What This Screen Does
This is where you view all the details of a single invoice. Think of it like opening a receipt from a filing cabinet — you can see what was purchased, who bought it, how they paid, and the full history of the order. From here you can also take actions like sending the invoice, issuing refunds, retrying payments, marking an invoice as paid, voiding it, or sending it to debt collection.
How to Get There
Open the dashboard.
In the left-hand menu, click Invoice.
Find the invoice you want to view in the list and click on it.
You are now on the Invoice Details screen.
Step-by-Step Guide
1. Review the Breadcrumb and Invoice Header
At the top of the page you will see a breadcrumb trail: Dashboard → Invoice → [Invoice Number].
The heading shows the invoice number (e.g.
INV-0042). If the invoice is a draft, it will say (Draft) next to the number.If the invoice has an external ID that differs from the invoice number, it is shown in parentheses.
2. Use the Toolbar Actions
Below the breadcrumb is a row of icon buttons. Which buttons appear depends on the invoice status and your role.
Action | Icon | When It Appears | What It Does |
Member | Person icon | Always | Opens the customer’s member profile in a new view. |
Download | Printer icon | Always | Downloads the invoice as a PDF file to your computer. |
Send | Send icon | When the invoice is sendable | Emails the invoice receipt to the customer. |
Send payment reminder | Reminder icon | When a reminder can be sent | Sends a payment reminder to the customer. |
Send to debt collection | Money icon | When the invoice is eligible for debt collection | Sends the invoice to debt collection. Warning: this automatically cancels all of the customer’s memberships. |
Mark as void | Trash icon (red) | When the invoice can be voided | Cancels the invoice entirely. A confirmation dialog will appear first. |
Delete draft | Trash icon (red) | When the invoice is a draft | Permanently deletes the draft invoice. A confirmation dialog will appear first. |
Refund | Refund icon | When the invoice is paid and not fully refunded | Opens a refund form to return money to the customer. |
3. Review the Invoice Line Items (Details Card)
The main area on the left shows a Details card listing every item on the invoice.
Each line shows:
Column | What It Shows |
Item name | The product or service description. Click it to go to the product details page (if it is a product). |
SKU | The product’s stock-keeping unit code, shown below the name. |
Quantity | How many units were purchased (e.g. x2). |
Price | The line total excluding tax (if the tax rate is inclusive, the tax is backed out automatically). |
At the bottom of the card you will see a summary:
Row | What It Shows |
Subtotal | The sum of all line items before tax. |
Taxes | Total tax (VAT) amount. |
Discount | Any discount applied to the order. |
Refunds | The total amount refunded so far (shown in red if there are refunds). |
Total | The final amount the customer owes or has paid. |
Refunding or Removing a Single Line Item
If the invoice is paid and the line has not been fully refunded, click the three-dot menu (⋮) on that line and select Refund to refund just that item.
If the invoice is a draft, click the three-dot menu and select Remove order line to remove the item from the invoice.
4. Review the Order History
Below the line items is the History card.
On the left side, a timeline shows each event that happened to the order (e.g. created, paid, payment failed), sorted from newest to oldest.
Green dots indicate successful events (e.g. Paid).
Red dots indicate failed events (e.g. Payment Failed).
Grey dots indicate other events.
On the right side, a summary box shows:
Field | What It Shows |
Order time | When the order was originally created. |
Payment time | When the payment was completed (or a dash if not yet paid). |
Completion time | When the order was fulfilled. |
5. Review Transactions (if any)
If there are payment transactions associated with this invoice, a Transactions card appears below the history.
Each transaction shows:
Column | What It Shows |
State | The transaction status (e.g. Settled, Failed). Green dot = settled, red dot = failed, grey = other. |
Error | If the transaction failed, the error reason is shown. |
Acquirer message | Additional details from the payment provider, if available. |
Date | When the transaction occurred. |
6. Review Customer Information (Right Sidebar)
On the right side of the screen is a Customer Info card.
Click the customer’s name or avatar to navigate to their member profile.
Field | What It Shows |
Name | The customer’s full name. |
Avatar | Their profile picture. |
Their email address. |
7. Review Shipping Information
Below the customer info is the Shipping section.
Field | What It Shows |
Address | The full shipping address (street, postal code, city, country). |
Phone number | The customer’s phone number. |
8. Review Payment Information (Paid Invoices Only)
If the invoice has been paid, a Payment section appears below shipping.
For card payments, it shows the masked card number (e.g.
**** **** **** 1234) and the card brand icon (Visa or Mastercard).If the card was paid externally, it shows “Payment completed externally via card”.
For other payment methods (cash, bank transfer, MobilePay, etc.), the method name is displayed.
9. Use the Payment Toolbar (Bottom of Right Sidebar)
Depending on the invoice status and your role, you may see action buttons at the bottom of the right sidebar:
Button | When It Appears | What It Does |
Mark as paid | When the invoice is unpaid (not Paid, Void, or Draft). Also appears for Inkasso invoices if you are an Owner or Box Manager. | Opens a confirmation dialog where you choose the payment method, then marks the invoice as paid. |
Retry payment | When the invoice is unpaid (not Paid, Void, Inkasso, or Draft). | Retries the payment using the customer’s original payment method. |
Create invoice | When the invoice is a Draft. | Converts the draft into a real invoice and processes it. |
Marking as Paid
Click Mark as paid.
