Invoices Reference

Bill Subscribers Manually with Invoicing

The video below gives you a brief overview on how to bill your subscribers manually using the invoice-billing method. We also cover how to receive external payments in the following video. However, please be aware that if you are recording an external payment for an invoice, it must be applied directly to the invoice itself.

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.

Enable Invoicing

In order to begin using invoice billing, you must enable this feature in your settings.

  1. Visit the settings tab in Chargify.
  2. Select the catagory on the left, Invoices.
  3. Choose the option that fits your needs:
    • Off: Invoice Billing is not an option for subscriptions
    • On: Invoice Billing is an option, but not the default
    • On: Invoice Billing is an option, and is the default
    • On: Invoice Billing is the only option for subscriptions
Enable invoice billing in your Chargify site

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.

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.

Creating Invoice Billing Subscriptions

There are a few methods you can use to create invoice-based subscribers in Chargify:

  • Configure Public Signup Pages to create an invoice or automatic-based payment subscriber. For more information on configuring Public Signup Pages to default to the invoice-payment method, please see the following article here.

  • The collection method can be set to invoice-only as an option when creating a subscription in the application. For more information on creating new invoice-only subscriptions in the application, please see the following information here.

  • Additionally, you can change the associated payment method for the subscription after it’s been created. For more information on changing payment methods on the fly, please see our documentation on editing a subscription

A subscription should only be switched to invoice billing if it is active with a zero balance.

Viewing 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 all invoices for your site

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 all invoices for a subscription

View Invoice Detail

Selecting any invoice will display the full invoice detail page

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

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.

Create a New Invoice

You can elect to create a new invoice for a customer for a one-time charge.. In order to add a new invoice to a subscription, the subscription payment method must be invoice. The following instructions are not applicable if the subscription is set to the automatic payment method.

Select "Add Charge" from "Subscription Actions"
Enter the amount of the invoice and select "Issue invoice now" to create a brand new invoice for the subscription
Example of new invoice with new charge

Additionally, you can apply the one-time charge to the next recurring invoice when it is generated. Select “Accrue charge until next normal renewal.” Chargify will increase the current balance of the subscription by this amount. On the next billing date, this amount will due plus the recurring product cost.

Editing Invoices

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. .
Select from an a list of invoice actions

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.

Enter an offline/external payment for an invoice

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
Please be aware that althought **ACH** is listed as a an option above, invoices cannot be paid by **ACH** at this time.

Select the payment method, add the payment details and add a descriptive memo to record the transaction. This amount will be deducted from the invoice. The invoice status will transition to partial or paid, depending on the amount posted.

Enter offline payment details for an invoice

Pay with Card

If you’d like to immediately charge the card on file for an invoice, you can select “Pay with Card”. This will allow you to immediately charge the card file. If the transaction is successful, the invoice will be marked paid.

Use the credit card on file to pay an existing invoice balance

Prompt Customer for Payment

If you would like to solicit payment for your invoice via email, select Prompt Customer for Payment.

This action will:

  • Send them an email letting them know that they have an outstanding invoice.
  • Give them a link where they can pay with the full outstanding balance with their existing credit card or allow them to enter in a new credit card and make a one time payment.
Prompt customer to enter payment information securely

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 change will immediately increase the amount of the existing invoice. New items added via “Add Charge” will appear as a “Charge” under the invoice detail.

If you add additional items to the invoice, you must resend the edited invoice to your subscriber. A new invoice will not be sent automatically if the amount changes.

To add a charge to an existing invoice, select Invoices from the subscription summary:

Select "Add Charge" from the actions drop down

Once you have selected the invoice that you’d like to add the charge to, fill out the information on the amount and the memo. Both the amount and the memo will be appended onto the existing invoice.

Enter the amount you'd like to add to the invoice

As we look to the appended invoice, we can see the addition of the new line item. Please be aware that if you update an invoice, you must manually send your subscriber a new copy.

View new line item in previously existing invoice

Add Credit

You may add a credit to an existing invoice. This credit 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.

select "Add credit" from the "Actions" menu in the invoice view.

One you have selected “Add Credit”, enter the amount of the credit and a short memo. The credit will be applied to the invoice immediately.

Enter the amount of the credit
View the invoice with the new credit applied

Archive

Archiving an invoice simply marks the invoice archived. You can use this option to ignore invoice that may no longer be relevant. Archiving an invoice does not affect the current revenue for the subscriber or your site. The invoice 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"
Confirm that you'd like to proceed with archiving the invoice
Once an invoice has been archived, it cannot be unarchived in the Chargify application. Please contact support if you'd like to have an invoice unarchived.

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.
Delete a recently recorded external payment from the transactions view

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.

Warning regarding deletion of external payment