# Manage invoices

This topic describes how to manage invoices using the Rebilly UI.

An invoice is a commercial document issued by a merchant to a customer, relating to a sale transaction and indicating the products, quantities, and agreed prices for products or services the merchant has provided the buyer. If an invoice includes subscription items, it also includes the corresponding service periods and prices.

Invoices contain line items that may contain a product ID, plan ID, quantity, service period and pricing information. Invoices are associated with a customer, currency, and website and have an issued time, due time, and closed time when it is paid. Invoices may also have a voided time or abandoned time, if the invoice is voided or abandoned.

An invoice may have associated [coupons](/docs/settings/coupons-and-discounts), [shipping](/docs/settings/shipping), [taxes](#add-tax-information), and [credit memos](/docs/data-tables/manage-credit-memos).

For information about the invoice lifecycle, see [Invoice lifecycle](/docs/dev-docs/invoices#invoice-lifecycle).

## Add notes, attachments, or tags to an invoice

Use this process to add notes, attachments, or tags to an invoice.

1. [Log in](https://app-sandbox.rebilly.com/login) to Rebilly.
2. In the left navigation bar, press , then press **Billing**.
3. Select one of the following segments: **Paid invoice**, **Refunded invoices**, or **Unpaid invoices**.
4. In the **ID** or **Invoice number** column, press a number.
5. Scroll down to the **Timeline** section.
6. Select from the following:
Tag an email address or Rebilly support  1. In the text input field, press .
  2. In the dropdown, select a user or Rebilly support, then press **Return** or **Enter** on your keyboard.
Add an attachment  1. In the text input field, press , select a file, then press **Open** or **Attach**.
  2. Enter a message, and press **Return** or **Enter** on your keyboard.
Link a customer or transaction  1. In the text input field, press , in the dropdown, select **Customers** or **Transactions**.
  2. Select a transaction or customer, then press **Return** or **Enter** on your keyboard.
Add a note  1. In the text input field, enter a message.
  2. Press **Return** or **Enter** on your keyboard.


## Add tax information

Use this process to add tax information to an invoice. Taxes are calculated based on the invoice items, and the tax rate. For more information, see [Taxes](/docs/settings/taxes).

1. [Log in](https://app-sandbox.rebilly.com/login) to Rebilly.
2. In the left navigation bar, press , then press **Billing**.
3. Press **Unpaid invoices**.
4. In the **Invoice number** column, press an invoice.
5. On the right of **Taxes**, press .
6. Select one of the following:
  - TaxJar: Select this option to calculate taxes using TaxJar. For more information, see [TaxJar integration](/docs/app-store/tax-jar-integration/).
  - Avalara: Select this option to calculate taxes using Avalara. For more information, see [Avalara integration](/docs/app-store/avalara-integration/).
  - Manual: Select this option to manually calculate taxes.
7. Press **Save**.


## Add a new item to an invoice

Use this process to add a new item to an invoice.

1. [Log in](https://app-sandbox.rebilly.com/login) to Rebilly.
2. In the left navigation bar, press , then press **Billing**.
3. Press **Unpaid invoices**.
4. In the **Invoice number** column, press an invoice.
5. Under **Description**, at the end of the items list, press **+ Add item**
6. Enter the item details, then press **Add invoice item**.


## Abandon an invoice

Use this process to abandon an unpaid invoice.

1. [Log in](https://app-sandbox.rebilly.com/login) to Rebilly.
2. In the left navigation bar, press , then press **Billing**.
3. Press **Unpaid invoices**.
4. In the **Invoice number** column, press an invoice.
5. At the bottom of the invoice, press **Abandon**.
6. Press **Abandon**.


## Change invoice details

Use this process to change invoice details such as: billed to address, delivered to address, PO number, or tax ID number.

1. [Log in](https://app-sandbox.rebilly.com/login) to Rebilly.
2. In the left navigation bar, press , then press **Billing**.
3. Press **Billing**, **Unpaid invoices**, then select an invoice.
4. In the **Invoice number** column, press an invoice.
5. On the right of an invoice item, such as: **Billed to**, **Delivered to**, **PO number**, or **Tax ID number**, press .
6. Edit or add information, then press **Save**.


