Invoicing

Overview

The Invoices page displays all the invoices created for your customers. And by clicking on a specific invoice, you can have access to it to perform some actions, as listed in the Actions section.

Invoice Statuses

Create Invoices

Auto-Generated Invoice

• Subsbase automates the entire process of invoicing, starting from a new subscription sign up, when the invoice is created, to all payments made between you and your customers.
• An invoice is auto-generated in Subsbase when:
  • a new subscription is created.
  • an existing subscription is updated.
  • a subscription is billed for future renewal.
  • a customer checks out on a payment link.

Manually Created Invoice

• Any manually created invoice will be created as a draft invoice until you validate it.
• Once validated, the invoice will transition from draft invoice to an "Open" invoice.
• Draft invoices can be edited freely, unlike the validated invoices. For more details, please check Draft Invoice Actions.
• Invoices can be manually created in the Admin Portal in three ways:
  • Through Invoicing > Invoices > "Create Draft Invoice" button.
  • Through Invoicing > Drafts > "Create Draft Invoice" button.
  • Through Customers page > View Profie > "Invoices" tab > "Create Invoice" button.

Edit Invoices

• You can freely edit the draft invoices.
• However, you are only able to edit invoices that are marked as "Open" and "Overdue." In these open and overdue invoices, the only two attribute you are eligible of editing are the Invoice Narrative and the Discount.
  • You can add or remove invoice narrative through the "Narrative" tab in the invoice.
  • You can add a new discount, whether a fixed amount, percentage, or a combination of both.
  • You can also remove discount.
• However, you can apply other actions for invoices. For more details, please check Invoice Actions.

Actions

Draft Invoice Actions

• Draft invoices can be freely edited by simply clicking on the corresponding invoice to open it.
• The available actions for a draft invoice are also located in the "Actions" column.

Validate

• This action will validate the draft invoice.
• Invoice validation means that the invoice is issued and is no longer a draft.
• For more details about the issued invoices, please check out Edit Invoices and Invoice Actions.

Delete

• This action will delete your draft invoice. you can either click on the corresponding invoice itself to open it or click on the action icon located in the "Actions" column of the draft invoices list.

Narrative Tab

• Subsbase enables you to include extra text or messages in your invoices, such as headers, comments, and/or footers, using the "Narrative" tab within the Draft invoice.
• Editing the narrative in draft invoices is permitted at any time.
• You can also set up an invoice narrative template as the default for all issued invoices. To create the template, go to the Admin Portal > Settings > Invoice Settings > Narrative Template.

Invoice Actions

To access the available actions for an invoice, click on "Invoice Details" tab in the invoice.

Download PDF

• This action will download the invoice as PDF.
• Available for Open, Paid, Partially Paid, Processing, Refunded, Partially Refunded, Overdue, and Void invoices.

Mark as Paid

• This action allows you to update the invoice's status and mark it as paid, indicating that the payment has been made through one of the options listed in the dropdown.
• Available for Open and Partially Paid invoices.

To view additional actions for an invoice, click on the ellipsis (...) icon:

Manage Discount

• Apply Discount (%)
  • This action will apply a percentage discount on the invoice.
  • Available for Open, Partially Paid, and Overdue invoices.
• Apply Discount (Amount)
  • This action will apply the amount of discount you configured on the invoice.
  • Available for Open, Partially Paid, and Overdue invoices.
• Remove Discount

Send Payment Link

• This action will send an email with the invoice payment link to the customer to pay the invoice.
• When you send an invoice payment link to your customer, and they proceed to pay through that link, the payment will be considered an on-session payment. This means that the customer's payment details are exclusively used for that specific one-time payment, and we do not retain this information for future use, ensuring the highest level of security and privacy for your customers.
• Available for Open, Partially Paid, and Overdue invoices.

Request Payment

• This action will use the customer's default payment method stored in their profile to charge the invoice amount.
• Available for Open, Partially Paid, and Overdue invoices.

The "Request Payment" feature is exclusively applicable to auto-generated invoices linked to plan subscriptions and payment schedules. It cannot be used with manually created invoices (validated invoices created through Draft Invoices).

Integration Settings

• These action will push the invoice to the third party you are integrating with, like Accounting or Tax Invoicing.
• If there is no tax applied on the invoice, the "Push Tax Invoice" feature will not be available.
• If you are not integrating with any accounting systems, the "Push Accounting Invoice" feature will not be available.
• To learn more about the third-party integrations in Subsbase, please check out Accounting and Tax Invoicing.
• Available for Open, Paid, Partially Paid, Overdue, and Void invoices.

Make a Copy

• This action will create a copy in the "Draft Invoices" with the same line items and customer information.
• Available for Open invoices.

Void

• This action will change the invoice's status and mark it as void.
• Available for Open and Overdue invoices.

Narrative Tab

• Subsbase enables you to include extra text or messages in your invoices, such as headers, comments, and/or footers, using the "Narrative" tab within Invoices.
• Editing invoice narrative is only permitted for invoices with the statuses of Open and Overdue.
• You can also set up an invoice narrative template as the default for all issued invoices. To create the template, go to the Admin Portal > Settings > Invoice Settings > Narrative Template.

Additional Info Tab

The "Additional Info" tab provides a comprehensive space for additional details related to an invoice. This tab is divided into 2 sections: Custom Fields and Attachments.

Attachments

• Admins have the ability to attach files directly to an invoice. This feature facilitates the inclusion of supporting documents or additional information related to the transaction. Each attachment is subject to a maximum size of 10MB and supports the following formats: PDF, PNG, and JPEG.
• For group uploads, the total size must not exceed 30MB. You can attach multiple files, each within the 10MB limit, without any cumulative size limitations.
• Additionally, attachments in invoices can be managed via Attachments APIs.

Listing Page Actions

Download

You can select multiple invoices to carry out the following bulk actions on the Invoices page:

• Download receipt without extra fees
• Download bank transfer.
• Download cheque.
• Download direct debit.
• Download cash on delivery with extra fees.

Export All

By clicking the "Export All" button, you can view a comprehensive list of all invoices present on your site.

View Settings

Through the "View Settings" icon, you can customize the way your invoices list is displayed according to your preferences.

Search and Filters

Search

• Draft invoices can be searched by the Customer Name.
• Invoices can be searched by the Customer Name and the Invoice Reference Number.

Filters

• The filters in Draft Invoices page allow you to group draft invoices by Payment Type, Invoice Date, and Due Date.
• The filters in Invoices page allow you to group invoices by Status, Payment Type, Invoice Date, Due Date, Source Type, Payment Attempts Count, and Has Payment Attempts .

Sort by

• You can sort draft invoices by Name or Due Date.
• You can sort invoices by Name, Status, Billed on, Due Date or Invoice Reference Number.
• And by clicking on the arrows next to them, you can switch between ascending and descending orders.