Invoices and receipts
How companies order on invoice, how invoice numbers and due dates work, what the PDF says, and how to mark an invoice as paid. Card orders get a receipt.
How-to guide3 min read
Business customers whose company has invoice terms can order now and pay later. Everyone else pays at checkout and gets a receipt.
Who can order on invoice
At checkout, a buyer can choose to pay by invoice instead of by card when:
- their email belongs to a customer in a company, and
- the company's payment terms are Invoice, and
- if the company is linked to MAM, MAM doesn't have the account on stop.
See Customers and companies to set this up.
What happens when they order
An order on invoice is placed straight away, without a card payment. It gets:
- the payment status On invoice
- an invoice number: your invoice prefix from Settings, such as
INV-, and a number of its own, such asINV-1042. Invoice numbers count separately from order numbers, without gaps. - a due date: the day of the order plus the company's number of days, such as 30
The buyer gets the Invoice email with the invoice attached as a PDF, instead of the order confirmation. Your team gets the usual new order notification, marked as on invoice. The stock is taken and, with MAM on, the order is sent to MAM.
The invoice
The PDF shows:
- your seller details from Settings: legal name, address, VAT number and registration number
- the buyer's company, name, email, VAT number and billing address
- the invoice number, order number, date and due date
- each line with quantity, price, VAT rate and amount, then shipping, the discount and the total
- VAT by rate, marked as included when your prices include VAT
- a note when the order is reverse charged, sold under the One Stop Shop or exported outside the EU. See Shipping and taxes.
- what to pay, by when, and the invoice number to quote
Download it again from the order at any time. Once the invoice is marked as paid, the PDF says Paid. Thank you.
Mark an invoice as paid
When the money arrives in your bank, open the order and select Mark the invoice as paid. Add a note if you like, such as the bank reference, for the order's history. The payment status becomes Paid. Editors and Admins can do this.
Overview counts unpaid invoices, and how many are overdue. Orders show Invoice overdue once the due date has passed. Commerce Orbit doesn't send payment reminders yet, so follow up overdue invoices yourself, for example with Email the customer.
If your company accounts live in MAM, MAM also makes its own invoice for orders it takes. Decide which one your customers should pay, and tell them.
Receipts for card orders
Orders paid by card don't get an invoice number. Instead, a receipt in the same layout, saying when it was paid, can be downloaded from the order in Commerce Orbit and from the customer's order page. The confirmation email links to that page.
Changing an invoice
An invoice can't be edited once the order is placed. To lower what the customer owes, refund part of the order: on an invoice order this moves no money and keeps the order on invoice. To call it off completely, cancel the order before it is sent. See Refunds and cancellations.
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