Invoicing

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Overview

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Creating an Invoice

• Navigate to Invoicing from the left menu and click on the Create Invoice button.
• Fill in your currency details, amount, and invoice number. Then, click on Create Invoice to generate the invoice.

• Once you’ve created an invoice and selected the option “Send invoice email to the customer,” HitPay will automatically send the invoice email to your customer’s email address. The invoice’s status will change to Pending. The email contains the link to payment and a PDF of the invoice.

Customer Email Invoice (Example):

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Sending Payment Reminders to Customers

1. Resending Pending Invoices:

2. Manually Sending a Reminder for Overdue Invoices:

3. Automatically Scheduled Reminders:

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Accessing Invoice Settings:

1. Click on Invoicing.
2. Click on the gear icon.
3. Select the Settings option, which opens a popup modal.

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Settings Modal:

• Invoice Title Customisation:
  • Select the invoice title from a dropdown menu with options “Invoice” or “Tax Invoice”.
• Tax Registration Number:
  • Enter your tax registration number to be displayed on all invoices.
• Description:
  • Enter the description that will appear on every new invoice.
• Footer:
  • Enter the footer that will appear on every new invoice.
• Late Fee:
  • Enable/Disable Late Fee: Toggle this setting to enable or disable late fees by default on all new invoices.
  • Type of Late Fee: Select whether the late fee will be a fixed amount, a percentage of the invoice total, or a percentage of the outstanding balance.
  • Late Fee Amount/Percentage: Enter the amount or percentage to apply as a late fee.
  • Grace Period: Set the number of days after the invoice due date before the late fee is applied.

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Late Fee Settings

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Enabling Late Fee on an Invoice

1. Navigate to the Invoice: Open the invoice where you want to apply a late fee or create a new invoice.
2. Go the Late Fee Section: Scroll to the Late Fee section on the invoice.
3. Configure the Late Fee:
   • Type of Late Fee: Choose if the fee is a fixed amount, a percentage of the invoice total, or a percentage of the outstanding balance.
   • Late Fee Amount/Percentage: Enter the specific amount or percentage.
   • Grace Period: Set the number of days after the due date before the late fee is applied.
4. Save Settings:
   • You can choose to save this configuration for future invoices by selecting “Save late fee settings to future invoices.”
5. Apply the Late Fee: Save and apply the configured late fee to the invoice. If payment is overdue beyond the grace period, the fee will automatically apply.

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Automatic Late Fee Application

• Once the late fee is configured, HitPay monitors the payment status. If an invoice is unpaid after the due date and grace period, the late fee is added as a line item.

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How Late Fees are Calculated

• Fixed Amount: Adds a specific amount to the overdue invoice.
• Percentage of Invoice Total: Applies the percentage to the full invoice total, regardless of any payments made.
• Percentage of Outstanding Balance: Applies the percentage to the unpaid balance.

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Adding a Cash Payment

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Recording a Payment

• Navigation: Within the Invoices section, under All Invoices, click the three dots icon next to the desired invoice. Select the Add Payment option. This option is also available directly on the individual invoice page for invoices with statuses: sent, pending, overdue, or partially paid.

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Add Payment Popup

• Customer Name / Balance Due: This information will be displayed as read-only, so you can easily reference the customer and the outstanding balance.
• Payment Options: Available only for invoices that allow partial payments. You can choose from:
  • Specific Partial Payment: This option allows you to record a specific partial payment, labeled as “Payment 1” or subsequent pending payment numbers.
  • Full Payment: This option is selectable only if there are multiple partial payments pending, allowing you to mark the invoice as fully paid.
• Amount: The amount field will be displayed as read-only and will automatically populate based on the selected payment option or the full amount for invoices that do not allow partial payments.
• Payment Date: You can record the date when the payment was received, with the flexibility to enter both past and future dates.

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Viewing the Payment

• Invoice Payment Details Section: Provides a detailed view of all recorded payments for the invoice.
• Public Invoice: Shows payment records to customers when they view their invoice online.
• Transactions Page: Payments will be displayed as cash transactions.

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Creating Invoices in Bulk

• Navigate to Invoicing and click on Add Invoices in Bulk.
• Download the invoice feed template CSV file by clicking the Download button.
• Fill in the following details inside the CSV file:
  • Customer email associated with a Customer profile in your HitPay account
  • Invoice number
  • Currency and amount
  • Optional reference
  • Invoice date and due date
• Once done, upload the completed file by clicking the Choose File button. Your invoices will be automatically generated in your HitPay account.

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Exporting Invoices

• Click on the gear icon.
• Select the “Export” button.
• Choose the date range and status of the invoices you want to export.
• Click “OK”. After completing these steps, you will receive an email with the exported file.

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Voiding Invoices

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Eligible Invoices

• Unpaid invoices: Sent, Pending, or Overdue.
• Partially or fully paid invoices: Only if all associated payments have been fully refunded.

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How to Void an Invoice

1. Go to Invoices > All Invoices.
2. Find the invoice you want to void.
3. Click Void Invoice, provide a reason, and confirm.

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Once voided:

• The status changes to Void.
• Payments and reminders are disabled.
• The invoice becomes read-only but remains accessible.

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For Customers

• Voided invoices show as “Void” and cannot be paid.
• Any outstanding balance or reminders are canceled.