Difference between revisions of "Invoicing"

From WHMCS Documentation

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The following document discusses working with invoices. If you are looking for documentation regarding configuration of invoice related settings, please visit [[Invoicing Setup]].
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If you are looking for documentation regarding configuration of invoice related settings, visit [[Invoicing Setup]].
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+
 +
==Creating Invoices==
 +
 +
WHMCS automatically generates invoices for recurring products and services. You can also create custom one-time invoices for specific clients.
 +
 +
To create a one-time custom invoice for a specific client:
 +
 +
# Perform one of the following methods to create the draft invoice. The system will create a new invoice in '''Draft''' status.<div class="docs-alert-warning">The due date for manually-created invoices defaults to the same number of days in the future as you allow for automatic invoice generation. You can customize this via the '''Options''' tab when managing an invoice.</div>
 +
#* From the client's profile's  '''[[Clients:Summary_Tab|Summary]]''' tab, click '''Create Invoice'''.
 +
#* From anywhere in the [[Admin Area]], click the '''+''' icon at the top of the interface and choose '''New Invoice'''.
 +
#*# Choose a client.
 +
#*# Enter invoice and due dates.
 +
#*# Select a payment method.
 +
#*# Click '''Create Invoice'''.
 +
# To configure the invoice's details:
 +
## Update the desired settings in the '''Options''' tab.
 +
## Click '''Save Changes'''.
 +
# Under '''Invoice Items''', for each invoice item that you wish to add:
 +
## Enter a description and amount.
 +
## Click '''Save Changes'''. A new row will then appear to allow adding further line items.
 +
# To publish the invoice, choose the '''Summary''' tab and click a publishing option. These options '''only''' display when the invoice is in the '''Draft''' status and you have the ''Manage Invoices'' permission. Clicking them will set the '''Invoice Date''' value to the current date.
 +
#* ''Publish & Send Email'' — Convert the invoice to '''Unpaid''' and send the '''Invoice Creation''' email to the customer.
 +
#* ''Publish'' — Convert the invoice to '''Unpaid''' without notifying the customer.
 +
 +
<div class="docs-alert-info">
 +
In WHMCS 6.2 and later, 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.
 +
</div>
 +
 
==Searching Invoices==
 
==Searching Invoices==
 +
 +
To search for and locate invoices, use either of the following methods:
 +
 +
* Search by invoice number using the [[Admin Area|Intelligent Search]] in the Admin Area.
 +
* Search using advanced search options, including searching by line item descriptions, using the list at '''Billing > [[Invoices]]'''.
 +
 +
==Viewing Invoices==
 +
 +
You can view invoices by going to '''Billing > [[Invoices]]''' or the client's profile's '''[[Clients:Invoices_Tab|Invoices]]''' tab. Click the invoice ID or, in WHMCS 8.9 and later, click '''View''' in the list of invoices to view the desired invoice.
 +
 +
<div class="docs-alert-info">
 +
In WHMCS 8.9 and later, invoices default to view-only mode. This decreases the risk of unintentional edits while viewing or paying client invoices.
 +
 +
* Admins who have the ''Manage Invoices'' permission can:
 +
** Click '''Manage Invoice''' to edit the invoice.
 +
** Click '''Edit''' while viewing a list of invoices to skip view-only mode and go directly to editing the invoice.
 +
* Admins who only have the ''View Invoice'' permission can view invoices, add payments and credit, issue refunds, and view notes if they have the correct permissions for these tasks. They '''cannot''' edit invoice contents.
 +
</div>
 +
 +
===Summary===
 +
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The '''Summary''' tab lists the client name, invoice and due dates, invoice items, and associated transactions, and allows you to send client emails.
 +
 +
====Sending Emails====
 +
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To send an email for the selected invoice, choose the desired email template from the menu under the invoice status and click '''Send Email'''.
 +
 +
<div class="docs-alert-info">You '''cannot''' send email for invoices that are in the ''Draft'' status. You must first publish the invoice before sending email.</div>
  
