation|refer to this page]].
 
  
−
'''NOTE:''' With Continuous Invoice Generation enabled, any product that is Active, or Suspended '''will''' continue to invoice regardless of the status of its previous invoice(s). Pending, Cancelled or Terminated services will '''not''' generate invoices.
+
Enabling this will continue to generate invoices for a product each billing cycle even if the previous invoice is unpaid. Use this when the product has a minimum term and the client must pay all invoices.
 +
 
 +
* When you enable this, all active or suspended products will continue to generate invoices regardless of the status of previous invoices. Pending, completed, cancelled, or terminated services will '''not''' generate invoices.
 +
* If you disable this, the system will not generate additional invoices until the unpaid invoice is paid.
 +
 
 +
For more information, see [[Invoicing_Setup#Continuous_Invoice_Generation|Invoicing Setup]].
 +
 
 +
===Enable Metric Usage Invoicing===
 +
 
 +
Enabling this will bill any enabled billing metrics for a given product at the time of service renewal. Each metric generates a line item that reports the total usage value and a breakdown of the system's calculation of the billed amount. 
 +
 
 +
* The line item's description will vary based on the pricing scheme type, the pricing brackets, and the incurred usage. 
 +
* All possible descriptions are available for translation via the language file system.
 +
 
 +
Only the ''Bandwidth'' metric type is aggregate. For example, an annual service can have 11 stored snapshots of usage on a renewal invoice. Other metric types like ''Disk Space'' will only have a snapshot of the usage at the time of renewal invoice generation (the current month).
 +
 
 +
Service termination triggers the creation of a one-time usage invoice for current snapshot metrics and unbilled usage to date. This will look similar to the standard renewal invoice excluding the service.
 +
 
 +
For more information, see [[Usage Billing]].
  
 
===Enable PDF Invoices===
 
===Enable PDF Invoices===
−
When enabled, a copy of the invoice will be attached to invoice notification emails in pdf format.
+
 
 +
Enabling this attaches a copy of the invoice to invoice notification emails as a PDF file.
  
 
===PDF Paper Size===
 
===PDF Paper Size===
−
This open allows you to change the size of the individual pages inside a PDF invoice. For example the A4 paper size is slightly larger than a standard Letter so more information can be displayed per page when A4 is selected.
+
 
 +
Enabling this allows you to change the size of the individual pages of a PDF invoice. For example, the A4 paper size is slightly larger than a standard letter, allowing you to include more information per page.
  
 
===TCPDF Font Family===
 
===TCPDF Font Family===
−
This setting allows you to select which font is used in PDF invoices and quotes. By default there are two fonts to choose from; Helvetica & Freesans, but additional fonts can also be uploaded and specified here. For more information refer to [[PDF_Invoice#Additional_Fonts]]
+
 
 +
Enabling this allows you to select the font to use in PDF invoices and quotes. By default you can choose either Helvetica or Freesans, but you can also upload and specify other fonts.  
 +
 
 +
For more information, see [[PDF_Invoice#Additional_Fonts|Additional Fonts]].
  
 
===Store Client Data Snapshot===
 
===Store Client Data Snapshot===
−
With this option ticked, clients name, address & custom field data (for example VAT Numbers) will all be recorded and saved at the time an invoice is generated, and then both the client area and PDF invoice views will display the name/address information as it was at the time of initial creation. So even if the clients profile is edited, billing contact changed, etc... existing invoices will not reflect those changes, only future invoices. Once the option is enabled invoice data will start being fixed, it does not apply to invoices generated prior to being enabled.
+
 
 +
Enabling this causes the system to save clients' name, addresses, and custom field data (for example, VAT numbers) during invoice generation, Both Client Area and PDF invoice views will display the name and address information as it was at the time of initial creation. Editing the client or billing contact only causes future invoices to change; existing invoices will keep their current addressees.
 +
 
 +
After you enable this, the system will begin to fix invoice data. This setting does not apply to existing invoices.
  
 
===Enable Mass Payment===
 
===Enable Mass Payment===
−
Ticking this option allows clients to pay several invoices in one transaction using the options in the Due Invoices section of the client area homepage. 
 
