Customer Invoicing & Collections

Customer Invoicing & Collections

Customer invoicing bills clients directly by email — for services, monthly dues, credit sales, or anything not paid at the register — and tracks the collection lifecycle from sent to fully paid, with the ledger updated at every step.

Where Invoices Come From

• Created by hand — line items for any customer, with typeahead search and inline customer creation.
• POS credit and partial-payment sales — a sale on credit (or the unpaid part of a partial payment, in invoice-linked mode) creates its invoice automatically, linked to the sale so paying either side settles both.
• Subscription billing — subscription products set to invoice billing generate one invoice per cycle automatically.
• Quotations — converting an accepted quote produces a draft invoice (or an order with its invoice already linked). See Sales Quotations.

The Invoice Lifecycle

• Draft — editable; add payment terms ("Net 30" computes the due date) and line items.
• Pending — submitted; posted to the general ledger and ready to send.
• Partial — some payment received; balance outstanding.
• Paid — fully settled.
• Void — cancelled (only possible before payments exist).

Pending and partial invoices past their due date show as overdue throughout the module.

Sending & the Public Invoice Page

Send emails the customer a secure link — no login needed — showing your store's branding, the line items, payments received, and the balance. The email itself carries your logo and brand color. Send tracking (count and last-sent time) shows on the invoice.

Getting Paid

Online via Maya (auto-confirmed). If your store has Maya configured (Settings → Payments — the same credentials as your online store checkout), the public page shows a Pay Online button. The client picks an amount (defaults to the full balance, partial allowed), pays by card, Maya wallet, or QR, and the payment confirms automatically — balance updated, journal posted, linked sale or subscription synced, no review needed. It appears in the invoice history with its Maya reference.

Manual submission with proof (you confirm). The client submits amount, method, reference, and an optional proof image (bank transfer or GCash screenshot). Submissions land in your review queue; confirming posts to the ledger, rejecting notifies the customer. This is the fallback below the online button, and the only option for stores without Maya.

Recorded by you. Record cash, bank, check, or card payments directly on the invoice — confirmed and journaled immediately.

Installments & post-dated checks. Split an invoice into a schedule of installments and attach PDC details per installment, with bounce handling.

Automatic Reminders (Dunning)

Unpaid invoices trigger automatic reminder emails at 3, 7, 14, and 30 days past due, with escalating tone — no manual chasing. Toggle auto-reminders per invoice. You also receive digest emails summarizing upcoming and overdue invoices.

Subscription Invoice Billing

Subscription products can bill through invoices instead of requiring payment at the POS: set the product's billing mode to invoice and each cycle generates an invoice automatically, with a grace period before auto-cancellation for non-payment. Paying the invoice (including online) extends the subscription.

Reporting

• AR Aging — outstanding balances bucketed by days overdue, per customer.
• Customer statements — invoice + payment timeline with running balance.
• Revenue reports combine POS sales and invoiced income, so nothing is double-counted or missed.

Repeat Billing: Duplicate and Recurring Invoices

For a one-off repeat ("bill them the same as last month"), open the previous invoice and click Duplicate — a fresh draft is created with the same customer, contact person, terms, and line items, dated today with the due date recomputed.

For billing on a schedule (retainers, monthly service fees), go to Recurring → + Invoice. Pick the customer (and contact person for companies), the line items, the frequency, and the first invoice date. Each cycle the system creates a submitted invoice — it immediately appears on the customer's statement, ages toward its due date, and is covered by overdue reminders. With Email each invoice automatically turned on, the invoice is also sent to the contact person the moment it's generated, so the whole billing loop runs hands-free. Pause, resume, skip a date, or end-date the template any time from the Recurring page.

Credit Notes

A credit note is the opposite of an invoice: it reduces what the customer owes without touching the original invoice. Use it for returns, overbilling, or goodwill adjustments. On the invoice page, click Credit Note, enter the amount (up to the remaining balance) and a reason. The credit gets its own CN number, reduces the invoice balance immediately, posts to your books as contra-revenue with the VAT portion split out automatically, and appears as a credit line on the customer's statement of account. A credit note issued by mistake can be voided — the balance is restored and a reversing journal entry posts.

Bad-Debt Write-Offs

When an invoice is genuinely uncollectible, use Write Off instead of Void. Voiding is for invoices that never should have existed; a write-off says the sale was real but the money will not arrive. The remaining balance moves to 6210 Bad Debt Expense, the invoice leaves AR aging and stops receiving dunning reminders, and the write-off appears on the customer's statement with your reason on record. If the customer surprises you and pays later, record the payment against a new invoice — the write-off itself stays as history.

Payment Receipts

Every confirmed payment has a printable receipt at its own link — find it beside each payment in the invoice's payment history. Customers also see receipt links for confirmed payments on the public invoice page. The receipt shows your store branding, the RCPT number, amount, method, reference, and which invoice it settled.

BIR Invoice Number

If you issue BIR-registered invoices (printed booklet or CAS), record the serial in the BIR Invoice No. field when creating or editing an invoice. It prints on the customer-facing invoice page so both documents reference each other.