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There are a number of ways to search for and locate invoices.
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====Cancel an Invoice====
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* You can search by Invoice Number using the Intelligent Search from any page of the admin area
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To cancel an invoice, click '''Mark Cancelled''' under the invoice status.
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* For more advanced search options, including searching by line item descriptions, you must use the Invoices List
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** There is the global Invoices List that lists invoices for all clients which can be accessed by navigating to ''Billing > Invoices'' (selecting a status is optional)
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<div class="docs-alert-success">
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** There is also the clients' Invoices List which is restricted to just a single clients invoices. This can be accessed via the '''Invoices''' tab from the Clients Summary page.
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* In WHMCS 8.10 and later, the system cron can automatically cancel invoices after they have been overdue for a specified number of days. You can enable this setting and set the number of days in the '''Billing Settings''' section at '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > [[Automation Settings]]'''.
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* In WHMCS 8.9 and later, you '''must''' have the ''Manage Invoices'' permission and click '''Manage Invoices''' in the top-right corner while in view-only mode to perform this action.
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==Creating Custom Invoices==
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</div>
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WHMCS automatically generates invoices for recurring products and services.
 
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To create a one-off custom invoice, follow the steps below:
 
−
 
 
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#Navigate to the client you wish to generate an invoice for
 
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#Click the Create Invoice link located in the Invoices/Billing panel on the Client Summary page
 
−
#A new invoice will be created in Draft status<div class="docs-alert-warning">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.</div>
 
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#You can immediately begin adding line items to the invoice
 
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#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.
 
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#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
 
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<div class="docs-alert-info">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+)''</div>
 
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===Publishing an Invoice===
 
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To publish an invoice, click the Publish button located to the top right of the invoice creation screen.  Two publish options are available:
 
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* ''Publish & Send Email'' - clicking this button converts the invoice to Unpaid and sends the Invoice Creation email to the customer.
 
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* ''Publish'' - clicking this button converts the invoice to Unpaid without notifying the customer.
 
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Please Note: The publish buttons will only be displayed when the invoice is in Draft status.
 
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==Sending Emails==
 
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WHMCS has a range of Invoice related [[Email Templates]] which are all fully customisable.
 
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Most of these emails are sent when various automated triggers occur, but all of them can also be sent on-demand by admin level users.
 
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To send an email:
 
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# Navigate to the invoice you wish to send an email for
 
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# Select the email template you wish to send in the dropdown located under the invoice status banner
 
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# Click '''Send Email''' to perform the send
 
  
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<div class="docs-alert-info">Please Note: The system will not allow you to send emails relating to an invoice that is in Draft status. You must first [[Invoicing#Publishing_an_Invoice|publish the draft invoice]] before sending an email.</div>
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====Split to New Invoice====
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<div class="docs-alert-success">In WHMCS 8.9 and later, you '''must''' have the ''Manage Invoices'' permission and click '''Manage Invoices''' in the top-right corner while in view-only mode to perform this action.</div>
 +
 +
Splitting invoices allows you to separate line items from an invoice into a separate invoice. This is useful if, for example, items appear together on a single invoice that a client wants to renew separately or a merge happened incorrectly.
 +
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To split items, select the desired items under '''Invoice Items''' and then choose ''Split to New Invoice'' from '''With Selected'''. The system will immediately move all of the items to a single new invoice.
 +
 +
* This process does '''not''' send an email to the customer. If you want to notify the customer, click '''Send Email'''.
 +
* When splitting an invoice, the system sets the due date of the resulting invoice based on the current date and '''Invoice Generation''' settings in '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > [[Automation Settings]]'''.
  