  
−
For more information refer to [[Invoicing#Creating Mass Pay Invoices]]
+
Enabling this allows clients to pay several invoices in one transaction using the options in the '''Due Invoices''' section of the Client Area Home Page. 
 +
 
 +
For more information, see [[Invoicing#Mass_Payment|Mass Payment]].
  
 
===Clients Choose Gateway===
 
===Clients Choose Gateway===
−
Enabling will display a dropdown menu on the invoice allowing customers to choose which gateway they use to pay each invoice. When disabled each invoice will use the gateway the client chose upon signup.
+
 
 +
Enabling this adds a menu to the invoice allowing customers to choose which gateway they use to pay each invoice. If you disable this, each invoice will use the gateway the client chose upon signup.
  
 
===Group Similar Line Items===
 
===Group Similar Line Items===
−
Tick to enable automatically grouping identical line items into a quantity x description format. For more information refer to [[Invoicing#Group_Similar_Line_Items]]
 
  
−
===Disable Auto Credit Applying===
+
Enabling this automatically groups identical line items into a <tt>quantity x description</tt> format.  
−
With this option unticked any credit on a client's account is automatically applied to the invoice as soon as it is generated. Ticking this option means no credit will be applied automatically, and needs to be manually added by staff/the client.
+
 
 +
For more information, see [[Invoicing_Setup#Group_Similar_Line_Items|Group Similar Line Items]].
  
 
===Cancellation Request Handling===
 
===Cancellation Request Handling===
−
When enabled, any unpaid invoices for a service will be cancelled automatically when a client submits a cancellation request. If the service renewal has been invoiced with other items only the cancelled item will be removed from the invoice. Any discounts or group discounts that apply to the cancelled service will be removed as well.
+
 
 +
Enabling this causes the system to cancel any unpaid invoices for a service automatically when a client submits a cancellation request.  
 +
 
 +
If the invoice for the service renewal includes other items, this only removes the cancelled item and any related discounts or group discounts from the invoice.
 +
 
 +
===Automatic Subscription Management===
 +
 
 +
Enabling this causes the system to automatically cancel PayPal and 2Checkout Subscriptions in the following circumstances:
 +
 
 +
* The client or an admin submits a cancellation request.
 +
* An admin cancels the order or sets it to fraud via the Admin Area.
 +
* The API passes <tt>cancelsub=true</tt> in order to cancel the order or set it to fraud.
 +
* The client or an admin submits an upgrade order for the service.
 +
 
 +
Automated PayPal subscription cancellation is supported for subscription profiles that start with an "I". PayPal's explains the difference as follows: A subscription profile starts with "S" if it is created before 2009, and it is not possible to cancel or manage their profiles via API call. Subscription profiles that are created after 2009 will start with "I" and these can be managed by using API call.
 +
 
 +
=== Enable Proforma Invoicing===
 +
 
 +
Enabling this option will cause invoices to display ''Proforma invoice'' while unpaid and ''Invoice'' while paid. For more information, see [[Invoicing_Setup#Proforma_Invoicing.2FSequential_Invoice_Numbering|Proforma Invoicing]].
 +
 
 +
This functionality requires sequential paid invoice numbering, so enabling this also automatically checks '''Sequential Paid Invoice Numbering''' and prevents you from disabling it before you disable this setting.
  
 
===Sequential Paid Invoice Numbering, Sequential Invoice Number Format and Next Paid Invoice Number===
 
===Sequential Paid Invoice Numbering, Sequential Invoice Number Format and Next Paid Invoice Number===
−
Paid invoices will be given a different number to unpaid invoices. For more information [[Invoicing#Proforma_Invoicing.2FSequential_Invoice_Numbering|refer to this page]].
+
 
 +
Enabling this causes the system to give paid invoices a different number from unpaid invoices. For more information, see [[Invoicing_Setup#Proforma_Invoicing.2FSequential_Invoice_Numbering|Proforma Invoicing]].
  
 
===Late Fee Type===
 
===Late Fee Type===
−
If you levy a one-time fee on late payments, choose whether it is a percentage or fixed amount.
+
 
 +
Enabling this allows you to choose whether the one-time fee on late payments is a percentage or a fixed amount.
  
