Invoices
The invoice section of Reef Pay provides a comprehensive view of all the invoices your business has issued. In this section, you can create, edit, and manage your invoices.
- Invoice Number - This is the identification number automatically generated for a specific invoice.
- Status - This indicates one of two possible statuses for an invoice:
- Pending - The invoice has not yet been paid by the customer.
- Paid - The invoice has successfully been paid by the customer.
- Name - The name of the customer associated with an invoice.
- Amount - The total amount billed to the customer.
- Due Date - The date on which payment is due.
- Created - The date on which the invoice was first created.
- Actions - The options listed here allow you to perform various actions:
- Edit (Pencil Icon) - Allows you to make changes to a pending invoice.
- Resend Invoice via Text (Phone Icon) - Allows you to resend an invoice to the customer's phone number.
- Resend Invoice via Email (Email Icon) - Allows you to resend an invoice to the customer's email address.
- Delete (Trash Icon) - Allows you to delete a pending invoice.
To access this section, select Invoices on the navigation sidebar.
Creating an Invoice
Click New Invoice to begin.
Customer Step
Select a customer from the dropdown provided. After selecting a customer, their information will be prominently displayed below.
Please confirm that the customer's information is correct!
If their information is correct, click Next to proceed.
Order Step
During this step, you will be entering order details for the invoice. Upon reaching this step, an Invoice Number and the Invoice Date will be generated automatically.
Payment Totals
Under the "Payment Totals" section, you can manually enter the subtotal, discount, tip, shipping, and tax rate for the invoice. You can enable / disable some of these fields within your General Settings.
Adding Line Items
- Using the Add Line Item field, you can search / select items from your business's inventory. After selecting an item, it will be added to the table below.
- To edit the item quantity, double-click the quantity column to edit the value.
- To remove an item, click the X icon adjacent to the item name within the Add Line Item field.
Adding Discounts
- Using the Add Discounts field, you can search / select discounts from your business's database. After selecting a discount, it will be applied to the totals found at the bottom of the page.
- To remove a discount, click the X icon adjacent to the discount name within the Add Discounts field.
After entering all the necessary order information, click Next to proceed.
Option Step
During this step, you will be presented a few final options to configure your invoice.
- Due Date - Set the date on which payment will be due.
- Send Via Email - Allow the invoice to be sent to the customer's email address.
- Send Via Text - Allow the invoice to be sent to the customer's phone number.
- Allow Split Payment - Allow the customer to pay the invoice total in installments.
If the invoice has been paid prior, click the Mark Paid button.
After completing these options, click Submit to create the invoice.
After submission, the invoice will be generated by the system and immediately displayed on the invoices page.
Editing an Invoice
- On the invoice you would like to edit, click yellow pencil icon.
- Reference the Creating an Invoice section to enter and submit your changes.
Resend an Invoice
- Locate the invoice you would like to resend to the customer.
- To send the invoice to the customer's phone number, select the green phone icon.
- To send the invoice to the customer's email address, select the blue email icon.
Viewing an Invoice
Double-click an invoice row to view the invoice receipt. The invoice receipt contains all of the vital information regarding an invoice such as the invoice number, customer information, and invoice status.