Every one of Rebillia’s daily operations is connected, one way or another, to invoices. Every billing event, every charge and renewal will generate an invoice in Rebillia.
Navigating to the “Invoices” interface, the dashboard will provide an overview of all invoices in Rebillia. In this interface, you will be able to quickly, and visually, get a summary of the important invoice data, like Status, Total, Balance Due, Customer and more.
Each item in each record could be further interacted with, and even follow through directly to the item’s detail page.
To provide extra comfort in searching for specific data cases, Rebillia offers two forms of data tracking – Search and Filter. These methods are stackable, meaning you can filter the view and then issue a search on top of it and vise versa.
Searching for invoices can be done using the fields Customer Name, Customer Email, Invoice Address and Invoice ID
Applying filters can be done by selecting the filter icon on the top-left of the data table and selecting one of the existing, or creating a new, filter(s). By default, Rebillia provides three pre-created filters:
- All Invoices – Removes any filter and shows all records in Rebillia.
- Due Today – Show only invoices that are due today.
- Due This Week – Show only invoices that are due within the current calendar week.
- Open Invoices – Show all open invoices (not collected yet).
- Paid Invoices – Show only invoices that have been paid.
- Refunded Invoices – Show only invoices that have been refunded.
- Created Today – Show only invoices that have been created today.
- Created This Week – Show invoices that have been created within the current calendar week.
Creating your own filter is very simple. To learn more about creating and managing filters, visit our “Data Grid Filters” documentation page.
There are several ways invoices will be generated into Rebillia:
- Checkout Process – Every checkout process Rebillia takes part of, it will create an invoice that represents the contents of the cart at checkout, alongside tax / shipping calculations and any coupons or discounts applied to the total.
- Recurring Charge – Every time an active subscription’s charge is coming up for renewal, Rebillia will generate an invoice representing the upcoming charge and its contents.
- Manual Invoice – Invoices can be manually generated by staff members in the Rebillia interfaces. To manually create an invoice, click on the “New Invoice” button on the top-right corner of the invoices dashboard page. The invoice builder will require:
- Customer – Search for a customer account in Rebillia to whom this invoice will be connected.
- Term & Due – Select the term (“On-Receipt”/Net30…) and the due date of the invoice.
- Details – Enter the line items to be billed in this invoice. Each line item will follow its own Tax, pricing and shipping rules.
- Summary – View subtotal, tax & shipping calculations, apply coupons/discounts.
- Payment – Select the payment method for Rebillia to fulfill this invoice with.
Note! – For accounts that do not have a payment method on file already, Rebillia offers a “Request new payment method” option, where Rebillia will send an email to the customer to add a payment method for the invoice
While viewing an invoice’s details page, management actions will be available under the “Manage Invoice” button on the top-right corner of the screen. The following actions can be found:
- Collect Payment
- Refund (allows full refund, partial refund, and per transaction refund).
- Print Invoice
- Send invoice by eMail.
- Download invoice.
- Cancel overdue invoice.
Note! – Not all actions are available at all times. Some depend on the invoice status
An invoice’s status will get updated according to the last transactional action taken on it. The table below describes each status available for an invoice and its description:
|Posted||Default status any new invoice created in Rebillia|
|Request Payment||When manually creating an invoice and not selecting a payment method|
|Required Authorization||When gateway filters are triggered and further action is required.|
|Paid||When a payment is collected and the balance due on the invoice is $0.00|
|Partially Paid||When a payment is collected and the balance due on the invoice is bigger than $0.00|
|Declined||When the invoice is due and the collection request has been declined|
|Refunded||When the invoice has one or more refund transactions connected to it.|
|Cancelled||When the invoice has not been collected yet, not even partially, and should not be collected.|