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Invoicing

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Contents

Managing invoice:

HostBill stores both manually and automatically generated invoices under Payment -> Invoices section. Here, you can find a full list of all invoices. Each invoice contains following data:

  • Invoice ID: It's an automatically generated by HostBill number which is assigned to each invoice
  • Client Name: It shows the client's name to whom the invoice was issued.
  • Invoice Date: Date when the invoice was generated. Note: Date can be editable and it can be sat in the past
  • Due Date: Date up to which the invoice is required to be paid
  • Total: The total amount for a given product/service that is required to be paid by client.
  • Payment Method: A payment method that has been chosen by client during placing order.
  • Status: It's an invoice status, which may be as following: Paid, Unpaid, Cancelled, Refunded or Draft (if invoice which has been added manually hasn't been completed e.g client's name is missing)

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Moreover, here you can create a new invoice or perform a number of actions with selected invoices, such as:

  • Mark Paid: Here, you can mark a given invoice as Paid. You can use this option while payment is proceeded manually.
  • Mark Unpaid: Here, you can mark a given invoice as Unpaid.
  • Delete: Here, you can delete a given invoice form the database.
  • Send: By using this option you can send an invoice to a given client. It can be perform on client's request or after creating invoice manually.
  • PDF: Here, HostBill will download a PDF version of selected invoice, which can be printed.
  • Send Reminder to client: This option allows sending email reminders to clients who are late in terms of payment. The mail is sent automatically with the use of email templates
  • Mark Cancelled: Here, you can mark a given invoice as Cancelled, it can be used when client request cancellation of a certain product/service
  • Send Message: Here, you can compose a message to your client. Note: Instead of sending a message you can as well open a support ticket

Adding payment to invoice

HostBill is fully automated in terms of payments, however we understand that sometimes clients can't or don't want to pay by payment gateways and they prefer paying for instance by check. That's why HostBill allows adding payment to invoice manually. Once the transaction is proceeded, the invoice status is changed as Paid. More about adding transactions you will find here

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Changing status

HostBill allows you to set invoice statuses. The available statutes are: Paid (green), Unpaid (red), Cancelled (grey) and Refunded (black). Note, that Paid/Unpaid status is strictly connected with the presence or lack of payment. HostBill will 'see' a given invoice as unpaid despite changing manually its status to Paid as long as the payment isn't received.

More actions

HostBill offers a wide range of options through which you can edit or enhance invoicing. They are hidden behind More actions button.

  • Download PDF: Here, HostBill will download a PDF version of a given invoice, which can be printed.
  • Change currency: This option allows you to change currency in the invoice. The conversion is proceeded accordingly to the conversion rate which is sat in additional currency settings. More about currency settings, here
  • Refund invoice: More below
  • Send Reminder to client: This option allows sending email reminders to clients who are late in terms of payment. The mail is sent automatically with the use of email templates
  • Edit details: This option gives a possibility to edit a following invoice's details: Invoice Date, Due Date, Tax L1, Tax L2, Credit, Gateway.
  • Invoice Notes: Here, you can leave some notes concerning a given invoice which are visible for other admins.
  • Create new invoice: This option gives you possibility to create a new invoice for the same client manually.
  • Send Message: Here, you can compose a message to your client. Note: Instead of sending a message you can as well open a support ticket
  • Edit Invoice Number: The option is available only for Paid and Refunded invoices.
  • Send: By using this option you can send an invoice to a given client. It can be perform on client's request or after creating invoice manually.
  • Delete: Here, you can delete a given invoice form the database.

Moreover, HostBill gives possibility to edit or enlarge invoice content. Now, you don't have to generate another invoice for addons for already purchased products. You can simply add it to existing invoice and send it to your client as an one collective invoice. Also, you can edit a quantity and price of a purchased product.

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Splitting invoice

HostBill offers the possibility of splitting invoice items. See related video guide here

Automatically generated invoices

HostBill's main advantage is the automation. This feature is also present while generating invoices. When client places order in Client Area HostBill generates invoice and adds it under Payments -> Invoices section. Also, recurring invoices are generated automatically accordingly to the sat billing cycle. Each invoice by default is marked as Unpaid, however once the payment is received the status is automatically changed to Paid.

Manual invoices

HostBill enables you to create invoice manually. You can do so for available products, for hidden onces or for those which aren't even listed in your storage. In order to create a new invoice you need to go under: Payments -> Invoices -> New invoice button.

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New invoice is always created as a Draft. Here, you have to fill in invoice details and add product/service. When you use More option button you can select products/services which are availabe in your storage. Once you have chosen a given item HostBill will automatically fills its price in. When you decide to issue an invoice for product/service which isn't officially available you need to fill all details manually. If the invoice is ready, you need to click Save Changes and a new invoice is ready. Since it's not an automatic process you need to send an invoice to your client by using Send button.

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Creating recurring invoices

Here, we can find an automatically generated invoices, which ,however, aren't connected with any account/domain. Recurring invoices may be generated, when you agreed that a certain product/service can be paid as a hire purchase. In order to add new recurring invoice you need to go under Payments -> Recurring Invoices. The first invoice is added manually and the next ones are generated accordingly to a sat billing cycle: weekly, every 2 weeks, every 4 weeks, monthly, every 2 months, every 3 months, every 6 months, annually or biannually. The recurring invoices section stores only the firstly manually added invoice (the one which starts a given cycle), all invoces that will be generated automatically are stored under Payments -> Invoices.

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Refunding invoices & working with credit notes

Invoices in HostBill can be refunded automatically trough Invoice->More Actions->Refund invoice Following refund methods are supported:

  • Automated refund trough gateway - Payment is send back to customer using his payment method - ie PayPal
  • Add credit to client balance - Payment is added to customer balance as credit, for future purchases/invoice payment
  • Manual refund, just record - Invoice is marked as refunded, no other action is taken

After refund HostBill can automatically take certain automation tasks:

  • Terminate related hosting account
  • Close customer profile
  • Close customer profile and ban his IP address
  • Delete related account
  • Suspend related account

With Default Billing Method set in Settings->Billing HostBill can also issue credit note upon refund. Please refer to screencast below to learn how to use credit notes

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