 
===Late Fee Amount===
 
===Late Fee Amount===
−
Leave as 0 to disable the late fee function, the amount entered here will be levied on customers who fail to pay an invoice by the due date.
+
 
 +
Enter an amount to charge to customers who fail to pay an invoice by the due date.
 +
 
 +
Set this to <tt>0</tt> to disable late fees.
  
 
===Late Fee Minimum===
 
===Late Fee Minimum===
−
Enter the minimum amount to charge in cases where the calculated late fee falls below this figure. For example if a late fee is calculated at 0.50 and the Late Fee Minimum value is 1.00, the client would be charged 1.00 instead. This is to prevent clients being charged very small late fees.
+
 
 +
Enter the minimum amount to charge for late fees. For example, if the late fee is $0.50 and this value is $1.00, the system will charge the client for $1.00 instead.
  
 
===Accepted Credit Card Types===
 
===Accepted Credit Card Types===
−
Choose the type of credit cards accepted by your payment gateway. Hold Ctrl and left-click to select multiple cards.
+
 
 +
Choose the types of credit cards to accept via your payment gateway. Hold <tt>Ctrl</tt> and left-click to select multiple cards.
  
 
===Issue Number/Start Date===
 
===Issue Number/Start Date===
−
Enabling this will prompt customers to enter the issue number and start date required from some card types.
+
 
 +
Enabling this prompts customers to enter the issue number and start date required from some card types.
  
 
===Invoice # Incrementation===
 
===Invoice # Incrementation===
−
Chose by how much each invoice number will increase. Using the default option 1 invoices will be numbered: 1,2,3,4…. Changing this to 2 invoices will be numbered: 1,3,5,7….
+
 
 +
Enter the amount by which each invoice number will increase. For example:
 +
 
 +
* Entering <tt>1</tt> would cause the first four invoice numbers to be <tt>1</tt>, <tt>2</tt>, <tt>3</tt>, and <tt>4</tt>.
 +
* Entering <tt>2</tt> would cause the first four invoice numbers to be <tt>1</tt>, <tt>3</tt>, <tt>5</tt>, and <tt>7</tt>.
 +
 
 +
<div class="docs-alert-info">
 +
In WHMCS 8.9 and later, this setting has a maximum value of <tt>999</tt>.
 +
</div>
  
 
===Invoice Starting #===
 
===Invoice Starting #===
−
Only fill in this field if you want to change the number of the next invoice to be generated. This number should only ever be moved forwards.
+
 
 +
Enter a custom number to use for the next generated invoice.
 +
 
 +
* Only enter numbers that are greater than the most recent invoice's number.
 +
* Do '''not''' enter a number unless you specifically want to change the invoice numbering.
 +
 
 +
When the page reloads the field will be empty, but the change will have occurred.
 +
 
 +
<div class="docs-alert-info">
 +
In WHMCS 8.9 and later, this setting has a maximum value of <tt>499,999,999</tt>.
 +
</div>

Latest revision as of 21:06, 6 December 2023


The Invoicing tab allows you to configure how WHMCS generates and sends invoices and applies late fees.

You can access this tab at Configuration () > System Settings > General Settings or, prior to WHMCS 8.0, Setup > General Settings.

Continuous Invoice Generation

Enabling this will continue to generate invoices for a product each billing cycle even if the previous invoice is unpaid. Use this when the product has a minimum term and the client must pay all invoices.

  • When you enable this, all active or suspended products will continue to generate invoices regardless of the status of previous invoices. Pending, completed, cancelled, or terminated services will not generate invoices.
  • If you disable this, the system will not generate additional invoices until the unpaid invoice is paid.

For more information, see Invoicing Setup.

Enable Metric Usage Invoicing

Enabling this will bill any enabled billing metrics for a given product at the time of service renewal. Each metric generates a line item that reports the total usage value and a breakdown of the system's calculation of the billed amount.

  • The line item's description will vary based on the pricing scheme type, the pricing brackets, and the incurred usage.
  • All possible descriptions are available for translation via the language file system.

Only the Bandwidth metric type is aggregate. For example, an annual service can have 11 stored snapshots of usage on a renewal invoice. Other metric types like Disk Space will only have a snapshot of the usage at the time of renewal invoice generation (the current month).

Service termination triggers the creation of a one-time usage invoice for current snapshot metrics and unbilled usage to date. This will look similar to the standard renewal invoice excluding the service.

For more information, see Usage Billing.

