> ## Documentation Index > Fetch the complete documentation index at: https://learn.nexudus.com/llms.txt > Use this file to discover all available pages before exploring further. # Invoices > How Nexudus creates invoices, how to read their status, and how to create, edit, send, collect payment on and manage invoices. ## Overview An **invoice** bills a customer for the charges on their account: their [contracts](https://learn.nexudus.com/platform/finance/contracts.md), and the products, bookings, passes, event tickets and other charges they've bought. Most invoices are created automatically: * **Members** (customers with an active contract) are invoiced on each contract's next invoice date. Anything else they've bought since their last invoice, such as bookings or products, is added to that invoice. Nexudus checks for contracts due to be invoiced every 15 minutes, so a new contract starting today or earlier is invoiced shortly after you add it. * **Contacts** (customers without an active contract) are invoiced straight away when they buy something in the Members Portal. Charges you add to a contact's account in the dashboard aren't invoiced until you create an invoice for them. You can also [create an invoice](#create-an-invoice) yourself at any time, for example for one-off charges. Each new invoice gets the next number in your invoice sequence, its dates are set as described in [Invoice dates and due dates](https://learn.nexudus.com/platform/finance/invoices/dates-and-due-dates.md), and it's emailed to the customer if their invoice notifications are on. If the customer pays automatically, for example by card or direct debit, payment is taken on the invoice's due date. ## How to access Go to **Finance → Invoices**. To see one customer's invoices, open the customer and go to their **Invoices** tab. ![Invoices list](https://mintcdn.com/nexudus/Pe3pLOykvGoZdleH/images/platform/finance/finance-invoices.png?fit=max\&auto=format\&n=Pe3pLOykvGoZdleH\&q=85\&s=621787043df1f4a56dd42f17a8ca34a8) Each row shows the invoice number, customer, billing period, date issued, due date, total, amount due, status and the customer's payment method. Use the views to show only **Paid**, **Unpaid**, **Due**, **Refunded**, **Credit notes**, **Drafts**, **Sent**, **Not sent** or **Voided** invoices. ## Invoice statuses | Status | Meaning | | - | - | | **Unpaid** | Issued and not yet due | | **Due** | Past its **Due on** date and not fully paid | | **Partially paid** | Some, but not all, of the amount has been paid | | **Paid** | Fully paid | | **Processing** | A payment is in progress | | **Refunded** / **Partially refunded** | All or part of the payment has been refunded | | **Cancelled** | Cancelled with a credit note | | **Credited** | Credited to the customer's account | | **Credit note** | A credit note rather than an invoice | | **No auto-credit** | A credit note whose credit isn't applied to new invoices automatically | | **Draft** | A draft, not yet a legal invoice | | **Voided** | Voided: removed from the customer's balance and reports | | **Sent** / **Not sent** | Whether the invoice has been emailed to the customer | | **In Xero** / **In QuickBooks** / **In Moloni** | Transferred to your accounting system | Locations using e-invoicing also show the e-invoice's progress, such as **eInvoice processed** or **eInvoice transfer failed**. ## Create an invoice **1. Open the form** In **Finance → Invoices**, select **Add invoice**. **2. Choose the customer** Select the **Customer** and the location the invoice is **Issued by**. The items due to be invoiced to the customer are listed. Untick any you want to leave out, or use **Manage products**, **Manage contracts** and **Manage bookings** to change them. **3. Choose what to include** Choose which due items to include: * **Include all due items in this invoice**, or only due **products**, **bookings**, **passes**, **charges** or event **tickets**. * **Include contracts in this invoice**, and choose which **Contracts**. The customer's primary contract is used by default. * **Process all charges for team members**, if the customer pays for a team. **4. Choose how to issue it** * **Use available credit to pay this invoice**: pay it from any credit on the customer's account. * **Send this invoice by email to the customer**. * **Create invoice as draft**: see [Draft invoices](#draft-invoices). **5. Save** Save the invoice. If the customer's invoices are usually paid by someone else, such as their team's paying member, you're told so, and can create the invoice for that person instead. ### Draft invoices A **draft** shows what an invoice will look like before you issue it. Drafts aren't legal invoices: you can't take payment for them, and they use their own reference sequence, such as `DRAFT-0001`. Nexudus also creates drafts automatically when a customer making a booking chooses to receive a proposal instead of booking straight away. To issue a draft, tick it in the list and select **Convert to Invoice**. The draft is replaced by a real invoice with the next number in your sequence. If a draft can't be converted, one of the charges it included has probably been deleted since it was created. ## Open an invoice Select an invoice to open it. ![An invoice open in the dashboard](https://mintcdn.com/nexudus/Pe3pLOykvGoZdleH/images/platform/finance/finance-invoice-details.png?fit=max\&auto=format\&n=Pe3pLOykvGoZdleH\&q=85\&s=5a3dab5d0d7317f62958730c571028e9) The invoice shows: * **Period**, **Date** and **Due on**: see [Invoice dates and due