Working With Invoices

The Intro to Relationship Invoicing contains pre-requisite information for this section.

This article discusses Relationship Invoicing, which is a new, opt-in feature for new sites. It is a replacement that unifies both statements (automatic collection) and invoices from "Invoice Billing" (manual collection).

Finding Invoices (Filtering & Sorting)

There is a new invoices tab in the main navigation that shows all of the invoices for a site. This can be located via Billing > Invoices

Listing all invoices for a site.

Additionally, each subscription also provides an invoice listing.

Listing all invoices for a subscription.

You may filter the view to invoices of a particular status using the dropdown menu.

Invoices are sorted by descending number value by default. You may click the table columns to sort by different dates or fields.

Invoice Payments

You may record a payment against any open invoice by using the “Record Payment” button when viewing an invoice in the application.

Add a payment to an invoice using the green "Record Payment" button.

You may capture payment from a credit card or manually enter payment that you received outside of Chargify (from a check or other means).

Several types of invoice payments are supported.

Prepayment balances may also be applied to an open invoice; See Prepayments below for more information.

The details of payments for a site can be found at Billing > Payments.

Listing all payments for a site.

You may filter the view to show only payments made during a particular date range. Additionally, each subscription provides a payment listing.

Listing all payments for a subscription.

This list includes the last 120 days of payments for the subscription. The “View all” link at the top of the screen will show a list of all payments for a subscription. This view is similar to the site-wide payments listing and provides the option to filter payments for a subscription by a range of dates.

In each of these lists, clicking the ID of a payment will display additional details of the payment.

Displaying payment details.

The list of all subscription payments as well as the list of site-wide payments can also be exported to comma-separated value (CSV) format.

Prepayments

Every Chargify subscription maintains a “prepayment balance” that stores amounts paid above-and-beyond any invoice due amounts. The prepayment amounts can then be applied to subsequent invoices.

The current prepayment balance can be see on the invoice listing for an individual subscription, as shown below.

The current prepayment balance is listed in a box above the invoice listing for a single subscription, along with a "View Prepayments" link to jump to the details.

The details of prepayments and their applications can be found by clicking the “View Prepayments” link near the top of the invoice listing, or via the “Prepayments” link in the subscription navigation.

The listing of all prepayment details

Of particular note on the prepayment listing is the “Amount” of each prepayment and the “Remaining” amount which can still be applied to invoices.

By clicking on any row in the prepayment listing, you can see details about that prepayment and all of the invoices to which it was applied. You may click the invoice number (i.e. INV-123) from this screen to jump directly to that invoice.

The details of a single prepayment, including all of the invoices to which it was applied.

Recording Prepayments

Prepayments are recorded in one of two ways:

  1. Clicking the “Record Prepayment” link in the “Subscription Actions” dropdown. Use this option when there are no open invoices and you want to record a payment (perhaps sent to you via check) that will apply to future invoices.
  2. Using “Record Payment” on an invoice to enter a manual payment in excess of the amount due on an invoice. Use this option when there is an open invoice to which you want to apply the payment. Any amount in excess of the amount due will be available to be applied to future or open invoices.
The "Record Prepayment" link, which is used to record a general prepayment to a subscription outside the context of an invoice.
Overpaying an invoice, which will record a prepayment for the excess.

Consuming Prepayments

The prepayment balance is consumed automatically when Chargify issues invoices with the automatic payment collection method. The prepayment balance will continue to be debited until there is none left.

Remittance payment invoices do not automatically consume the prepayment balance. You may opt to apply any existing prepayment balance to an open remittance invoice by using the “Record Payment” button and choosing the “Apply Prepayment” option. (This option is grayed out unless it can be used.)

Credit Notes

Some actions generate a credit on a subscriber account. A common example is a prorated downgrade.

Credits are captured in “credit notes” (also sometimes known as “credit memos” or “credit invoices”). A credit note is like a “reverse invoice” - it contains line items representing the amount credited to specific items (products and components) and sometimes must also “return” amounts already discounted or taxes already paid.

When a subscriber has a credit balance, the available balance is applied to an invoice when it is issued, like a payment. Credits reduce the invoice due amount, like a payment.

You can view the available credit balance from the invoice listing for a single subscription. A box above the listing shows the current “Credit Balance” and provides a link to “View Credit Notes”.

The listing of all prepayment details

Clicking the “View Credit Notes” link brings you to a listing of all credit notes on the subscriptions. It is similar to the invoice listing. At this time, you cannot view the individual details of a single credit note - that functionality is coming soon.

Voiding Invoices

If an invoice has been issued for which you no longer want or expect to receive payment, you may void the invoice. You may do this if the invoice contains a mistake or if you simply want to forgive the amount due.