## Change an invoice item

Use this process to change an invoice item.

1. [Log in](https://app-sandbox.rebilly.com/login) to Rebilly.
2. In the left navigation bar, press , then press **Billing**.
3. Press **Billing**, **Unpaid invoices**, then select an invoice.
4. In the **Invoice number** column, press an invoice.
5. On the right of the item, press .
6. Optionally, to change the product, or service period start or end dates, select **Advanced options**.
7. Update the item details, then press **Update invoice item**.


## Collect or register a payment

Use this process to collect or register a payment for an invoice.

1. [Log in](https://app-sandbox.rebilly.com/login) to Rebilly.
2. In the left navigation bar, press , then press **Billing**.
3. Press **Unpaid invoices**.
4. In the **Invoice number** column, press an invoice.
5. At the bottom of the invoice, press **Pay invoice**.
6. In the **Amount** field, enter the amount to pay.
7. Select from the following:
  - To pay using the customer's default payment instrument, select **Process with payment instrument**.
  - To mark the invoice as paid outside out Rebilly, select **Paid outside of Rebilly**. 
If you select this option you must provide a payment method, and the time and date of the payment.
  - To pay the invoice using a hosted payment form, select **Pay with Rebilly hosted payment form**. 
This option generates a hosted payment form URL that you can share with the customer. In the hosted payment form, the customer can use an existing payment instrument, or add a new payment instrument, to pay the invoice.
8. Press **Submit**.


## Customize invoice appearance

To customize the appearance of an invoice, such as changing the logo, or to update the company information that is displayed, see [Edit an organization](/docs/settings/organizations-and-websites#edit-an-organization).

## Delete an invoice item

Use this process to delete an invoice item.

1. [Log in](https://app-sandbox.rebilly.com/login) to Rebilly.
2. In the left navigation bar, press , then press **Billing**.
3. Press **Billing**, **Unpaid invoices**, then select an invoice.
4. In the **Invoice number** column, press an invoice.
5. On the right of the item, press .


## Download an invoice

Use this process to download an invoice in PDF format.

1. [Log in](https://app-sandbox.rebilly.com/login) to Rebilly.
2. In the left navigation bar, press , then press **Billing**.
3. Select one of the following segments: **Paid invoice**, **Refunded invoices**, or **Unpaid invoices**.
4. In the **ID** or **Invoice number** column, press a number.
5. At the bottom of the invoice, press **Download invoice**.


## Email an invoice

Use this process to email an invoice to the customer. Optionally, you can configure the invoice to include a link to pay the invoice online.

1. [Log in](https://app-sandbox.rebilly.com/login) to Rebilly.
2. At the bottom of the invoice, press **Download invoice**.
3. In the **From** dropdown, select an email address to send the invoice from.
4. Optionally, in the **Cc** field, enter an email address to send a copy of the invoice to.
5. Optionally, in the **Bcc** field, enter an email address to send a blind copy of the invoice to.
6. In the **Subject** field, enter a subject for the email.
7. Optionally, to attach a PDF of the invoice to the email, select the **Attach invoice** checkbox.
8. Optionally, to include a link to pay the invoice online, select the **Include payment form link** checkbox.
9. Press **Send**.


## Edit an invoice

Use this process to manually edit the details of an unpaid invoice, such as adding, editing, or deleting items, editing invoice details, editing tax information, or editing the autopay schedule.

Note
To edit a subscription, see [Modify subscription items or settings](/docs/data-tables/manage-subscriptions#modify-subscription-items-or-settings).

