Receipts & Invoices

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Overview

The Receipts page displays all invoices, receipts, and payment transactions. Track revenue, manage refunds, and access complete financial records for your platform.

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Invoice List

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Viewing Invoices

The invoice list displays all financial transactions:

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Invoice Statuses

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Filtering & Search

• Search by invoice ID, customer name, or email
• Filter by status (Paid, Unpaid, Overdue, Refunded)
• Filter by payment method
• Filter by date range
• Filter by amount range
• Sort by any column
• Export to CSV or PDF

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Invoice Details

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Viewing Invoice Information

1. Click invoice ID or View button
2. Review complete invoice details:
   • Customer information
   • Billing address
   • Line items with descriptions and prices
   • Subtotal, taxes, discounts
   • Total amount
   • Payment method
   • Payment status
   • Transaction ID
   • Payment date

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Invoice Actions

Download Invoice:

• Click Download PDF button
• Invoice downloads as PDF file
• Suitable for printing or emailing

Send Invoice:

• Click Send to Customer button
• Invoice emailed to customer
• Includes payment link if unpaid

Print Invoice:

• Click Print button
• Opens print-friendly version
• Includes company branding

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Payment Management

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Recording Manual Payments

For invoices paid outside the system:

1. Find unpaid invoice
2. Click Mark as Paid button
3. Enter payment details:
   • Payment Date: When payment received
   • Payment Method: How customer paid
   • Transaction ID: Reference number
   • Amount: Payment amount
   • Notes: Additional information
4. Upload payment proof (optional)
5. Click Save Payment
6. Invoice status updates to Paid
7. Customer receives payment confirmation

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Partial Payments

1. Find invoice to apply partial payment
2. Click Add Payment button
3. Enter partial payment amount
4. Add payment details
5. Save payment
6. Invoice shows remaining balance
7. Status updates to Partially Paid

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Refunds & Credits

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Processing Refunds

1. Find paid invoice to refund
2. Click Refund button
3. Select refund type:
   • Full Refund: Entire amount
   • Partial Refund: Specific amount
4. Enter refund amount (if partial)
5. Select refund method:
   • Original Payment Method: Refund to card/PayPal
   • Account Credit: Add to customer balance
6. Add refund reason and notes
7. Confirm refund
8. Payment gateway processes refund
9. Customer receives refund confirmation

Refund Processing Times:

• Credit Card (Stripe): 5-10 business days
• PayPal: 1-3 business days
• Account Credit: Immediate
• Bank Transfer: Manual, varies

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Account Credits

Add credit to customer account:

1. Click Add Credit button
2. Enter credit amount
3. Select reason:
   • Refund
   • Promotional credit
   • Compensation
   • Other
4. Add notes
5. Save credit
6. Customer can use credit for future purchases

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Invoice Management

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Creating Manual Invoices

1. Click Create Invoice button
2. Select customer account
3. Add line items:
   • Item description
   • Quantity
   • Unit price
   • Tax rate (if applicable)
4. Add discounts (if applicable)
5. Set due date
6. Add notes or terms
7. Save invoice
8. Send to customer

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Editing Invoices

For Unpaid Invoices:

1. Find unpaid invoice
2. Click Edit button
3. Modify invoice details:
   • Add/remove line items
   • Adjust pricing
   • Change due date
   • Update customer information
4. Recalculate totals
5. Save changes
6. Resend updated invoice to customer

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Voiding Invoices

1. Find invoice to void
2. Click Void button
3. Add void reason
4. Confirm action
5. Invoice marked as Void
6. No payment expected
7. Customer notified (optional)

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Financial Reporting

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Revenue Reports

Daily Revenue:

• Total revenue for each day
• Breakdown by payment method
• Number of transactions
• Average transaction value

Monthly Revenue:

• Monthly revenue totals
• Month-over-month growth
• Revenue by product/service
• Top customers by revenue

Yearly Revenue:

• Annual revenue summary
• Year-over-year comparison
• Revenue trends and patterns
• Seasonal analysis

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Payment Method Breakdown

Track revenue by payment method:

• Credit Card (Stripe)
• PayPal
• Bank Transfer
• Account Credit
• Other methods

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Outstanding Invoices

View all unpaid invoices:

• Total outstanding amount
• Overdue invoices
• Aging report (30, 60, 90+ days)
• Customer payment history

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Export Options

• CSV Export: Spreadsheet format
• PDF Export: Printable reports
• Excel Export: Advanced analysis
• QuickBooks Export: Accounting software integration

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Best Practices

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Troubleshooting

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Quick Reference

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Invoice Status Workflow

1. Created → Invoice generated
2. Sent → Emailed to customer
3. Viewed → Customer opened invoice
4. Paid → Payment received
5. Completed → Transaction finalized

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Common Tasks

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Related Documentation