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Invoicing (Receivables)

Invoicing lets you ring up a sale for a customer without collecting payment at the time of purchase. This is useful for city accounts, agency customers, or anyone you bill after the fact. The system tracks what's owed under Receivables in the sidebar.

Setup​

Before you can create invoiced sales, you need a payment method with the Invoice (pay later) flag checked.

  1. Go to Settings > Payment Methods.
  2. Click Create (or edit an existing method).
  3. Name it something like Invoice or Net 30.
  4. Check the Invoice (pay later) checkbox.
  5. Save.

Creating an Invoiced Sale​

  1. Ring up items on the Cashier like a normal sale.
  2. Select Invoice (or whatever you named it) as the payment method.
  3. The system will ask for:
    • Customer: Required. Select an existing member or create one.
    • Due Date: When payment is expected.
  4. Complete the sale.

The sale is created with $0 collected. A receivable is automatically generated to track the outstanding balance.

Converting a Cart to an Invoice​

If you've already rung up a cart and then decide the customer is being billed rather than paying now, you don't have to cancel and re-ring the sale.

  1. With items in the cart, open the 3-dot menu on the Cashier screen.
  2. Choose Convert to Invoice.
  3. The invoice/pay-later payment method is pre-selected and the payment screen opens, with a due date defaulted to two weeks out.
  4. Adjust the due date if needed and complete the sale as normal.

This is the same flow as picking the invoice payment method by hand — it just saves the clicks. A receivable is still created automatically.

note

Convert to Invoice needs an invoice/pay-later payment method to exist. If none is configured, you'll get a warning instead — set one up under Settings > Payment Methods first.

Printing an Invoice​

After the sale is created:

  1. Go to Selling History.
  2. Find the sale and click to view it.
  3. Click Print at the top.

The printout includes your shop name, customer details, line items, tax, and the total — everything the customer needs to process payment on their end.

Tracking Outstanding Invoices​

All invoiced sales appear under Receivables in the sidebar. The list shows:

  • Customer name
  • Amount owed
  • Due date
  • Status — Unpaid, Paid off, or Cancelled

For an aged breakdown of everything outstanding, see the AR Aging Summary report.

Receiving Payment​

When the customer pays their invoice, open the receivable and click Add Payment. The system tracks partial and full payments, and marks the receivable Paid off once the balance reaches zero.

Cancelled receivables can't take payments.

Managing a Receivable​

Open a receivable from the Receivables list to work with it.

Edit​

Click Edit to change the customer, due date, or notes on an existing receivable. Editing is unavailable once the receivable has been cancelled.

Cancel​

Click Cancel Receivable to write off or void a balance you're not going to collect.

  • A cancellation reason is required.
  • Cancelling is blocked once the receivable is already paid off or already cancelled.
  • Cancelled receivables show a Cancelled badge, stop accepting payments, and drop out of the AR Aging Summary.
  • There's no un-cancel from the UI, so confirm the reason before you commit.

Click Print Ledger to open a printable statement for the receivable — the original sale, every payment recorded against it, and the remaining balance. Useful for handing a customer a running account statement.

Creating a Receivable Manually​

Most receivables are created automatically when you ring up an invoiced sale. If a sale was rung up without one — or was created before the customer was set up on account — you can add one after the fact.

  1. Go to Receivables.
  2. Click Create.
  3. Pick the Sale. Only sales that have a customer attached, a balance above zero, and no existing receivable appear in the list.
  4. Set the Due Date and optionally add Notes.
  5. Save.

The balance is calculated from the sale itself using the same math as automatic invoiced sales — discounts, gift card credit, and tax handling all carry over. You never re-key totals by hand.

Known limitation

The sale picker isn't gift-card aware. A sale with a small total that was fully covered by a gift card can still be selected, and doing so creates a receivable with a zero balance. It's harmless, but cancel it if you create one by accident.

Permissions​

Receivable actions are permission-controlled. Under Users > Roles, the relevant abilities are:

PermissionAllows
read receivableView the Receivables list, receivable details, and the AR Aging Summary report
create receivableCreate a receivable manually
update receivableEdit a receivable and cancel one
create receivable paymentRecord payments against a receivable

If a staff member can't see the Create, Edit, or Cancel buttons, check their role for the permissions above.

Tips​

  • Use a descriptive payment method name so cashiers know when to use it (e.g., "Invoice - City Account" or "Net 30").
  • Make sure the customer is attached to the sale — invoiced sales require a customer on file.
  • Check Receivables regularly to follow up on overdue balances, or run the AR Aging Summary for a full picture.
  • Use the Notes field to record PO numbers or billing contacts so whoever chases the balance has the context.