What this page covers

This tutorial walks the wholesale admin through the full invoice workflow for a single order: finding an order, creating an invoice draft, adjusting shipping and notes, sending the invoice to the buyer, printing, recording partial or full payments, issuing refunds, and voiding or deleting when appropriate.

Key ideas

• Draft: private to you. Buyer cannot see it yet.
• Sent: delivered to buyer and visible in their account.
• Paid: balance is zero or less after recorded payments.
• Void: keeps a record but removes it from A/R. Use when an invoice was sent by mistake or replaced.
• Delete: removes a draft invoice. Use before sending.

1) Find the order you want to invoice

1. Go to the Invoices page. You will see a search box labeled "Find Order" and a table called "Recent Orders".
2. Use the search field to filter by order information, for example order number. Press Load to refresh the list.
3. If the order shows an invoice status chip:
   • PAID or VOID: you can view and print.
   • SENT: you can view, print, or void.
   • DRAFT: open the draft to edit or send.

2) Start an invoice draft

1. In the order row, choose Preview or Open Draft. This loads the Invoice Preview page.
2. The preview shows your brand block, Bill To details, order dates and terms, and a lines table with calculated totals.
3. The page header shows a status chip. For new invoices you will see DRAFT (new).

3) Adjust shipping and owner note

On the Invoice Preview page, use the Save Invoice (Draft) card:

• Shipping Charge: enter a non-taxable shipping amount. The total will update on preview and on save.
• Owner Note: optional message that appears on the invoice visible to the buyer. Limit 255 characters.

Click Save as Draft to store your changes without sending, or Save & Send Now to send immediately.

4) Send the invoice

1. From the actions area, choose Send Invoice. If you edited shipping or note, the page will copy those values into the send action for you.
2. Confirm the prompt. The system sets status to Sent and, if the order was Pending, auto-confirms it.
3. Buyer users who are opted in for invoice emails will receive a notification. The invoice becomes visible to the buyer.

5) Record payments (partial or full)

1. Once an invoice is Sent, the Payments card appears under the preview.
2. Use Amount, Method, Date, Reference, and Note, then click Record Payment.
3. The history table lists each payment. The Balance indicator shows remaining amount due.
4. When the balance reaches 0.00, the invoice status updates to Paid automatically.

6) Issue refunds

1. Use the Refunds card to record a refund or credit after payment.
2. The refund amount cannot exceed the total paid to date.
3. If a refund reopens a balance on a Paid invoice, status returns to Posted so you can collect the difference.

7) Void vs Delete

• Delete: available for Draft invoices only. Removes the draft completely.
• Void: available for Sent or Posted invoices. Keeps an audit trail and communicates that the invoice is not collectible.
• Paid invoices cannot be voided. Record a refund instead.

8) Printing

Use Open Printable from the actions area to open a printer friendly invoice in a new tab. This view removes site chrome and is suitable for printing or saving as PDF.

9) Common messages and how to resolve

• Order ID is required: open this page by using Preview from the order list so the order id is provided.
• Order not found: verify that the order belongs to your tenant and is still pending, confirmed, or allocated.
• Invoice has already been sent and cannot be modified: record payments or void. Do not overwrite a sent invoice with Save.
• Invoice is already paid: additional Save is blocked. You can still print or issue a refund.
• Refund cannot exceed amount paid: reduce the refund amount to be less than or equal to total paid minus prior refunds.
• Only sent invoices can be marked paid: send the invoice first, then record the payment.

10) Audit trail

Every significant action creates an entry in the order status history, including draft saved, invoice sent, invoice paid, invoice voided, and payment or refund events. This preserves who did what and when.

11) Quick reference

12) Tips

• Use the search on the Invoices page to find orders quickly by order number.
• Keep Owner Note short and buyer friendly. The note appears on the invoice.
• If shipping changes after you send, record a payment or refund for the difference, or void and reissue if needed.
• The balance chip in Payments helps you confirm when an invoice is ready to mark paid.