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==Mass Payment==
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====Delete====
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 +
<div class="docs-alert-success">In WHMCS 8.9 and later, you '''must''' have the ''Manage Invoices'' permission and click '''Manage Invoices''' in the top-right corner while in view-only mode to perform this action.</div>
 +
 +
To delete items from an invoice, select the desired items under '''Invoice Items''' and then choose ''Delete''.
 +
 +
<div class="docs-alert-warning">This does '''not''' move the deleted items to a new invoice.</div>
  
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Mass Payment of Invoices allows customers to pay for multiple invoices in a single transaction.
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===Add Payment===
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If you receive a payment that the system hasn't automatically logged in WHMCS, you will need to manually apply it to the invoice.
 +
 +
To do this, enter the details corresponding to the payment, including the date, payment method, transaction ID, and amount. Then, click '''Add Payment'''.
 +
 +
<div class="docs-alert-success">
 +
* If a payment is not for a specific invoice, issue credit to the client instead.
 +
* If a payment applies to multiple invoices, add a transaction at '''Billing > View Transaction List'''. For '''Invoice ID(s)''', enter a comma-separated list of all of the invoice numbers to apply payment to.
 +
** The system will apply payments in the order you enter them until the client has used the full amount.
 +
** The system will automatically add any amount left over as a credit to the user for use on future invoices.
 +
</div>
 +
 +
===Options===
 +
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<div class="docs-alert-success">In WHMCS 8.9 and later, you '''must''' have the ''Manage Invoices'' permission and click '''Manage Invoices''' in the top-right corner while in view-only mode to view this tab.</div>
 +
 +
In the '''Options''' tab, you can configure the following invoice settings:
 +
 +
* '''Invoice Date''' — The date on which the system generated the invoice or you created it.
 +
* '''Payment Method''' — The payment method that the system will attempt to use to pay the invoice.
 +
* '''Invoice #''' — The invoice number.
 +
* '''Due Date''' — The invoice's due date.
 +
* '''Tax Rate''' — The rate at which the system will tax the items in the invoice.
 +
* '''Status''' — The invoice status.
  
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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.
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===Credit===
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In the '''Credit''' tab, you can add credit to the invoice.
 +
 +
* To add credit from a client's balance to an invoice, enter the desired amount under '''Add Credit to Invoice''' and click '''Go'''.
 +
* To remove credit from an invoice, enter the desired amount under '''Remove Credit from Invoice''' and click '''Go'''.
 +
 +
Automatically-generated invoices always check whether a client has a positive credit balance. If they do, the system automatically applies the credit to the invoice during invoice generation. If applying credit reduces the invoice balance to <tt>0</tt>, the system marks the invoice ''Paid'' automatically.
 +
 +
===Refund===
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In the '''Refund''' tab, you can refund transactions for the invoice. Refunding transactions allows you to issue credits and refunds for payments that clients have made.
 +
 +
If the system can't automate a refund for your particular gateway, you can still use this process to enter the refund billing entry in WHMCS. It will update the income totals and reflect the refund on the invoice. Then, you can go to your payment gateway to send the refund.
 +
 +
====Refund a Transaction====
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 +
To refund a transaction:
 +
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# If there have been multiple transactions for the invoice, select the desired transaction from '''Transactions'''. You can only refund one transaction at a time, and the refund amount cannot exceed the total amount of the transaction.
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# For '''Amount''', enter the amount to refund for a partial amount. Otherwise, leave this blank to refund the entire transaction value.
 +
# Select the desired type from '''Refund Type''':
 +
#* ''Refund through Gateway'' — If your payment gateway supports refunds, WHMCS sends the refund to your gateway to process. This returns the money to the payment method that the client used.
 +
#* ''Manual Refund Processed Externally'' — WHMCS records a refund in the system. You must then process the refund separately with your payment gateway. You may also use this if a chargeback or dispute occurs.
 +
#* ''Add to Client's Credit Balance'' — WHMCS records a refund and adds the refunded balance to the client's credit balance. This does '''not''' return any money to the customer.
 +
# Check '''Reverse Payment''' if you want to reverse the effects of the original payment (for example, when you set the invoice status to ''Collections'' and reverse the service's '''Next Due Date'''.
 +
#* When you check this, the system's actions depend on the configuration in '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > [[Automation Settings]]'''.
 +
#* This setting does '''not''' alter the system's treatment of any affiliate commissions (see the steps below).
 +
# If you do not want to send a refund confirmation email, uncheck '''Send Email'''.
 +
# Click '''Refund'''.
  
