In this article, you'll learn how to manage your invoices effectively. We'll guide you through understanding invoice statuses, and sending invoices and reminders. You'll also find instructions on modifying invoice lines, recording payments, issuing refunds, and canceling invoices. For a complete overview, you can read the full article or watch the video.
Managing your invoices
To access the invoice configuration, navigate to the "Billing and Products" section on the main page and select the "Invoices" option. To review your billing settings you can refer to the Configuring your billing article.
Understanding the invoice status
An invoice line can have one of the following status:
Paid: The invoice was successfully paid
Open: The invoice was already shared with the customer, and is ready to receive a payment
Draft: The invoice is in draft mode, additional modifications can be performed if needed
Cancelled: The invoice was manually cancelled by an admin
Closed: The invoice was sent with an amount of 0, the system closes it automatically
Sending invoices & reminders
If your Invoice generation is set to "Do not send monthly invoices to clients and keep it in a draft", you will find the invoices in draft status.
To send an invoice:
Locate the invoice that you want to send
Click the 3 dots button next to its status
Select:
Open: if you want just to set the status of the invoice to Open
Open and send: If you want to share a notification to the user
Archie tip: To send more than 1 draft invoice at the time, you can click the Actions button, click send multiple draft, select the drafts that you want to send, and click Send invoices
To send a reminder:
Locate the invoice that you want the reminder to be sent, the invoice must be in Open status
Click the 3 dots button next to its status
Click "Send reminder"
Click "Send"
This will send an email to the manager of the account.
Archie tip: To send a reminder to all open invoices, you can click the Actions button, click "send global reminder", and click "Confirm"
Modifying a line in an invoice
To make a change in an invoice, the invoice status has to be "Draft"
If the invoice is already on "Paid" status, you won't be able to make changes
To change the status of an invoice to "Draft":
Locate the invoice that you would like to modify
Click the 3 dots next to its status
Click "Back to draft"
Click "Confirm"
Click again the 3 dots next to its status
Click "View/Edit"
In this view you have the option to:
Add line
Edit recipient
Add note
Number of days to pay the invoice once it's sent
Send
Pay
Archie tip: You can add a discount to an existent line by clicking the 3 dots button next to the line price, clicking edit, and setting the percentage or amount desired.
Note: The name, quantity, and unit price of an existent line can't be modified, you will need to create a new line with the information desired and delete the existent line.
Recording a payment to an invoice
To record a payment in an invoice, the invoice status has to be "Open"
To change the status of an invoice to "Open":
Locate the invoice that you would like to modify
Click the 3 dots next to its status
Click "Open" if you want just to change the status to open, and "Open and Send" if you want to open it and send an email to the account owner.
Click "Open" again to confirm
Click again the 3 dots next to its status
Click "Make a payment"
Select the payment method
Set the amount to pay
Select the payment date and time
Add a note if desired
Select if you want to send an email notification
Click Confirm
Archie tip: If you have a payment app associated (e.g. Stripe), you will be able to see stripe as payment method, if the account already has a credit/debit card associated to the system, you will need to select this method for payment. Other payment methods displayed won't trigger an action automatically, for example, if you select "Bank transfer" as payment method, it will need to be processed manually on your side.
Refunding a client for an existent invoice
To create a credit note for an invoice, the invoice status has to be "Paid"
Locate the invoice that you want to refund and click the 3 dots next to the status
Click "create a credit note"
Click the "Pay" button located at the top
Select the "Payment method" desired, and set the amount to refund
If the payment method selected is "Stripe charge", select the stripe charge for the dropdown list, and set the amount to refund
Set the payment date and time
Add a note if desired
Select if you want to send an email notification
Click Confirm
Archie tip: If you have a payment app associated (e.g. Stripe), you will be able to see stripe as payment method, if the invoice was originally paid with Stripe, selecting this method will credit back directly to the client's card. Selecting any other payment method won't trigger an action automatically. For example, if you select "Check" as payment method, it will need to be processed manually on your side.
To review the credit notes created, go to the "Credit notes" tab under the invoices settings.
Canceling an Invoice
To cancel an invoice, the invoice status must not be Paid or Closed
Once an invoice has been cancelled, it can't be opened again.
Locate the invoice that you want to cancel
Click the 3 dots next to its status
Click Cancel
The Invoice line will still be visible in the invoices section, nonetheless, its status will be cancelled, and it won't be visible on the client's side.
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