Invoicing & Payments — Overview¶
The Invoicing section (labeled Accounting in the sidebar) lets you turn priced packages into invoices, track what's owed, record payments, and generate invoices in bulk.
Sub-Sections¶
| Section | Purpose |
|---|---|
| Accounting Dashboard | A summary of what's owed, what's been earned, and recent invoice activity |
| Creating & Managing Invoices | Build an invoice from a client's priced packages, preview it, and send it |
| Payments | Apply a payment to an invoice and review your payment history |
| Auto-Generate Invoices | Create invoices in bulk for every client with priced, uninvoiced packages in a shipment or on a date |
How Invoicing Works¶
- Every invoice line item comes from a priced package — specifically, a package's content record, the same one you price on Scan to Price or Pricing Explorer. There is no way to add a free-typed line item to an invoice.
- A line item's description and amount always mirror the package's current price and content while the invoice is Unpaid. If you change a package's price in Pricing Explorer after it's already on an invoice, the invoice updates automatically — as long as that invoice hasn't been marked Paid yet.
- Once an invoice is marked Paid, its line items freeze permanently. A later price change elsewhere no longer touches that invoice, and the invoice displays a diagonal PAID watermark, on screen and when printed.
- A package can only be added to one open invoice at a time. Once it's on an invoice, it no longer appears in another invoice's list of available priced packages.
Invoice Status¶
| Status | Meaning |
|---|---|
| Unpaid | Created, not yet paid. Line items can still change as pricing changes. |
| Paid | A payment has been recorded. Line items are frozen and the invoice is watermarked. |
| Cancelled | Cancelled — see below. The invoice number and record are kept for your audit trail. |
There is no true delete
CustomerManager never permanently deletes an invoice. What looks like "Delete" in the invoice list is actually Cancel — the invoice record, its number, and its line items stay in the system for your records; the invoice is simply marked Cancelled and excluded from totals going forward. Cancelling an invoice is reserved for the Owner role.
Numbering, Payment Terms, and Tax¶
- Each invoice gets a sequential number built from your customer account's invoice prefix and last-used number, set on the Settings tab of Customer Profile.
- Payment Terms are chosen per invoice: When Invoiced (due immediately), Net 15, or Net 30. The due date is calculated automatically from the invoice date and cannot be changed after the invoice is saved.
- A default tax rate can be set on your Customer Profile's Settings tab; it pre-fills new invoices but can still be overridden per invoice (for example, for a tax-exempt client).