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Clients can request to perform Mass Payment via the client area providing it is [[Invoice_Tab#Enable_Mass_Payment|enabled]].
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====Reversing Affiliate Commission====
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Admin users can also create Mass Payment invoices:
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In WHMCS 8.3 and later, if the transaction is associated with an affiliate commission and the payment gateway supports reversals, WHMCS can also reverse the commission.
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# Navigate to the Clients Invoices list within the admin area (accessible from the Client Summary page)
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* When you perform a full refund, WHMCS automatically reverses all of the associated commissions.
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# Tick the checkboxes next to the invoices you wish to combine for payment
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* When you perform a partial refund, WHMCS will ask you whether to also reverse the commission. You cannot, however, choose an amount of the commission to reverse. This action reverses the entire amount.
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# Click the '''Mass Pay''' button located at the bottom of the list of invoices
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* If you choose not to perform a commission reversal, the commission payment will not be affected.  The page will reload and display the results of the refund attempt if you chose ''Refund through Gateway''. If it fails for any reason, the '''Gateway Log''' can provide more information.
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<div class="docs-alert-info">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.</div>
 
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<div class="docs-alert-warning">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.</div>
 
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==Adding Funds==
 
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Adding of funds or credit to an account allows a client to prefund their account ahead of time.
 
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When this option is [[Credit Tab|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.
 
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<div class="docs-alert-success">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.</div>
 
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Admin users can create add funds invoices:
 
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# Navigate to the Client Summary page for the client in question
 
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# Click the '''Create Add Funds Invoice''' option found under the Billing/Invoices section
 
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# Enter the desired amount to be deposit to the account where requested
 
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# Click Submit to complete the process and create the invoice
 
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The customer will receive an email that an invoice has been generated along with a link to pay.
 
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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>
 
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==Splitting Invoices==
 
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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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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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To split items from an invoice:
 
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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 list within the admin area (accessible from the Client Summary page)
 
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# Tick the checkboxes next to the invoices you wish to combine for payment
 
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# Click the '''Merge''' button located at the bottom of the list of invoices
 
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No email notification is sent to customers when performing this action so if you wish to notify the customer, you should use the Send Email option in the resulting invoice.
 
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[[File:Videotutorial.png‎|center|link=http://www.youtube.com/watch?v=0RYjgy5wjMI|Watch Video Tutorial]]
 
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==Refunding Payments==
 
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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!
 
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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.
 
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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.
 
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So to perform a refund, simply follow these steps below:
 
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#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
 
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#Select the '''Refund''' tab
 
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#Choose the transaction you want to refund if more than one has been applied towards the invoice
 
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#Enter the amount you want to refund if only giving a '''partial refund''' or leave blank for '''full'''
 
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#Then select the '''Refund Type''' from the options "Refund through Gateway", "Add to Client's Credit Balance" or "Record Only"
 
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#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.
 
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#Click the '''Refund''' button to submit
 
  
 
===Notes===
 
===Notes===
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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.
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−
 
+
<div class="docs-alert-success">In WHMCS 8.9 and later, you '''must''' have the ''Manage Invoices'' and click '''Manage Invoices''' in the top-right corner while in view-only mode to enter or edit notes.</div>
−
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.
+
−
 
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Use the '''Notes''' tab to view and enter notes about the invoice.
−
==Troubleshooting Invoice Generation Problems==
 
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When invoices are not generating as you expect, there are a number of things you should check first.
 
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−
Please refer to [[Invoicing Issues|Troubleshooting Invoicing Issues]] for more information.
 

Latest revision as of 17:59, 3 April 2024

If you are looking for documentation regarding configuration of invoice related settings, visit Invoicing Setup.

Creating Invoices

WHMCS automatically generates invoices for recurring products and services. You can also create custom one-time invoices for specific clients.