1. [Log in](https://app-sandbox.rebilly.com/login) to Rebilly.
2. In the left navigation bar, press .
3. Press **Billing**, **Unpaid invoices**, then select an invoice.
4. Select from the following:
Add a new item  1. Under **Description**, at the end of the items list, press **+ Add item**
  2. Enter the item details, then press **Add invoice item**.
Delete an itemOn the right of the item, press .
Edit an item  1. On the right of the item, press .
  2. Optionally, to change the product, or service period start or end dates, select **Advanced options**.
  3. Update the item details, then press **Update invoice item**.
Edit autopay scheduleUse autopay to schedule multiple retries for subscriptions that fail to bill successfully, and to define whether to cancel the subscription after the last attempt. For more information, see [Manage autopay](/docs/data-tables/manage-autopay).
  1. Under **Autopay schedule**, press the link.
  2. Press the date picker and specify when the next payment will be automatically collected.
  3. In the **Retry attempts** section, press **Add attempt**, and specify the schedule. 
To add more attempts, press **Add attempt** and specify the schedule.
  4. In the **After each attempt** section, select the **Push renewal time forward** checkbox. 
This moves the renewal time into the future after each retry attempt. If this option is not set, the next rebill may occur while still within the retry schedule of the current rebill.
  5. In the **After the last attempt** section, select an option:
    - **Cancel subscription**: Cancels the subscription after the last attempt.
    - **Abandon invoice**: Abandons the invoice after the last attempt.
  6. Press **Update autopay**.
Edit invoice details  1. On the right of an invoice item, such as: **Billed to**, **Delivered to**, **PO number**, or **Tax ID number**, press .
  2. Edit or add information, then press **Save**.
Edit or add tax information  1. On the right of **Taxes**, press .
  2. Select one of the following:
    - TaxJar: Select this option to calculate taxes using TaxJar. For more information, see [TaxJar integration](/docs/app-store/tax-jar-integration/).
    - Avalara: Select this option to calculate taxes using Avalara. For more information, see [Avalara integration](/docs/app-store/avalara-integration/).
    - Manual: Select this option to manually calculate taxes.
  3. Press **Save**.
For more information, see [Taxes](/docs/settings/taxes).


## Export invoices as PDFs

Use this process to export invoices as PDFs. This process exports all invoices in the selected segment.

1. [Log in](https://app-sandbox.rebilly.com/login) to Rebilly.
2. In the left navigation bar, press , then select **Billing**.
3. Press **Paid invoices**, **Refunded invoices**, or **Unpaid invoices**.
4. Optionally, to specify which invoices to export, apply one or more filters. For an example, see [Export invoices for a specific customer](#export-invoices-for-a-specific-customer).
5. In the top right of the screen, press **Export**, then press **Export as PDFs**. When the report is generated, a notification is displayed in the top right corner of the page.
6. In the top right corner of the page, press , then press the file to download.


### Export invoices for a specific customer

This example shows how to export invoices for a specific customer for the last year.

1. [Log in](https://app-sandbox.rebilly.com/login) to Rebilly.
2. In the left navigation bar, press , then select **Billing**.
3. Press **Paid invoices**, **Refunded invoices**, or **Unpaid invoices**.
4. At the top of the table, press .
5. Select a filter, then press **Apply**.
6. To add more filters, press **Add filter**.
7. Apply a customer filter:
  1. In the **Filter** field, select **Customer ID**.
  2. In the **Operation** field, select **Is in**.
  3. In the **Value** field, enter the customer ID.
  4. Press **Apply**.
8. Apply a time filter:
  1. In the **Filter** field, select **Issue time**.
  2. In the **Operation** field, select **Is relative**.
  3. In the **Start** field, select **Last year**.
  4. In the **End** field, select **Now**.
  5. Press **Apply**.
9. In the top right of the screen, press **Export**, then press **Export as PDFs**. When the report is generated, a notification is displayed in the top right corner of the page.
10. In the top right corner of the page, press , then press the file to download.


## Filter invoices

Use this process to filter invoices in a data table segment based on specific criteria. For example, you can filter invoices by customer, issue time, amount, and more. For an example of filtering invoices, see [Export invoices for a specific customer](#export-invoices-for-a-specific-customer).

1. [Log in](https://app-sandbox.rebilly.com/login) to Rebilly.
2. In the left navigation bar, press , then select **Billing**.
3. Press **Paid invoices**, **Refunded invoices**, or **Unpaid invoices**.
4. At the top of the table, press .
5. Select a filter, then press **Apply**.
6. To add more filters, press **Add filter**.


