Creating and Editing Invoices Directly in Stagepay

Creating and Editing Invoices Directly in Stagepay

Stagepay makes it simple to create and modify invoices. Follow this guide to streamline your invoicing process and manage billing effectively.

Creating an Invoice

1. Access the Invoice Page

   Navigate to the dashboard and click the Add Invoice button. You will be redirected to the invoice creation page.

   

2. Set Invoice Details

   • Contact: Select your contact from the dropdown menu. Once chosen, the invoice will be saved initially, and an invoice number will be generated.

   • Reference: Add a reference for easier tracking.

   • Line Items: Configure the invoice line items by specifying:

     • Item Code

     • Description

     • Quantity

     • Price

     • Account

     • Tax Rate

       

3. Invoice Settings

   • Automation: Choose whether to turn automations On or Off:

     • On: The automation set applied to the contact group will be automatically applied to the invoice.

       

     • Off: You can manually select branding, reminders, late fees, stages, or discount sets to apply to the invoice.

       

4. Review Invoice Details

   • Invoice History: View the history of the invoice.

   • Total Amount and Amount Due: These values are automatically computed.

5. Set the Due Date

   Choose the due date for the invoice.

   

6. Save and Approve the Invoice

   Save: Save the invoice as a draft for further review. You can access it later from the draft page.

   Approve and Send: Finalize and send the invoice:

   • An email invoice popup will appear. Enter the following:

     • Customer Email

     • Reply-To Email

     • Customer Name

     • Subject

     • Body

   • Click Send to send the invoice. The invoice status will update to Awaiting Payment.

     

7. Manage the Invoice

   In the Awaiting Payment stage, use the dropdown menu for options such as:

   • Edit

   • Resend

   • Copy Payment Link

   • Copy New Draft

   • Download PDF

   • Void the Invoice

     

8. Preview the Invoice

   Click Preview to view the payment page, showing details like:

   • Amount Due

   • Due Date

   • Issue Date

   • Other Invoice Details

   • Options to contact the merchant or download the invoice.

     

9. Process Payments

   Customers can pay directly from the payment page by providing:

   • Card Number Details

   • First Name and Last Name

   • Email and Phone Number

     Once payment is completed, a confirmation page will appear with options to download the receipt.

Editing an Invoice

You can edit an invoice using the same process as creating it. Simply navigate to the invoice, update the necessary details, and save the changes. Any modifications will reflect immediately in the invoice history.

Best Practices for Invoice Management

1. Keep Information Accurate

   Double-check customer details, line items, and amounts to avoid errors or confusion.

2. Use Templates

   Apply default settings like branding, payment terms, and automations for consistency and efficiency.

3. Review Before Sending

   Ensure all invoice details are correct before finalizing and sending it to customers.

Additional Features

1. Track Payment Status

   Monitor invoice statuses (e.g. Draft, Paid, Overdue) directly in Stagepay to stay on top of your billing.

2. Automate Reminders

   Utilize automation to send payment reminders for unpaid invoices, helping you maintain cash flow and timely payments.

By following this guide, you can effectively create, edit, and manage invoices in Stagepay, ensuring a smooth and professional billing experience for you and your customers.