Enable PDF Invoices

Enabling this attaches a copy of the invoice to invoice notification emails as a PDF file.

PDF Paper Size

Enabling this allows you to change the size of the individual pages of a PDF invoice. For example, the A4 paper size is slightly larger than a standard letter, allowing you to include more information per page.

TCPDF Font Family

Enabling this allows you to select the font to use in PDF invoices and quotes. By default you can choose either Helvetica or Freesans, but you can also upload and specify other fonts.

For more information, see Additional Fonts.

Store Client Data Snapshot

Enabling this causes the system to save clients' name, addresses, and custom field data (for example, VAT numbers) during invoice generation, Both Client Area and PDF invoice views will display the name and address information as it was at the time of initial creation. Editing the client or billing contact only causes future invoices to change; existing invoices will keep their current addressees.

After you enable this, the system will begin to fix invoice data. This setting does not apply to existing invoices.

Enable Mass Payment

Enabling this allows clients to pay several invoices in one transaction using the options in the Due Invoices section of the Client Area Home Page.

For more information, see Mass Payment.

Clients Choose Gateway

Enabling this adds a menu to the invoice allowing customers to choose which gateway they use to pay each invoice. If you disable this, each invoice will use the gateway the client chose upon signup.

Group Similar Line Items

Enabling this automatically groups identical line items into a quantity x description format.

For more information, see Group Similar Line Items.

Cancellation Request Handling

Enabling this causes the system to cancel any unpaid invoices for a service automatically when a client submits a cancellation request.

If the invoice for the service renewal includes other items, this only removes the cancelled item and any related discounts or group discounts from the invoice.

Automatic Subscription Management

Enabling this causes the system to automatically cancel PayPal and 2Checkout Subscriptions in the following circumstances:

  • The client or an admin submits a cancellation request.
  • An admin cancels the order or sets it to fraud via the Admin Area.
  • The API passes cancelsub=true in order to cancel the order or set it to fraud.
  • The client or an admin submits an upgrade order for the service.

Automated PayPal subscription cancellation is supported for subscription profiles that start with an "I". PayPal's explains the difference as follows: A subscription profile starts with "S" if it is created before 2009, and it is not possible to cancel or manage their profiles via API call. Subscription profiles that are created after 2009 will start with "I" and these can be managed by using API call.

Enable Proforma Invoicing

Enabling this option will cause invoices to display Proforma invoice while unpaid and Invoice while paid. For more information, see Proforma Invoicing.

This functionality requires sequential paid invoice numbering, so enabling this also automatically checks Sequential Paid Invoice Numbering and prevents you from disabling it before you disable this setting.

Sequential Paid Invoice Numbering, Sequential Invoice Number Format and Next Paid Invoice Number

Enabling this causes the system to give paid invoices a different number from unpaid invoices. For more information, see Proforma Invoicing.

Late Fee Type

Enabling this allows you to choose whether the one-time fee on late payments is a percentage or a fixed amount.

Late Fee Amount

Enter an amount to charge to customers who fail to pay an invoice by the due date.

Set this to 0 to disable late fees.

Late Fee Minimum

Enter the minimum amount to charge for late fees. For example, if the late fee is $0.50 and this value is $1.00, the system will charge the client for $1.00 instead.

Accepted Credit Card Types

Choose the types of credit cards to accept via your payment gateway. Hold Ctrl and left-click to select multiple cards.

Issue Number/Start Date

Enabling this prompts customers to enter the issue number and start date required from some card types.

Invoice # Incrementation

Enter the amount by which each invoice number will increase. For example:

  • Entering 1 would cause the first four invoice numbers to be 1, 2, 3, and 4.
  • Entering 2 would cause the first four invoice numbers to be 1, 3, 5, and 7.

In WHMCS 8.9 and later, this setting has a maximum value of 999.

Invoice Starting #

Enter a custom number to use for the next generated invoice.

  • Only enter numbers that are greater than the most recent invoice's number.
  • Do not enter a number unless you specifically want to change the invoice numbering.

When the page reloads the field will be empty, but the change will have occurred.

In WHMCS 8.9 and later, this setting has a maximum value of 499,999,999.

Retrieved from "http://3.17.75.209/index.php?title=Invoice_Tab&oldid=34334"