Go to Invoices and then select New Invoice, located in the upper left-hand side of the Invoice page.
You can create an invoice and save it to send later or send the invoice during creation. You can send invoices to a new customer or an existing customer stored in Customer Vault.
To complete the invoice creation process:
1. Verify the business address on the invoice preview. You can edit the business address and contact information on the invoice by scrolling to the Default Overrides section of the page. Click on the Header line to expand it, and click the edit button next to the business address.
Note: To change the default contact information for future invoices, update Invoice Settings. Updating the Business Address on an invoice or in Invoice Settings does not update the address that Qualpay has on file for your account.
2. If you have more than one Payment Profile on your account, select one for your invoice from the drop-down. This will apply the Payment Profile settings (AVS, CVV, Transaction Fee, etc.) to the invoice.
Note: If your merchant account is set up for, and you select a Payment Profile configured with Transaction Fees, they will automatically be applied to the invoice. You may edit the fee to be lower than the default configured on your Payment Profile, or you may turn it off for specific Invoices. Go to the Default Overrides section of the page. Click on the Payment Page section to expand it.
3. Assign the invoice to a customer in the Billing field. Click the Add Billing Contact icon. Start entering the name of an existing customer or select Create A New Customer from the drop-down.
4. Select an existing customer by clicking on the customer name in the list and then click Update. To create a new customer, enter a Customer ID, First and Last Name or Business Name, and Email Address. Then click Update. The customer's information will appear on the invoice preview.
5. Enter an Invoice ID, an identifier up to 25 characters in length, that you will use to track the invoice.
6. The Invoice Date is set to today by default. You can change the date by selecting the calendar icon.
7. Add line item details for the invoice by clicking the Add An Item icon. In the Add Invoice Line Item modal, select from the list of Saved Line Items or enter the Description, Quantity, and Price for each item. Then click Add to add the line item to the invoice. The total for each line item will be calculated. To add additional line items, click the Add An Item icon again. Each line item will appear in the preview as you add them to the invoice.
Note: You may add a line item with a price of 0 if you have at least one other line item with a price greater than 0.
8. Optional: In the Default Overrides section of the page, add a tax rate to the invoice. Click on the Body section to expand it. Enter the tax rate in the box, and it will appear on the preview under the subtotal line.
Note: To change the default tax rate for all future invoices, update Invoice Settings. To add a Transaction Fee, you must remove your tax rate or set it to zero.
9. By default, payment is due upon receipt of the invoice. Change the payment due option by going to the Default Overrides section of the page. Click on the Footer section to expand it. If you click # of Days for Payment Due, you must enter the number of days from the invoice date on which the payment is due. If you click On Date for Payment Due, you must enter the exact date on which the payment is due. When you change the Payment Due, the invoice due date in the preview will also change.
Note: To change the default Payment Due, update Invoice Settings.
10. Optional: You may also add additional Payment Terms and Footer Notes in the Footer section. When entering information into these fields, it will display in the preview.
Note: To change the default Payment Terms and Footer Notes, update Invoice Settings.
11. Optional: Partial payments on invoices are not enabled by default. To allow partial payments, go to the Default Overrides section of the page. Click on the Payment Page section to expand it. Click the Allow Partial Payments? toggle to set it to Yes.
Note: To change the default Partial Payments settings, update Invoice Settings.
12. Optional: ACH payments are not enabled by default. To allow ACH payments, go to the Default Overrides section of the page. Click on the Payment Page section to expand it. Click the checkbox for ACH next to Additional Payment Types. You may elect to accept only ACH payments for the invoice by clicking the ACH Only toggle to set it to Yes.
Note: To change the default ACH settings, update Invoice Settings. ACH payments are only allowed for merchants approved to take ACH through Qualpay.
13. Optional: By default, receipts are not automatically sent to customers when they pay via invoice. To enable receipts, scroll to the Default Overrides section and click the Notifications section to expand it. Click the Automatically send a receipt after payment? toggle to set it to Yes.
Note: To change the default invoice receipt settings, update the Receipt Configuration.
14. To save the invoice without sending it to the customer, click the Create button on the upper right corner of the invoice page. The invoice will reload with a status of Saved.
To immediately save and send the invoice to the customer, click the Send button. Click Yes to save the invoice. Review the customer's email address in the pop-up window and click Send Invoice. The invoice summary page will load, and the new invoice will have a status of Outstanding.
Note: You cannot edit an invoice after it has been sent.