To create a one-time custom invoice for a specific client:

  1. Perform one of the following methods to create the draft invoice. The system will create a new invoice 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. You can customize this via the Options tab when managing an invoice.
    • From the client's profile's Summary tab, click Create Invoice.
    • From anywhere in the Admin Area, click the + icon at the top of the interface and choose New Invoice.
      1. Choose a client.
      2. Enter invoice and due dates.
      3. Select a payment method.
      4. Click Create Invoice.
  2. To configure the invoice's details:
    1. Update the desired settings in the Options tab.
    2. Click Save Changes.
  3. Under Invoice Items, for each invoice item that you wish to add:
    1. Enter a description and amount.
    2. Click Save Changes. A new row will then appear to allow adding further line items.
  4. To publish the invoice, choose the Summary tab and click a publishing option. These options only display when the invoice is in the Draft status and you have the Manage Invoices permission. Clicking them will set the Invoice Date value to the current date.
    • Publish & Send Email — Convert the invoice to Unpaid and send the Invoice Creation email to the customer.
    • Publish — Convert the invoice to Unpaid without notifying the customer.

In WHMCS 6.2 and later, 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.

Searching Invoices

To search for and locate invoices, use either of the following methods:

  • Search by invoice number using the Intelligent Search in the Admin Area.
  • Search using advanced search options, including searching by line item descriptions, using the list at Billing > Invoices.

Viewing Invoices

You can view invoices by going to Billing > Invoices or the client's profile's Invoices tab. Click the invoice ID or, in WHMCS 8.9 and later, click View in the list of invoices to view the desired invoice.

In WHMCS 8.9 and later, invoices default to view-only mode. This decreases the risk of unintentional edits while viewing or paying client invoices.

  • Admins who have the Manage Invoices permission can:
    • Click Manage Invoice to edit the invoice.
    • Click Edit while viewing a list of invoices to skip view-only mode and go directly to editing the invoice.
  • Admins who only have the View Invoice permission can view invoices, add payments and credit, issue refunds, and view notes if they have the correct permissions for these tasks. They cannot edit invoice contents.

Summary

The Summary tab lists the client name, invoice and due dates, invoice items, and associated transactions, and allows you to send client emails.

Sending Emails

To send an email for the selected invoice, choose the desired email template from the menu under the invoice status and click Send Email.

You cannot send email for invoices that are in the Draft status. You must first publish the invoice before sending email.

Cancel an Invoice

To cancel an invoice, click Mark Cancelled under the invoice status.

  • In WHMCS 8.10 and later, the system cron can automatically cancel invoices after they have been overdue for a specified number of days. You can enable this setting and set the number of days in the Billing Settings section at Configuration () > System Settings > Automation Settings.
  • In WHMCS 8.9 and later, you must have the Manage Invoices permission and click Manage Invoices in the top-right corner while in view-only mode to perform this action.

Split to New Invoice

In WHMCS 8.9 and later, you must have the Manage Invoices permission and click Manage Invoices in the top-right corner while in view-only mode to perform this action.

Splitting invoices allows you to separate line items from an invoice into a separate invoice. This is useful if, for example, items appear together on a single invoice that a client wants to renew separately or a merge happened incorrectly.

To split items, select the desired items under Invoice Items and then choose Split to New Invoice from With Selected. The system will immediately move all of the items to a single new invoice.

  • This process does not send an email to the customer. If you want to notify the customer, click Send Email.
  • When splitting an invoice, the system sets the due date of the resulting invoice based on the current date and Invoice Generation settings in Configuration () > System Settings > Automation Settings.

Delete

In WHMCS 8.9 and later, you must have the Manage Invoices permission and click Manage Invoices in the top-right corner while in view-only mode to perform this action.

To delete items from an invoice, select the desired items under Invoice Items and then choose Delete.

This does not move the deleted items to a new invoice.

Add Payment

If you receive a payment that the system hasn't automatically logged in WHMCS, you will need to manually apply it to the invoice.