dates](https://learn.nexudus.com/platform/finance/invoices/dates-and-due-dates.md). * **PO #** and **Purchase order number**. * **Bill to**: the customer's billing name, address and tax number at the time the invoice was issued. * The invoice lines, each with its quantity, unit price, subtotal and tax, and any amount credited. * **Payments** received, and the invoice's **Activity**. ### Edit an invoice Select a field, such as the **Due on** date or a billing detail, to change it, then save. Changing billing details only affects this invoice. To change them for future invoices, edit the customer's billing details. To change a line, select the pencil next to it. On an unpaid invoice, you can change the line's description, quantity, price, tax rate and financial account. Once an invoice has been paid, you can only change the billing details and the lines' financial accounts. > [!WARNING] > > Don't edit the number part of an invoice's reference. Changing it breaks your invoice sequence and stops automatic invoicing. If it's happened, contact Nexudus support to reset the sequence. To remove a line from an invoice that hasn't been paid, delete it. Choose whether to **include this charge in the next invoice** or delete **the associated charge** too. For booking lines, you can also cancel the booking or void its charges. To credit, refund or cancel invoices or lines, see [Credits, refunds and cancellations](https://learn.nexudus.com/platform/finance/invoices/credits-refunds-and-cancellations.md). ### Locked periods If your location has a [locked period](https://learn.nexudus.com/platform/finance/invoices/invoice-settings.md#locked-period), invoices issued before the locked date can't be edited and their lines can't be deleted. You can still refund, credit or cancel them, and record payments, as long as the new transactions are dated after the locked period. ## Payments Payments for an invoice are listed in its **Payments** section. * **Automatic payments** are taken on the due date if the customer pays by card or direct debit. * **Add payment** records a payment, such as a bank transfer or cash. **Mark as Paid** does the same from the list. * **Pay with stored card** charges the customer's saved card now. * **Pay with account credit** pays the invoice from credit on the customer's account. * **Reconcile** looks for card, GoCardless or Stripe Checkout payments that haven't been matched to the invoice yet. ### Payment links On Members Portal v5, unpaid invoices have a **Payment link**. Anyone with the link can pay the invoice online, even if the customer has no account or portal access. Copy it from the invoice's **Payments** section and send it however you like. Invoice emails include the right link automatically: customers with portal access get a link that signs them in, and customers without one get the payment link. Payment links work with card and PayPal gateways, such as Stripe, Spreedly and PayPal. They don't work with direct debit, such as GoCardless, which needs a bank account linked to a customer account. Each link only works for its own invoice and can't be used again once the invoice is paid. ## Send and download invoices From an invoice's actions, or for several invoices from **Bulk actions**: | Action | What it does | | - | - | | **Send by Email** | Emails the invoice to the customer | | **Send Unpaid Invoice Notification** | Reminds the customer that the invoice is unpaid | | **Send Receipt Notification** | Sends a receipt for a paid invoice | | **Download PDF** | Downloads the invoice as a PDF, or several as a zip file | | **Print** | Prints the invoice | To export invoice data, such as references, dates, customers and payment status, tick the invoices and export them from **Bulk actions**. ## Other actions | Action | What it does | | - | - | | **Change Contact/Member** | Moves the invoice to another customer, and optionally another location, for example when a team's paying member changes. The new customer isn't notified, but can see the invoice in the Members Portal. | | **Transfer to Xero** / **QuickBooks Online** / **Moloni** | Sends the invoice to your accounting system | | **Assign invoice number** | Gives an invoice that's waiting for a number the next one in the sequence, and sends it | ## Invoice activity Each invoice's **Activity** lists what has happened to it, such as when it was sent and paid. Use **Add note** to add an internal note. **Finance → Invoices → Activity** shows the activity for all invoices: payment attempts and their results, and invoicing emails sent to customers, such as new invoices and direct debit mandate requests. Use it to find out why a payment failed or whether a customer was sent an invoice. ## Related * [Credits, refunds and cancellations](https://learn.nexudus.com/platform/finance/invoices/credits-refunds-and-cancellations.md) * [Invoice dates and due dates](https://learn.nexudus.com/platform/finance/invoices/dates-and-due-dates.md) * [Invoice settings](https://learn.nexudus.com/platform/finance/invoices/invoice-settings.md) * [Contracts](https://learn.nexudus.com/platform/finance/contracts.md): the main source of invoices * [Revenue forecast](https://learn.nexudus.com/platform/finance/revenue-forecast.md): the invoices your contracts will generate * [Ledger](https://learn.nexudus.com/platform/finance/ledger.md): charges and payments recorded against each customer * [Payment gateways](https://learn.nexudus.com/integrations/payment-gateways.md): how customers pay This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.