Issued invoices

On this tab, you can find the customer’s invoices.

Specify one or more of the search criteria listed below and click Search. Click Default filters to reset the search criteria.

Find the invoice by its number.

Find an invoice by its status:

• Any – search for all invoices of the customer, regardless of their status.
• Generated – filter already generated invoices.
• Under review – filter the invoices that require your review and approval. If any issues are found, you can fix them before the invoices are sent to customers.

Filter invoices issued within the selected period. Click Calendar to choose the date range.

Filter invoices whose covering period includes the specified date. Click Calendar to select the date.

Select the checkbox to see the voided invoices in your search results.

The invoice list includes the following columns:

This is the invoice payment status ( for already generated invoices) or review status ( for invoices that require your approval).

This is the invoice sequence number. Click on it to download the invoice .pdf file.

Click Action menu to perform one of the available actions:

• Adjust – apply an adjustment to an already generated invoice to reduce the amount due. For invoices under review, you can adjust the invoice total.
• Void – void an invoice if it was sent to the customer with incorrect amounts.
• Re-generate PDF – regenerate a new PDF file for an already generated invoice.
• Download – download the invoice PDF file.
• Re-issue – re-issue an invoice under review. Available for invoices under review only.
• Approve – approve an invoice under review. Available for invoices under review only.

This is the start and end of the billing period. Customers with a daily billing period will see only one date in this field, e.g., 2023-07-05.

This is the date the invoice was created.

This is the due date of the invoice.

This is the total amount of the invoice which includes all charges for the current billing period.

This is the total amount of payments made by the customer during the current billing period.

The color of the numbers in this column corresponds to the invoice status (e.g., green means “paid in full”, orange – “partially paid”, and gray is used for invoices “under review”).

If no invoices were generated in the previous billing periods (e.g., invoicing has been disabled for a customer due to human error), and the customer made a payment that covered charges from those billing periods, the displayed value will include that paid amount. In this case, you will see the value underlined with dots. You can hover over it to see the corresponding tooltip.

This is the total of transactions that adjust (decrease or increase) the customer balance during the current billing period:

• Balance adjustments made by the administrator on the customer panel – charges, promotional credits, refunds, etc. See theAdjust customer balance handbook for more information on transaction types.
• Adjustments made by the administrator after the invoice is created.

This is the amount the customer must pay to cover the current invoice in full ( Period total minus Paid amount and Adjustments by default).

If no invoices were generated in the previous billing periods (e.g., invoicing has been disabled for a customer due to human error), the customer may already have accumulated an outstanding balance during that time. In this case, the displayed value will include the owed amounts from previous billing periods. You will see the value underlined with dots and can hover over it to see the corresponding tooltip.

The color of the numbers in this column corresponds to the invoice status (e.g., green means “paid in full”, orange – “partially paid”, and gray is used for invoices “under review”).

Shows whether the invoice was sent to the customer.

Select one or multiple invoices and choose the needed operation.

The available operations are:

• Download – click to download a .pdf file.
• Void – click to void the invoice. Not available for invoices under review.
• Re-generate PDF – click to re-generate .pdf file. Not available for invoices under review.
• Approve – click to approve invoices under review. Available for invoices under review only.

You can adjust an already generated invoice to reduce the invoice amount due.

To adjust a specific invoice, hover over it, click Action menuand click Adjust . In the Invoice adjustment dialog specify:

• Adjustment – specify the amount to decrease the customer’s amount due. It must not exceed the Outstanding balance.
• Internal comment – type an internal comment on this transaction. It isn’t visible on the xDR panel and is accessible only from the database directly.
• Comment visible to the end user – type a comment on this transaction that’s visible both to the customer and to the administrator on the xDR panel.

Click Adjust in the dialog to complete the task.

You can also adjust invoices with Paid status that were already paid by customers (e.g., automatically by credit card). In this case the adjustment transaction is a refund which is applied to the customer’s balance.

Note that an outstanding balance can’t be adjusted for invoices that have a Previous balance remaining, No payment required, or Do not pay payment status.

An invoice under review doesn’t have a payment status yet so it isn’t sent to the customer. You can adjust the invoice total for such an invoice. For example, if you want to give the customer a promotional credit for a specific service.

If you adjust an invoice under review, the adjustment changes the invoice total and outstanding balance. The transaction is included in this invoice.

To adjust the invoice total for an invoice under review, hover over it, and click Action menuand

Adjust .

If you want to change the total invoice amount, select the type of transaction: Manual credit or Manual charge. Then in the Adjust invoice dialog, specify:

• Service – specify the service this transaction relates to.
• Adjustment – specify the amount to decrease the customer’s balance.
• Internal comment – type an internal comment on this transaction that isn’t visible in the xDR browser and is accessible only from the database directly.
• Comment visible to the end user – type a comment on this transaction that’s visible both to the end user and in the xDR browser.

Click Adjust in the dialog to complete the task.

Upon adjustment, the invoice is re-created and the invoice .pdf file is re-generated. After that the invoice appears on the web interface with an Under review status again, available for re-approval.

When you void an invoice, the system marks it as voided in the PDF file, generates a corrected invoice automatically, and notifies the customer by email. The original invoice is kept for audit purposes.

To void an invoice:

• select one or more invoices and click Void on the toolbar; or
• hover over a specific invoice, click the Action menu, and select Void.

When you void an invoice:

• All subsequent invoices for this customer are voided as well.
• The corrected invoices get new numbers.
• When an invoice with adjustments is voided, the adjustment amount is credited back to the customer’s balance. The reissued invoice shows the original amount due.

You can re-generate.pdf files for already generated invoices. This can be useful if you have made changes to the invoice template, or if a certain customer or company information was changed. Note that the Re-generate PDF action doesn’t affect any billing data. It only re-creates the invoice .pdf file with updated layouts, fonts, images, and customer and/or company information. To re-generate invoice:

• Select one or more invoices and click Re-generate PDF on the toolbar; or
• Hover over a specific invoice, click Action menu, and select Re-generate .

You can download an invoice .pdf file in one of these ways:

• Click on the specific invoice number and the invoice .pdf file is automatically downloaded.
• Hover over a specific invoice, click Action menu, and select Download .
• Select one or more invoices and click Download on the toolbar.

This option is only available when invoices with the Under review status are selected. If you have reviewed the invoice and it’s correct, you can approve it so it is automatically sent to the customer via email. To approve invoice:

• Select one or several invoices and click Approve on the toolbar; or
• Hover over a specific invoice, click Action menu, and select Approve.

You can re-issue an invoice that’s under review, for example, if you need to update the invoice template and/or recalculate billing amounts (charges, payments, refunds, invoice total, etc.).

To re-issue an invoice, click Action menu and click Re-issue. In the Invoice re-issue dialog specify whether you want to process this invoice now or during the nearest off-peak period and click Re-issue.

Once the invoice is re-issued, its status is Under review again, and the invoice is available for re-approval.

• Change table settings – click Settings in the title bar to customize columns and change row style.
• Re-order the columns – drag-and-drop the column headers right or left to place the columns in the order you want.
• Re-order the rows – click the arrow ( or ) next to the column header to re-sort the rows. For example, the invoices panel displays invoices in chronological order starting from the newest one. You can re-sort them in the reverse order.
• Change the default number of results globally – use the Number of rows per page dropdown list in the lower-right corner to adjust the maximum number of rows displayed on the tab.