Invoices Reference

Configuring Invoice Billing

Invoice billing is turned on in the settings tab. The default option determines which payment collection method is used when customers sign up via the Public Signup Pages. The collection method can be set to either option when creating a subscription in the Admin UI or via the API.

In addition, You can set Payment Terms and Notes that will appear on the invoice. Finally, you can toggle whether or or not Invoices are emailed to customers automatically.

Creating an invoice billing subscription

Once invoice billing has been enabled, you can select the payment collection method when creating a subscription in the admin UI. The collection method will default to the option set in the site settings. Payment Collection Method does not appear if invoice billing is turned off.

Note: A subscription should only be switched to Invoice Billing if it is Active with a zero balance. Below is a screen grab from the Create New Subscription page in the UI. At the bottom, after entering customer details, you can select how to bill your Subscriber.

Viewing all invoices

When invoice billing is turned on, an Invoices tab appears under the top level Subscriptions tab. This allows you to view a list of all invoices. Invoices can be searched by number, customer and invoice state.

View invoices by subscription

You may view Invoices for any Subscription via the “Invoices” tab in the left navigation of any single Subscription view.

View invoice detail

Clicking any invoice views the full invoice detail page.

You may navigate between invoices using the “Next” and “Prev” links at the top of the invoice.

Invoice states

Invoices are always in one of the following states:

  • unpaid: Unless no payment is due when the invoice is created, an invoice begins it’s life in the unpaid state.
  • partial: An invoice is in the partial state when a partial payment has been made but there is still an outstanding balance.
  • paid: An invoice is in the paid state when a the entire balance has been paid.

  • archived: An invoice can be archived at any point in it’s lifecycle. You can use this state to simply disregard or ignore a previously created invoice.

Editing invoice amounts

Once an invoice has been created, you can perform various actions to change the amount of an invoice.

  • Enter Payment
  • Pay with Card
  • Add Charge
  • Add Credit
  • Archive
Its important to remember to resend the invoice to your Subscriber if the amount changes. .

Enter payment

This selection will allow you to record an offline payment (i.e. a check) that you received from your customer. The payment will be applied to the invoice. No interaction with your gateway will occur.

Chargify gives you the option to enter the following methods of payment against an outstanding invoice:

  • CC Payment (credit card)
  • Check
  • Cash
  • Money Order
  • ACH
  • Other

Pay with card

You may immediately charge the payment method on file. If the transaction is successful, the invoice will be marked paid. If you would like to solicit payment for your invoice via email, select Email Customer for Payment. They will be able to pay the full outstanding balance with their existing car or allow them to enter a new credit card for a one time payment.

Partial Payments

You can record a partial payment for an invoice within Chargify. Simply select the invoice you’d like to pay partially and proceed as follows:

  • Under the Actions menu, select Enter Payment
  • Enter the partial payment amount
  • The status of the invoice will be Partial
  • Enter another method of payment if the payment is split across two methods

Add charge

You can add a line item to an already existing invoice. This will immediately increase the amount of the existing invoice. It will appear as a Charge under the invoice detail. If you add additional items, you must resend the edited invoice to your Subscriber. A new invoice will not be sent automatically if the amount changes.

Create a new invoice

If you have invoice billing enabled, you can elect to create a new invoice for a customer for a one-time charge. Select Issue invoice now from the Charge Options after you select Add Charge.

Additionally, you can apply the one-time charge to the next invoice when it is generated. Select “Accrue charge until next normal renewal.” Chargify will display the date and next normal renewal amount, date of renewal and amount of renewal, less the amount you are adding.

Select Add Charge from the Actions menu.

Add credit

You can add a credit to an exisiting invoice. This will immediately decrease the full total of the invoice, by the amount credited. It will appear as a Credit under the invoice detail. If you add a credit, you must resend the edited invoice to your Subscriber. A new invoice will not be sent automatically if the amount changes.

Delete a payment

If you have recorded a payment for an invoice via an external method, you can delete the transaction if the payment is for the most recently created invoice. Navigate to the transactions tab of the Subscriber and select the external payment from the transactions list.

Payments received outside of Chargify including checks, wire transfers and cash can be recorded as external payments.

When you elect to delete a payment, you will be reminded of the repurcussions. Pay close attention to this screen, as it’s important to note what changes cause. When the payment is deleted, the invoice will also be marked unpaid.

Archive

Archiving an invoice simply marks the invoice ‘archived’. You can use this option to ignore invoice that may no longer be relevant. It will still appear in the list of invoices for a Subscription. However, the status will appear as Archived. From the actions menu of the invoice list, simply select Archive.

Dunning

Chargify does not currently enforce dunning strategies on Invoice Billing subscriptions. The subscription will remain active even when an invoice has been unpaid for an extended period of time.

Emailing invoices to your customers

You can elect to send invoices automatically to your customers via Invoice Settings.

If your customer is set to "invoice" as the payment method, they will only receive an invoice. A statement will be generated, but not emailed to the subscriber. Alternately, if your subscriber is set to "automatic" as the payment method, they will receive a statement at each recurring period.

On-Demand

You may email any Invoice to the Customer at any time by using the button near bottom of the Invoice view. There are also links for viewing the invoice as Text, HTML, or PDF. Chargify sends all Invoice emails as multi-part with both text/plain and text/html parts so that the client may choose which to render. You can also choose to send a PDF attachment as well in the “Invoice Billing” section of Settings.

Automatic invoices

Invoices can be sent to your customers automatically via email. When you choose to send Invoices automatically, they will always be sent when a new invoice is created.

Please note that statement emails are not sent to customers that have invoice billing enabled.