Send Invoice Now

To manually generate an invoice for an individual client, click the Send Invoice Now link in the Billing/Invoicing Tab when the tab is active, located within the orange action bar.

A preview of the invoice will be displayed, with the default grace period of the client. If you wish to change the grace period for this invoice only, change the amount of days and press the Update Preview button.

When the page initially loads the system will list any services that have renewed in the past but have not yet been invoiced.  The system will also include listings for any services that will start or renew before the due date of the invoice.  You can remove specific service listings by unchecking the box next to the ones you don't want and clicking 'Update Preview.'  The page will reload with just the selected services listed.  To start over from the beginning, just click 'Reset Invoice.'

Below the list of services to be invoiced is the listing for any account credits that may be applied.  Similar to the services, you can remove an account credit listing by unchecking the box next to it and clicking 'Update Preview.'  Any account credit value included in the invoice will be applied to the balance due on the services.  For example, if the invoice includes listings for a total of $25 due in services and an account credit of $10, the final amount due for the invoice will be $15.

When the items listed in the invoice are satisfactory, you will click one of two buttons to officially generate and send the invoice to the client.  The first is 'Send Invoice Only.'  Clicking this button will generate the invoice in the client's account and send an invoice notice to the client's email address.  If there is an amount due on the invoice, the system will consider it unpaid and list it as outstanding under the client's account.  From here, the invoice may be paid either by the admin via the Mark Payment page or by the client via the pay online link in the client interface.  If the invoice is not paid by its due date, the system will begin sending overdue notices to the client.  Clicking 'Send Invoice Only' will not attempt to charge the client's credit card.

The other option when generating the invoice is 'Send Invoice and Charge CC.'  This option generates the invoice but before it finishes, it attempts to charge the client's credit card a certain amount.  The amount is determined by the total of services and credits present in the invoice.  In the invoice preview directly below the menu of options is a note saying how much will be charged to the client's credit card.  If the amount in the preview does not look correct, check first that the services listed in the invoice are set to be automatically  charged.  You can check this by viewing the details of a service and update it by editing the service itself.  Setting the 'Auto Charge' option in the edit service popup to yes will make sure that it's outstanding balance is included in the charge total.  Once the changes are made to the services, clicking 'Update Preview' will refresh the page and recalculate the total.  Once the 'Send Invoice and Charge CC' button has been clicked, the system will attempt to process the charge.  If the charge was successful, the page will reload displaying a copy of the invoice with a note at the top saying that the charge was successful and for how much.  If the charge was declined, the error message returned by the gateway will be displayed in the invoice body and  the invoice will be considered outstanding until payment is made either by the admin or by the client.  Also if the charge is declined, a record will be entered into the charge queue for that client.  The charge will be retried by the automated script until 1) it is successful. 2) The admin marks the invoice as paid or 3) the queue entry is deleted by an admin user.