A dialog appears asking you to confirm.
Select the Payment method from the dropdown:
Payment Method | Description |
Card | The customer paid by credit or debit card. |
Cash | The customer paid in cash. |
BankTransfer | The customer paid via bank transfer. |
MobilePay | The customer paid using MobilePay. |
Other | Any other payment method. |
Click Confirm.
You will see a green “Invoice mark as paid!” notification.
10. Refund the Entire Invoice
Click the Refund icon in the toolbar at the top of the page.
A refund dialog opens with the following fields:
Field | Required | What to Enter |
Refund amount | Yes | The amount to refund. Defaults to the full remaining amount. |
Comment | No | A note explaining why the refund is being issued. |
Click Refund to process it.
You will see a green “Refund send to customer!” notification.
Refunding a Single Line Item
Click the three-dot menu on a line item and select Refund.
A refund dialog opens with these fields:
Field | Required | What to Enter |
Refund quantity | No | The number of units to refund. Adjusting this recalculates the amount. |
Refund amount | Yes | The monetary amount to refund. Automatically calculated from quantity if set. |
Comment | No | A note explaining the refund. |
Add products to stock | No | Toggle this on if the refunded products should be added back to inventory. Only available for stock-tracked products. |
Click Refund to process it.
What Happens Behind the Scenes
Loading the Invoice
You navigate to /invoices/:id
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API call: getInvoice(id) — fetches the invoice record
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API call: getInvoiceTransactions(id) — fetches payment transactions
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(Once the invoice loads and has an order ID)
API call: getOrder(orderId) — fetches the full order with items, events, and customer info
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The screen displays all invoice details, line items, history, and customer info
Retrying a Payment
You click "Retry payment"
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API call: InvoicesService.retryPayment({ id, body: { id } })
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Invoice and order data are refreshed
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Success notification: "Payment retried!"
Marking as Paid
You click "Mark as paid" → select payment method → click "Confirm"
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API call: InvoicesService.retryPayment({ id, body: { id, status: Paid, paymentMethod } })
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Invoice and order data are refreshed
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Success notification: "Invoice mark as paid!"
Issuing a Refund
You click "Refund" → fill in amount and comment → click "Refund"
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API call: OrdersService.refund({ orderId, body: { orderId, amount, comment, ... } })
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Invoice, order, and transactions are refreshed
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Success notification: "Refund send to customer!"
Voiding an Invoice
You click the void (trash) icon → click "Void" in the confirmation dialog
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API call: OrdersService.remove({ orderId })
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Invoice data is refreshed
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Success notification: "Invoice cancelled!"
Sending to Debt Collection
You click the debt collection icon → click "Confirm"
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API call: InvoicesService.sendToDebtCollection({ id })
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Invoice data is refreshed
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Success notification: "Invoice sent to debt collection!"
Troubleshooting
“I cannot see the Refund button”
The refund button only appears when the invoice status is Paid and the invoice has not been fully refunded already.
Check the Refunds row in the totals section. If the refund amount equals the total, there is nothing left to refund.
“I cannot see the Mark as Paid button”
This button is hidden when the invoice is already Paid, Void, or a Draft.
For invoices in Inkasso (debt collection) status, only users with the Owner or Box Manager role can mark them as paid. If you do not have one of these roles, ask someone who does.
“I clicked Retry Payment but the invoice is still unpaid”
The retry sends the payment request to the payment provider. If the customer’s card is declined or expired, the payment will fail again.
Check the Transactions card at the bottom — it will show the new transaction attempt and any error message from the payment provider.
Ask the customer to update their payment method and try again.
“I tried to refund but got an error”
Make sure the refund amount does not exceed the remaining balance (total minus previous refunds).
If refunding a specific quantity, the quantity cannot be more than what was originally purchased minus what has already been refunded.
If the error persists, check your internet connection and try again. Contact support if the problem continues.
“The customer information shows the wrong person”
Customer details come from the order linked to this invoice. If the order was placed by a different person (e.g. a staff member on behalf of a customer), the order’s customer record is what appears.
Click the customer’s name to open their profile and verify the information there.
“I do not see any transactions on the invoice”
The Transactions card only appears if there are payment transactions recorded for this invoice.
Invoices paid manually (marked as paid) or via cash may not generate payment transactions.
Draft invoices will not have transactions until they are converted and payment is attempted.
“I accidentally voided an invoice”
Voiding an invoice cancels the underlying order and cannot be undone from this screen.
Contact your system administrator or support to discuss options for recreating the invoice if needed.
“I want to send the invoice to debt collection but the button is greyed out or missing”
The debt collection option only appears for invoices in specific unpaid statuses. It is not available for invoices that are already Paid, Void, Draft, or already in Inkasso.
Your role must have permission to perform this action. Check with an Owner or Box Manager.
“The PDF download is not working”
Make sure your browser allows file downloads from this site.
Check your internet connection — the PDF is generated on the server and sent to your browser.
Try again. If the issue continues, try a different browser or contact support.
“I sent a payment reminder but the customer says they did not receive it”
Reminders are sent to the email address on file for the customer. Verify the email is correct by clicking on the customer’s name to view their profile.
Ask the customer to check their spam or junk folder.
If the email address is wrong, update it on the customer’s profile and send the reminder again.