To do this, enter the details corresponding to the payment, including the date, payment method, transaction ID, and amount. Then, click Add Payment.

  • If a payment is not for a specific invoice, issue credit to the client instead.
  • If a payment applies to multiple invoices, add a transaction at Billing > View Transaction List. For Invoice ID(s), enter a comma-separated list of all of the invoice numbers to apply payment to.
    • The system will apply payments in the order you enter them until the client has used the full amount.
    • The system will automatically add any amount left over as a credit to the user for use on future invoices.

Options

In WHMCS 8.9 and later, you must have the Manage Invoices permission and click Manage Invoices in the top-right corner while in view-only mode to view this tab.

In the Options tab, you can configure the following invoice settings:

  • Invoice Date — The date on which the system generated the invoice or you created it.
  • Payment Method — The payment method that the system will attempt to use to pay the invoice.
  • Invoice # — The invoice number.
  • Due Date — The invoice's due date.
  • Tax Rate — The rate at which the system will tax the items in the invoice.
  • Status — The invoice status.

Credit

In the Credit tab, you can add credit to the invoice.

  • To add credit from a client's balance to an invoice, enter the desired amount under Add Credit to Invoice and click Go.
  • To remove credit from an invoice, enter the desired amount under Remove Credit from Invoice and click Go.

Automatically-generated invoices always check whether a client has a positive credit balance. If they do, the system automatically applies the credit to the invoice during invoice generation. If applying credit reduces the invoice balance to 0, the system marks the invoice Paid automatically.

Refund

In the Refund tab, you can refund transactions for the invoice. Refunding transactions allows you to issue credits and refunds for payments that clients have made.

If the system can't automate a refund for your particular gateway, you can still use this process to enter the refund billing entry in WHMCS. It will update the income totals and reflect the refund on the invoice. Then, you can go to your payment gateway to send the refund.

Refund a Transaction

To refund a transaction:

  1. If there have been multiple transactions for the invoice, select the desired transaction from Transactions. You can only refund one transaction at a time, and the refund amount cannot exceed the total amount of the transaction.
  2. For Amount, enter the amount to refund for a partial amount. Otherwise, leave this blank to refund the entire transaction value.
  3. Select the desired type from Refund Type:
    • Refund through Gateway — If your payment gateway supports refunds, WHMCS sends the refund to your gateway to process. This returns the money to the payment method that the client used.
    • Manual Refund Processed Externally — WHMCS records a refund in the system. You must then process the refund separately with your payment gateway. You may also use this if a chargeback or dispute occurs.
    • Add to Client's Credit Balance — WHMCS records a refund and adds the refunded balance to the client's credit balance. This does not return any money to the customer.
  4. Check Reverse Payment if you want to reverse the effects of the original payment (for example, when you set the invoice status to Collections and reverse the service's Next Due Date.
    • When you check this, the system's actions depend on the configuration in Configuration () > System Settings > Automation Settings.
    • This setting does not alter the system's treatment of any affiliate commissions (see the steps below).
  5. If you do not want to send a refund confirmation email, uncheck Send Email.
  6. Click Refund.

Reversing Affiliate Commission

In WHMCS 8.3 and later, if the transaction is associated with an affiliate commission and the payment gateway supports reversals, WHMCS can also reverse the commission.

  • When you perform a full refund, WHMCS automatically reverses all of the associated commissions.
  • When you perform a partial refund, WHMCS will ask you whether to also reverse the commission. You cannot, however, choose an amount of the commission to reverse. This action reverses the entire amount.
  • If you choose not to perform a commission reversal, the commission payment will not be affected. The page will reload and display the results of the refund attempt if you chose Refund through Gateway. If it fails for any reason, the Gateway Log can provide more information.

Notes

In WHMCS 8.9 and later, you must have the Manage Invoices and click Manage Invoices in the top-right corner while in view-only mode to enter or edit notes.

Use the Notes tab to view and enter notes about the invoice.

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