## Generate a payment link for an unpaid invoice

Use this process to generate and share a payment link for an unpaid invoice with the customer.

1. [Log in](https://app-sandbox.rebilly.com/login) to Rebilly.
2. In the left navigation bar, press , then press **Billing**.
3. Press **Unpaid invoices**.
4. In the **Invoice number** column, press an invoice.
5. Press **Payment link**, then press **Copy URL**.
6. Share this URL with the customer.


## Issue an invoice early

Use this process to issue an invoice early in order to receive early payment.

1. [Log in](https://app-sandbox.rebilly.com/login) to Rebilly.
2. In the left navigation bar, press , then press **Billing**.
3. Press **Active subscriptions**.
4. In the **ID** column, press a subscription ID.
5. At the bottom of the upcoming invoice, press **Early pay**.
6. Select from the following:
Set the due date to the current date and timeSelect **Change due time to now**.
Use the existing payment due timeSelect **Leave original due time**.
Set a future or past date and time as the payment due timeSelect **Change due time to**, and specify a date and time.
7. Press **Issue**.


## Issue an interim invoice

Use this process to issue an interim invoice to the user.

When you add or remove items from an invoice, the items are added to the next upcoming invoice. Use this process to bill for changed items immediately.

1. [Log in](https://app-sandbox.rebilly.com/login) to Rebilly.
2. In the left navigation bar, press , then press **Billing**.
3. Press **Active subscriptions**.
4. In the **ID** column, press a subscription.
5. Optionally, to edit items on the invoice: press **Edit items** and make a change to the items on the subscription order. For more information, see [Modify subscription items or settings](/docs/data-tables/manage-subscriptions#modify-subscription-items-or-settings).
6. In the right of the screen, in the **Order details** section, press **Issue an interim invoice**.
7. In the **Effective date** section, to define when the order changes become effective, select **Specific date**, then select a date.
8. Select the **Add proration** checkbox. This charges the customer for the difference in cost between now and the period change.


## Issue a refund

Use this process to fully or partially refund a paid invoice to the customer.

When you refund an invoice, the corresponding original transaction status changes from `completed` to `partially-refunded`, `refunded`, or `voided`. The invoice status also changes to `partially-refunded` or `refunded`. The invoice status is displayed on the invoice, in **Data tables**, and in the **Timeline** section.

If you issue a refund before funds are withdrawn from a customers account, the original transaction status will be set to: `voided`.

1. [Log in](https://app-sandbox.rebilly.com/login) to Rebilly.
2. In the left navigation bar, press .
3. Press **Billing**, then press **Paid invoices**.
4. Select a paid or partially paid invoice.
5. Press **Refund**.
6. Enter the refund amount, then press **Refund**. If the invoice is not fully refunded, the status is `partially-refunded`.


## Reissue an invoice

Use this process to reissue an invoice to the customer. This process sends an email to the customer with the new invoice.

1. [Log in](https://app-sandbox.rebilly.com/login) to Rebilly.
2. In the left navigation bar, press , then press **Billing**.
3. Press **Unpaid invoices**.
4. In the **Invoice number** column, press an invoice.
5. At the bottom of the invoice, press **Reissue**.
6. In the date picker, select a date.
7. Press **Reissue**.


## View invoices

Use this process to view invoices. To filter invoices, see [Filter invoices](/docs/data-tables/manage-invoices#filter-invoices).

1. [Log in](https://app-sandbox.rebilly.com/login) to Rebilly.
2. In the left navigation bar, press , then press **Billing**.
3. Press **Unpaid invoices**, **Paid invoices**, or **Refunded invoices**.
4. To view the details of an invoice, select an invoice.


### View invoice related journal records

To view invoice journal records that are associated with specific invoices, see [View invoice related journal records](/docs/settings/journal-account#view-invoice-related-journal-records).

## Void an invoice

Use this process to void an invoice.

1. [Log in](https://app-sandbox.rebilly.com/login) to Rebilly.
2. In the left navigation bar, press , then press **Billing**.
3. Press **Unpaid invoices**.
4. In the **Invoice number** column, press an invoice.
5. At the bottom of the invoice, press **Void**.
6. Press **Void**.