Difference between revisions of "Invoicing"

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==Automatic Invoice Generation==
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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==
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WHMCS automatically generates invoices for recurring products and services. You can also create custom one-time invoices for specific clients.
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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'''.
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#* From anywhere in the [[Admin Area]], click the '''+''' icon at the top of the interface and choose '''New Invoice'''.
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#*# Choose a client.
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#*# Enter invoice and due dates.
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#*# Select a payment method.
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#*# Click '''Create Invoice'''.
 +
# To configure the invoice's details:
 +
## Update the desired settings in the '''Options''' tab.
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## Click '''Save Changes'''.
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# Under '''Invoice Items''', for each invoice item that you wish to add:
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## Enter a description and amount.
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## 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.
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#* ''Publish'' — Convert the invoice to '''Unpaid''' without notifying the customer.
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 +
<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>
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==Searching Invoices==
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 +
To search for and locate invoices, use either of the following methods:
 +
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* 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==
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 +
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.
 +
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* Admins who have the ''Manage Invoices'' permission can:
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** 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.
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* 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.
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</div>
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 +
===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.
 +
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====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'''.
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<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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WHMCS automatically generates invoices for products and services that are due in advance of the due date. Exactly how far in advance they generate you can configure yourself in Setup > Automation Settings but by default it is 14 days.
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====Cancel an Invoice====
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To cancel an invoice, click '''Mark Cancelled''' under the invoice status.
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<div class="docs-alert-success">
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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]]'''.
 +
* 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>
  
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The cron performs the generation each day so it is important you have this configured for it to work.
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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.
 +
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* 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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==Invoice Reminders & Notices==
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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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WHMCS will send one reminder after generation but before the due date if the invoice has not been paid and then up to 3 overdue notices once the due date has passed. These can be used to warn the user about an upcoming suspension or termination of service.  You can configure exactly which days these notices go out on again in Config > Automation Settings.
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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.
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To do this, enter the details corresponding to the payment, including the date, payment method, transaction ID, and amount. Then, click '''Add Payment'''.
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<div class="docs-alert-success">
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* If a payment is not for a specific invoice, issue credit to the client instead.
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* 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.
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** The system will apply payments in the order you enter them until the client has used the full amount.
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** The system will automatically add any amount left over as a credit to the user for use on future invoices.
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</div>
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===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>
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 +
In the '''Options''' tab, you can configure the following invoice settings:
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* '''Invoice Date''' — The date on which the system generated the invoice or you created it.
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* '''Payment Method''' — The payment method that the system will attempt to use to pay the invoice.
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* '''Invoice #''' — The invoice number.
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* '''Due Date''' — The invoice's due date.
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* '''Tax Rate''' — The rate at which the system will tax the items in the invoice.
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* '''Status''' — The invoice status.
  
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==Creating Custom Invoices==
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===Credit===
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In the '''Credit''' tab, you can add credit to the invoice.
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* To add credit from a client's balance to an invoice, enter the desired amount under '''Add Credit to Invoice''' and click '''Go'''.
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* To remove credit from an invoice, enter the desired amount under '''Remove Credit from Invoice''' and click '''Go'''.
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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.
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===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.
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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.
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====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.
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# Select the desired type from '''Refund Type''':
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#* ''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.
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#* ''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.
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#* ''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.
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# 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'''.
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#* 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).
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# If you do not want to send a refund confirmation email, uncheck '''Send Email'''.
 +
# Click '''Refund'''.
  
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With WHMCS, you can generate an invoice whenever you want.  This is very useful for many reasons, some examples are:
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====Reversing Affiliate Commission====
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*Overusage Charges
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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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*Web Design
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*Other Services
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* When you perform a full refund, WHMCS automatically reverses all of the associated commissions.
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*One Off Sales/Custom Pricing
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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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* 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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The steps to do this are below...
 
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#Locate the client you wish to generate an invoice for
 
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#From the client summary page, click the Create Invoice link in the Actions panel
 
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#You will now be presented with a new blank invoice
 
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#To add items to the invoice, simply enter a description and amount in the empty boxes at the bottom of the list of Invoice Items
 
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#Once you have added all the items to the invoice, select the "Options" tab at the top - from here you can configure the payment method, invoice date and due date - on completion, click Save
 
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#Finally, to send the client an email letting them know about the new invoice, select "Invoice Created" from the dropdown menu located on the Summary tab (top right).
 
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==Automatic Grouping of Items==
 
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WHMCS will automatically group products & services, addons and domains due on the same date, with the same payment method and by the same person onto a single invoice.  This means the customer only needs to make one transaction making it easier for them and reducing your transaction fees. It is also important the "Separate Invoices" option remains unticked under the client's Profile tab or Client Group.
 
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Of course a client can also do this for themselves for invoices due on different dates using the Mass Pay feature from the client area.
 
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==Creating Mass Pay Invoices==
 
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When enabled under '''Setup > General Settings > [[Invoice_Tab#Enable_Mass_Payment|Invoices tab]]''' clients can pay several invoices in a single transaction, this is quicker and more convenient, plus it reduces your transaction costs. When enabled ''Pay Selected'' and ''Pay All'' options will be displayed on the client area homepage, they can be used to pay only certain invoices or pay all unpaid invoices respectively.
 
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Staff can also create mass pay invoices under a client's Invoices tab by selecting the relevant invoices and clicking the ''Mass Pay'' button beneath.
 
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A new invoice will be generated containing the invoice numbers of the original invoices (one invoice per line). The client should then pay this invoice and the credit will then be used to pay the original invoices.
 
