Invoices: Settings & Customization

Invoices

The main settings for Relationship Invoicing can be configured on the “Invoices” sub-tab of the settings page.

Invoice settings screen

Below, we’ll explore the different configuration options available within this page.

Invoice Collection Settings

Select how you would prefer to collect payment for your subscribers. This setting controls the default collection method for a subscription’s first invoice.

Invoice collection settings in your Chargify site

After the first invoice is created, you may change the invoice collection method on a particular subscription. For more information, please see our documentation on changing a single subscription’s invoice setting.

Automatic Payment

When a new invoice is issued, Chargify will attempt to collect payment automatically from the payment method on file. Dunning rules will handle any failed payments. The automatic payment method is functionally same as the automatic of the legacy statement architecture.

Manual/Remittance Payment

When a new invoice is issued, Chargify will not attempt to collect a payment automatically. This rule applies even if there is a payment method on file. The remittance payment method is functionally same as the invoice billing of the legacy statement architecture.

Your customer may be sent an invoice link to manually review and remit payment. You must manage the collections/dunning process offline, as no dunning is performed on these subscriptions. Subscriptions are not canceled for non-payment and will continue to accrue charges against the subscription.

Invoice Start Number

Similar to the original setting on the legacy statement architecture, this number specifies what the first, or next, invoice number will be. This will allow you to match up the current invoice numbering in Chargify with an outside or legacy invoicing service. The field enforces a requirement that the starting number can be no less than the highest numbered invoice within your site; for example, if invoice #355 is the most recent invoice, then the starting invoice number must be at least 356.

The numbering for the first, or next, invoice on the site.

Invoice Customization

Invoice customization settings to control masthead elements.

The invoice architecture feature allows you to customize a host of options for your subscribers’ view on their invoices. Pick and choose from the following options; they will appear in the upper portion of your invoices. Deselect any of the options to hide them from your invoices.

  • Logo
    • Upload your logo from the settings screen, and it will appear on the top-left portion of the invoices that are viewed online.
  • Business Name
    • The business name associated with your merchant account in Chargify will be displayed on the invoice.
    • For more information on customizing your business name, please see the account settings here.
  • Business Address
    • The address associated with your merchant account in Chargify will be displayed on the invoice.
  • Business Phone Number
    • The phone number entered on your Chargify account will be displayed on the invoice.

Customer Address Information

There’s a combination of options that can be combined to display the name and address of the customer being invoiced. The section is separated into a billing address, Bill To, and a shipping address, Ship To. Each of these address sections in turn allows customization of the receipient name and the address.

Invoice customization settings to control customer address information.

To display the recipient’s name on the invoice, the following options are available:

  • Display only the customer’s first and last name.
  • Display only the customer’s organization name.
  • Display the customer name, then the organization name.
  • Display the organization name, then the customer name.
  • Do not display a receipient for this section.

For the billing and shipping addresses, a similar selection is available:

  • Use the payment profile’s billing address if it exists; otherwise, resort to using the customer’s shipping address.
  • Use the customer’s shipping address.
  • Use the customer’s billing address.
  • Do not display an address for this section.

Line Item Elements

Add important information that you would like your subscribers to know regarding the invoice or business practices, and personalize the items included on each invoice.

Invoice customization settings to control line items and payment information.
  • Unit Price
    • By default, invoice line items display a quantity, unit price, and subtotal amount.
    • If you wish to hide the unit price, you may deselect the checkbox here.
  • Display $0 Product Line Items on Invoices
    • This option will hide any $0 line items from products.
    • Note that this will not hide any $0 component charges.
  • Invoice Memo
    • Any information you like can be added here, and it will appear at the bottom of any invoice.
  • Payment Instructions
    • Displays on invoices for manual/remittance subscriptions.
    • It indicates how the customer should pay for their invoice. Example: “Make checks payable to Acme, Inc.”
Displaying custom fields on invoices is controlled from the Custom Fields tab under Config.

EU VAT breakdown

If enabled, subsequent invoices that are subject to VAT but billed in a non-Euro currency will contain message like below.

Invoice Emails

In addition to customizing the look and feel of invoices, merchants can decide whether or not to send emails when invoices are generated. Additionally, merchants can decide under which circumstances invoices should be sent to subscribers.

Depending on if your subscribers are on automatic or manual invoices, Chargify gives you the choice to edit separate emails for each payment method.

Configure invoice email settings for your site

Send Email when Invoice Issued for Automatic Payment

Depending on whether your subscriber is on automatic or manual-based invoicing, Chargify gives you individual control over what emails are sent. Set your automatic based subscribers to receive invoices via email by turning on this feature.

  • Off: Invoices will be generated, but not distributed to subscribers automatically upon renewal.
  • On: Invoices will be generated and will be distributed to subscribers via email.
Automatic payment email settings
Preview of invoice email

Send Email when Invoice Issued for Remittance

Set your manual/remittance-based subscribers to receive invoices via email by turning on this feature.

  • Off: Invoices will be generated, but not distributed to subscribers automatically upon renewal.
  • On: Invoices will be generated and will be distributed to subscribers via email.
Manual/remittance payment email settings

For more information on invoice-based email templates, please view our resource here for a full listing of email variables for templates.

Invoice Delivery Options

Once you turn on an invoice email, an email is always sent when the invoice total is greater than zero.

However, for those zero amount (i.e. $0) invoices, you get a choice of when they should be sent:

  • Always: Choosing this option means that the customer will always be emailed when the invoice total is zero.
  • Only if the total reached $0 from discounts or credits: Sometimes, the invoice subtotal is positive, but discounts (i.e. a large coupon) or credits bring the total due to zero. Choosing this option means that invoices with a zero subtotal will not be sent, but invoices with a positive subtotal but a zero total will be sent.
  • Never: Choosing this option means that invoice emails will not be sent anytime the invoice total amounts to zero.

Attaching PDF Invoices

If you would like to attach a PDF to the outgoing email, simply select that option when configuring your invoice emails.

Attach PDF to invoice-based emails

Net Terms Settings

Net Terms specifies the due date for each subscription’s renewal invoices. As an example, an automatic subscription with a net term of 1 will have an invoice generated on their renewal date, but it won’t automatically be paid until the day after.

The full article on Net Terms may be found here.

Language Settings

Much of the static text on an invoice, such as “Invoice” or “Invoice Number”, can be manually overriden with the language of your choice. This functionality is controlled under “Language Settings”. For more information, see the full article under Settings