ইনভয়েস ও পেমেন্ট

Everything about money lives in the Billing menu of the admin area, with two more pages under Setup: Tax Configuration and Currencies. This chapter follows an invoice from the moment it is made to the moment it is paid, refunded or written off. How the cron creates renewal invoices is in Automation; how clients see and pay them is in The client area.

The Billing menu

The invoice list

Billing → Invoices has status tabs with counts: All, Draft, Unpaid, Overdue, Paid, Cancelled, Refunded, Collections and Payment Pending. Overdue is not a status of its own: it is an Unpaid invoice whose due date has passed, and it carries a red Overdue badge. Filter by text (invoice number, client name, e-mail, a word in a line item), by client, by payment method and by a date range on the invoice date, due date or date paid. Columns sort by a click.

Tick invoices and use With selected: Mark Paid, Mark Unpaid, Mark Cancelled, Send Reminder, Apply Credit or Delete. Each row has Edit and PDF.

The invoice page

Click an invoice. The header shows the status, the client, the dates, the total and the balance. The buttons: Print, Download PDF, Send Invoice (the Invoice Created e-mail), Send Reminder (Invoice Payment Reminder), Mark Paid or Mark Unpaid, Cancel and Delete. Five tabs hold the work.

• Summary - the line items. Each line has a Description, an Amount, a Taxed tick and a Delete tick. Add a line, press Save Changes, and the sub total, both tax levels, the credit, the total, what is Paid and the Balance are recalculated.
• Options - Invoice Date, Due Date, Date Paid, Status, Payment Method, Notes shown to the client and Admin Notes.
• Add Payment - see below.
• Credit and Refund - see below.

Below the tabs a table lists the invoice's transactions with Amount In, Fees and Amount Out.

Lines created by the system carry a type shown in small grey text under the description: Hosting, Addon, Domain, DomainRegister, DomainTransfer, DomainRenew, Upgrade, AddFunds, LateFee, Billable or plain Item. When an invoice is paid, the system reads these types to activate the service, register or renew the domain, or put the money in the client's credit (AddFunds). A line you type yourself is an Item and does nothing but charge.

Statuses: Draft (no number yet, hidden from the client), Unpaid, Paid, Cancelled, Refunded, Collections and Payment Pending (a gateway has the payment in flight). A paid invoice cannot be cancelled: refund it first. Your role needs Edit Invoice, Delete Invoice and Refund Invoice Payments for those buttons.

Create Invoice

Billing → Create Invoice: choose the client, write the lines (description, amount, taxed or not; Add Line gives more rows), set Invoice Date, Due Date (default: today plus the Payment Terms setting), Payment Method and Status (Unpaid or Draft). Tick Send Email to send the Invoice Created e-mail at once. Apply Credit is ticked by default and uses the client's credit balance first. The invoice is made in the client's own currency.

Add a payment

On the Add Payment tab fill Date, Amount, Transaction ID, Payment Method, Transaction Fees and Send Confirmation Email. A payment that covers the balance marks the invoice Paid and sets the services and domains in motion. A part payment leaves it Unpaid with a smaller balance. If the client pays more than the balance, the surplus goes to their credit.

Credit

The Credit tab shows the client's credit balance. Apply Credit takes an amount (not more than the balance) off an Unpaid invoice. Remove Credit gives the credit on that invoice back to the client. With the credit setting Automatically Apply Credit on, new invoices use credit as they are created. The page Billing → Credit Balances lists the clients that hold credit and the whole credit log (date, client, description, amount, invoice, who did it); its Add / Remove Credit form takes a client, an action, an amount and a description.

Refunds

The Refund tab asks for a Transaction (needed for a gateway refund), an Amount (not more than what was paid), Refund to and whether to tell the client.

Every refund adds a transaction with an Amount Out.

Numbers and PDFs

Invoice numbers are given when an invoice stops being a draft. In Setup → General Settings → Invoices: Next Invoice Number, Invoice Number Format with the placeholders {YEAR}, {MONTH}, {DAY} and {NUMBER} (empty means the bare number), and Number Padding (zeros up to a length). For example format INV-{YEAR}{NUMBER} with padding 5 gives INV-202600042. The same tab holds Payment Terms (days), Invoice Generation Days, Attach PDF Invoices, the late fee (Late Fee Type, Amount, Days, Minimum, Tax the Late Fee) and the reminder and overdue notice days. A late fee is added once per invoice, as a LateFee line, unless the client has the late-fee override switched on. The PDF is made by the script itself, with no extra software, and is the same file the client downloads. See Settings.

Tax

Setup → Tax Configuration: Enable Tax; Tax Type (Exclusive, tax added on top, or Inclusive, prices already contain it); Compound Tax (level 2 is charged on the amount plus level 1); Tax Domains; Tax Late Fees; Show Tax Estimate in the cart; and Level 1 Label and Level 2 Label (for example VAT). Below, two tables of rules - Level 1 and Level 2 - each with Name, Country, State and Tax Rate %. Country and state may be left on Any. The first rule that matches the client's address is used. A line is taxed only when its Taxed tick is on, and a client marked tax exempt pays no tax at all.

Currencies

Setup → Currencies lists each currency with Prefix, Suffix, Format (1,234.56 or 1.234,56 or 1234.56 or 1,234), Exchange Rate, a Default radio and the number of clients. The rate says how many of that currency one unit of the default buys. Update Exchange Rates fetches fresh rates (a tick lets the cron do it); Update Product Prices recalculates product prices in the other currencies from the default. The default currency cannot be deleted. A client's currency is fixed when they are created, so add currencies before you sell in them.

Transactions

Billing → Transactions shows every payment, fee and refund with filters and totals. Add Transaction takes Client (or an Invoice ID), Date, Payment Method, Description, Amount In, Fees, Amount Out, Transaction ID and, when an invoice is given, Mark invoice paid. Edit or delete needs the roles Edit Transaction and Delete Transaction.

Quotes

Billing → Quotes has a tab per stage: Draft, Delivered, On Hold, Accepted, Lost, Dead. A quote is for an existing client or a prospect (name, company, address, e-mail), has a Subject, Proposal Text, Valid Until (default 30 days), Customer Notes, and lines with Description, Qty, Unit Price, Discount and Taxable. Buttons: Download PDF, Send to Customer (stage becomes Delivered), Convert to Invoice, Duplicate, Delete. Clients see their quotes in their own area and can accept them there.

Billable items

Billing → Billable Items are charges you add as they happen: Client, Description, Hours / Qty, Amount, Due Date and an Invoice Action: Don't Invoice for Now, Invoice on Next Cron Run, Invoice as Normal on Due Date or Invoice Now. Recur Every (number and Days, Weeks, Months or Years) and Recur For (times, 0 until stopped) repeat the charge. An invoiced item shows as a Billable line.

Offline payments

Billing → Offline Payments: choose a Client, press Show unpaid invoices, tick the invoices, give Amount to record for each, and fill Date, Payment Method, Transaction ID (one reference for all), Transaction Fees (added to the first payment) and Send Confirmation Email. Record Payments posts them all.

The gateway log

Billing → Gateway Log keeps what each gateway's callback sent and how the script answered, newest first: Date, Gateway, Result and Data (View opens the full text). Filter by gateway, result or a word in the data. Clear Log empties it, or only the filtered gateway. When a client says "I paid but the invoice is unpaid", look here first - see Troubleshooting and Payment gateways.