Adding invoices using the invoice wizard

The invoice wizard allows you to add an invoice and line items in one step. You also have the option to generate a payment transaction for the invoice. This is an alternative to adding invoice data using source data tables.

Here’s what we cover in this article:

• Accessing the invoice wizard
• Adding invoice details
• Adding invoice line items
• Generating a payment
• Saving your invoice

Accessing the invoice wizard

To access the invoice wizard from source data tables:

1. Navigate to Settings & Data > Sources and select a source.

2. Switch to the Invoices tab and click NEW INVOICE (WIZARD).

   

To access the invoice wizard from a customer profile:

1. Navigate to Customers and select a customer from the list.
2. Select the Billing Data tab.

3. Scroll down to the Invoices table and select ADD INVOICE.

   

This opens a wizard with two tabs. An invoice that I define myself (selected by default) allows you to add a single invoice. Select A subscription that will auto-generate a new invoice each cycle to add a manual subscription instead.

Adding invoice details

When adding an invoice from a customer profile, select a Source from the drop-down.

Under Bill to, select a customer and complete invoice details:

• Invoice # — Enter a unique identifier for the invoice.
• Invoice date — Select the date the invoice was issued.
• Due At — Select the date by which the invoice needs to be paid.
• Currency — Select the three-letter ISO code of the currency in which the invoice is billed.
• Payment method — Select Manual or Automatic (available for Stripe, Recurly, third-party and custom sources). Learn more.

Adding invoice line items

To add an invoice line item, click + ADD ITEM and select One-time, Subscription or Trial (available to accounts with free subscription support) as the line item type.

Complete invoice line item details:

• Plan / Description — Select a plan for subscriptions and trials or enter a description for one-time (non-recurring) line items.
• Subscription ID — Enter an identifier for the subscription. Required for subscriptions and trials.
• Service period — Set the service period start and end for subscriptions and trials.
• Unit Price — Enter the price for one unit (e.g., service or subscription seat).
• Qty — Enter the quantity.

ChartMogul calculates the line item Amount from the Unit Price and Qty, then sums all amounts to show the invoice Total.

Set Show all columns (advanced mode) to On to complete additional details:

• Subscription Set ID — Enter a subscription set identifier for subscriptions with multiple components.
• Prorated? — Toggle the switch to mark the line item as prorated.
• Proration Type — For prorated line items, select Differential, Full or Differential MRR. Learn more.
• Transaction Fees — Enter any amount paid to your billing system and/or payment processor for this invoice line item.
• Tax Amount — Enter any tax amount applied to the invoice line item.
• Discount Code — Enter an optional reference code for a discount.
• Discount Amount — For discounted line items, enter the discount amount.
• Discount Description — Enter an optional discount description.
• Line Item ID — Enter an optional identifier for the invoice line item.
• Event Order — Enter an optional number to specify the order of processing line items with the same service period start date. Learn more.
• Balance Transfer — Toggle the switch for the amount to be credited to or debited from the customer’s balance. Learn more.

Repeat the process to add more line items.

Generating a payment

Set Has this invoice been paid? to YES and enter a payment date to generate a successful payment transaction for this invoice.

Saving your invoice

Click SAVE to create your invoice.

Access your invoice under Settings & Data > Sources. Select the source that contains the invoice and click the Invoices tab.