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==Creating Add Funds Invoices==
 
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If enabled under '''Setup > General Settings > [[Credit Tab]]''' clients can deposit funds into their account, this will be stored in the form of account credit which can be used to pay for future purchases.
 
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Staff can also create add funds invoices by clicking the ''Create Add Funds Invoice'' link under the client's Summary tab. This is particularly useful for charging a specific amount to a clients credit card.
 
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==Splitting & Merging==
 
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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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#Begin by locating the invoice containing the line items you want to split
 
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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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#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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#Once there, you need to select the '''Invoices''' tab
 
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#Next, tick the checkboxes next to the invoices you want to combine
 
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#And finally to complete the process, click the '''Merge''' button located at the bottom of the list
 
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[[File:Videotutorial.png‎|center|link=http://www.youtube.com/watch?v=0RYjgy5wjMI|Watch Video Tutorial]]
 
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==Credit Card Processing Settings==
 
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If you use a credit card merchant gateway with WHMCS, you can configure the way in which charges are handled automatically in '''Setup > Automation Settings'''.  You have 3 different options which are explained below:
 
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===Attempt Charges Daily===
 
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This is the default setting and means WHMCS attempts to capture payments for all unpaid invoices that are due each day
 
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===Attempt Only Once===
 
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Ticking the box for this will mean that WHMCS only attempts to capture payment for an invoice once and if it fails, will send an email to the client notifying them and not attempt it again until the client logs in and enters new credit card details
 
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===Retry Every Week Week For===
 
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With this setting, you can specify for WHMCS to attempt to capture the payment for due invoices on the due date and then once every week after that until it succeeds or until the limit you specify for retries is reached.
 
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==Continuous Invoice Generation==
 
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Continuous Invoice Generation refers to whether invoices are created for items that are unpaid.  It is best explained through the use of an example.
 
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Take for example a hosting account paid monthly.  The user places their order in January.  They receive an invoice and they pay their invoice.  In the following month, the user gets their next invoice and they pay that.  Then in March, the user receives their invoice but they don't pay it because they no longer wish to use the account or simply because they miss the emails about it. With continuous invoice generation disabled, the user would not receive any furthur invoices until the March invoice has been paid.  However, with continuous invoicing enabled, the user would receive invoices every month until the account is set to terminated, regardless of whether the item has been paid for or not.
 
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===Enabling Continous Invoicing===
 
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To enable this feature, go to '''Setup > General Settings > Invoicing''' and tick the checkbox next to this setting. After enabling this option, if there are then users who are due invoices for months which have not yet been invoiced, there will be one invoice generated on each cron run for the user for the following days after enabling this.
 
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==Proforma Invoicing/Sequential Invoice Numbering==
 
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This feature is primarily aimed at EU based companies where for accounting reasons, it is sometimes necessary to ensure paid invoice numbers are sequential.  This feature in WHMCS can of course be used by all though.
 
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===Enabling Sequential Invoice Numbering===
 
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#To enable this feature, begin by going to '''Setup > General Settings'''
 
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#Then click on the Invoices tab
 
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#Next, tick the box labelled "Sequential Paid Invoice Numbering"
 
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#In the field below, you can then specify the format you want to use for the numbering - it doesn't just have to be a number - you could for example include your companies initials and the year to differentiate invoices for each year - eg. WHMCS2007-{NUMBER} - {NUMBER} placeholder gets replaced with that invoices number
 
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#The final field allows you to set the next number to be assigned to an invoice.  Each time an invoice is paid, the number increases by 1.  You can alter the number here, such as when removing an invoice or at the beginning of a new year if you want to start at 1 again.
 
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That's all there is to it!  Sequential invoice numbering is now enabled and each time an invoice is paid, the next number in the sequence will be applied.
 
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===Proforma Invoicing===
 
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The sequential numbering is most often used in conjunction with proforma invoicing.  If you want to do this, then you need to make a few template changes aswell to reflect the different names - Proforma invoice when unpaid and Invoice once paid.  Instructions can be found in the viewinvoice.tpl and invoicepdf.tpl files where the changes need to be made - just need to uncomment the commented out code you will find in those files.
 
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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>
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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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−
 
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Use the '''Notes''' tab to view and enter notes about the invoice.
−
==Setting the Starting Number==
 
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WHMCS allows you to set the next invoice number that is generated.  This is useful for if you want to start invoicing at a number other than 1 or start invoices for a new year from a new number.  You do this as follows:
 
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*Go to '''Setup > General Settings > Invoices tab'''
 
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*Enter the next number to assing in the "Invoice Starting #" field
 
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*Click Save
 
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The value will then disappear from the field but the next invoice will be assigned that number.
 
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==Group Similar Line Items==
 
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By enabling this option in '''Setup > General Settings > Invoices tab''' any identical line items will automatically be combined into one summarised quantity format. For example:
 
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−
  Monthly Lease $15.95
 
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  Monthly Lease $15.95
 
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  Monthly Lease $15.95
 
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−
becomes
 
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  3 x Monthly Lease @ $15.95  $47.85
 
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This format is only used in the client (printable) invoice, the admin area invoice will still display each item on an individual line.
 
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−
 
 
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==Common Problems==
 
−
There may be occasions where invoices are not generated as expected by the system. The problem is usually a misconfiguration or human error, please refer to the [[Invoicing Issues|Invoicing Issues page]] for an explanation of the symptoms, causes and fixes.
 

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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