The “Void Invoice” link is found in the “More Options” dropdown when viewing an invoice. This link will only appear for invoices that are eligible to be voided. To be eligible, an invoice must be open and have no payments. We will soon add the ability to void partially paid invoices.

Find the link to void an invoice.

You’ll be prompted to give a reason for voiding the invoice to confirm your intention.

Confirm your intent to void the invoice by providing a reason.

Invoices without any payments are voided by setting the status to “Voided”. These invoices will not be included in any revenue metrics and will no longer be eligible for payment.

Invoices that already have a partial payment may also have their remainder amount due voided - however, in this case a credit note in the amount of the remainder will be generated and applied to the invoice. The invoice will then appear as “Paid”.

Refunding Invoices

An invoice payment can be refunded by selecting “Refund Invoice…” from the More Actions dropdown when viewing the invoice.

Begin the refund flow by selecting "Refund Invoice..."

You’ll be prompted to select a payment to refund on the invoice. This currently applies to automatic and external payments - prepayments and credits cannot be refunded at this time.

Select one of the available payments for refund

If the payment was made on a consolidated invoice and applies to more than one segment, you’ll be given the option to select which segments you’d like to refund. Note that each segment selected must be refunded in full when refunding a payment via the consolidated invoice. If you need to partially refund one of the segments, you can do so by visiting the segment invoice directly and processing the refund.

Select which segments to refund in full

Once you’ve selected a payment, you can either refund the payment in full, or enter a partial amount (unless it is a consolidated invoice, in which case you must refund the full amount of the selected segments).

Enter an amount and a memo for the refund

After submitting the refund, you’ll see the invoice update with a new “Refunds” total in the summary, as well as an event in the invoice history linking to the refund that was generated.

Sending Invoices

Invoices may be sent to the customer via email. You may configure these emails to be sent automatically when invoices are issued via the Invoice Settings. You may also choose to send or re-send the email at any time using the “Send Invoice” button at the top of each email.

The "Send Invoice" button appears at the top left of each invoice. Note that you may choose to automatically email invoices in the settings.

The contents of the email that gets sent is configurable and customizable. The email may optionally contain a link for the customer to view the invoice online - see Online/Public Invoices below. In order to include such a link, you need to use the {{ invoice.url }} variable in the email body.

You may also choose to attach a PDF representation of the invoice to the email. This is configured in your Invoice Settings.

Online/Public Invoices

Chargify hosts a publicly-viewable version of your invoices on the chargifypay.com domain.

A sample public invoice.

There are two ways to obtain a link to one of these public invoices:

  1. From an invoice email containing the `` variable in the email body (see figure below)
  2. Copying the link from the Chargify interface under “More Options” when viewing (see figure below)
Inserting the {{ invoice.url }} tag in an invoice email.
Obtaining the public invoice URL from the interface. First click "View Invoice Public URL", then copy-and-paste from the resulting pop-up window.

These links have a lifetime of 60 days, after which they will no longer work. Generating a new link (by re-sending the invoice email or by copy-and-paste via the Chargify application) will result in a new link with a 60 day lifetime.

The online invoices allow the customer to view their invoice details, view their payments or amount due, and download a PDF of the invoice. (The ability for the customer to pay the invoice is coming soon.)

Invoice PDFs

Invoice PDFs offer a downloadable version of an invoice for your customers. There are three ways to obtain the PDF of an invoice:

  1. A “View PDF” link appears within the “More Options” dropdown when viewing an invoice in the Chargify interface.
  2. A “Download PDF” button appears at the top of each Public Invoice page.
  3. You may choose in your Settings to attach a PDF to each outgoing invoice email.

One-Time Invoices

One-time invoices allow you to sell services or items on a non-recurring basis to your subscription customers.

Creating a One-Time Invoice

Navigate to the invoice listing within the context of one of your subscriptions and click the “Create New Invoice” button.

The button to create a new one-time invoice is found within the invoice listing of each of your subscriptions.

An invoice will be created in “draft” state. You may edit most aspects of the draft invoice and add line items with a title, quantity, and unit price.

You may customize several aspects of a draft invoice.
Editable Fields

To edit the contact information, billing or shipping addresses, memo, or payment instructions, click the pencil icon for the section you wish to edit.

Line Items

To add a line item, enter your title, quantity, and unit price. Chargify will calculate the total line amount for you. Then, click “Add Line Item” and the invoice totals will update in real time. Continue this process to add as many line items as you wish.

Discounts and Taxes

Discounts and taxes are not supported at this time for one-time invoices. Support for these will come in a future update to Chargify.

Due Date

Currently, the due date is set to day when you issue the invoice (see below).

Issuing the One-Time Invoice

Issuing the invoice sets the invoice status to “Open” and allows it to be paid. Until then, it remains in Draft status - you may navigate away and come back later to finish your work, since the invoice can be found in the invoice lists.

When you issue the invoice, the following happens: