Invoice Introduction

Invoices are statements that define the amounts due by the customer as a result of a purchase for your product or service offerings. Depending on how the invoice is generated, they can be one-time or recurring. This guide will walk you through how to navigate through your invoices.

When logged into a Pelcro Instance, you can create, view, action and export invoices. All these actions can be performed under the "Billing > Invoices" tab.

The invoice will typically contain the following information:

  • Invoice status
  • Details about the customer
  • Invoice issue date
  • Invoice number
  • Line item for the offering which was purchased
  • Discounts which are applied to the invoice
  • Collection method
  • Total applicable taxes being collected
  • Subtotals and summaries for the entire purchase
  • Payment status and details
  • Hosted invoice URL on Stripe

Invoice Breakdown

Invoice Lifecycle

Typically, an invoice will go from one status to the other as it responds to different event triggers, such as user purchases, paying a subscription, or cancellations. This will happen automatically in a normal flow from the time they’re created to when they’re paid. Occasionally, in order for an invoice to go from a status to another, it will require a corresponding action to be taken from either the user or the admin.

Invoice LifecycleInvoice Lifecycle

Invoice Lifecycle

Invoices which are visible to your customers will typically be either Open or Paid. The status section of the invoice will show you which status the invoice is currently in

Invoice Status

Invoices can take on one of five statuses. These statuses allow you to draft and revise invoices before they finalize and before sending and attempting payment.

StatusDescription
DraftStarting status for all invoices; at this point, the invoice can still be edited.
OpenThe invoice has been created, and is now awaiting payment from the customer. It can no longer be edited. Send, void, mark uncollectible, or pay the invoice
Open (Past due)Same as Open, but the invoice was not paid on time
PaidThe invoice is paid. Invoices are automatically marked as paid when payments are processed through Stripe, though you can manually mark invoices as paid to reflect out of band payments.
UncollectibleThis invoice was marked as uncollectible (as a result of customers not able to pay their debts for one reason or the other). It’s unlikely that this invoice will be paid, and it should be treated as bad debt on corresponding reports.
VoidThis invoice was a mistake, not payable, and must be effectively canceled or deleted. Voiding an invoice effectively zeros its amounts in any reports, ensuring an accounting paper trail. Note that this status will appear if you've enabled the uncollectible feature.

Invoice Webhook Triggers

StatusEmitted WebhookEnd Status
Draftinvoice.deletedDeleted
Draftinvoice.createdOpen
Draftinvoice.upcomingPaid
Openinvoice.payment_succeededPaid
Openinvoice.payment_failedOpen
Openinvoice.upcomingPaid
Openinvoice.sentOpen
Openinvoice.voidedVoid
Openinvoice.marked_uncollectibleUncollectible
Uncollectibleinvoice.payment_succeededPaid
Uncollectibleinvoice.payment_failedUncollectible
Uncollectibleinvoice.voidedVoid

Online Invoice Lifecycle

Automatically paid invoices have the following lifecycle:

  • A draft invoice is created. This triggers an invoice.created notification.
  • About an hour after creation, the invoice is finalized (changes are no longer permitted). The status of the invoice is open and Pelcro automatically attempts to pay it using the default payment method registered under the customer.
  • If the payment is successful, an invoice.payment_succeeded notification is triggered, and the invoice’s status will change to paid.
  • If the payment fails or the customer does not have a valid payment method, an invoice.payment_failed notification is sent. In which case, the subscription state along with invoice status changes to past_due.
  • An automatic payment is attempted on the invoice shortly after it is generated.
  • Pelcro never notifies the customer about the invoice, however, the customer can receive an email receipt, if you have it enabled.

Offline Invoice Lifecycle

Manually paid invoices have the following lifecycle:

  • A draft invoice is created. This triggers an invoice.created notification.
  • About an hour after creation, the invoice is finalized (changes are no longer permitted). The status of the invoice is open.
  • At a later point, the customer pays the invoice by sending an ACH credit transfer or by cheque, and the invoice is marked as paid. An invoice.payment_succeeded notification is triggered, and the invoice’s status will change to paid.
  • If the customer does not pay the invoice before the due date, or sends an amount that is not automatically reconciled, the subscription state along with invoice status changes to past_due.

Invoice Credits

Each customer account can have a balance for which credit or debit adjustments can be applied with future invoices. Some actions will credit on customers. For example, when a customer changes from one subscription plan to another, and refunds are allowed, the customer will be refunded with a prorated amount. These credits are captured in credit notes, which represent the amount credited to specific item. Credits reduce the invoice due amount. For more information on credit notes and how they affect invoicing, please refer to the Credit Notes guide.

Invoice Discounts

Discounts which appear on the invoice will usually result either from your gifts or your coupons. The total discount for the whole invoice appears at the bottom of the invoice, including information about the corresponding coupon/gift details.

Invoice Taxes

Taxes which are applicable to the subscription according to your tax configuration will be listed under the subtotals at the bottom of the invoice. For more information on automatic tax calculation, please refer to the Taxes Guide as well as the Tax Reference pages.

Invoice Actions

Listing Invoices

To view your invoices:

  • On your Dashboard, hover over your left navigation menu. Choose "Billing" > "Invoices".
  • You'll be redirected to the invoices page, where you can view and manage all your current invoices, and action them as needed

Once you arrive at the Invoices page, you will see a detailed list view of all invoices, categorized into six different tabs according to their status: All, Draft, Open, Past due, Paid, or Uncollectible.

To help navigate you through your invoices, you will also find the following:

  • Search button: allows you to search your database for invoices based on invoice Number and Customer Email.
  • Export button: allows you to export your invoices list, along with all the listed details into CSV format. You can control the range of the invoices data to export using the date filters in the top right.

You can also list invoices using one of the following ways:

Viewing Invoice Details

If you want to view more details of a specific invoice, click on the three dots "···" menu to the right-most column of the desired subscription, followed by "View invoice".

The invoice details page will include the following:

  • Invoice status, including amount due or paid
  • Details about the customer: name, contact information (email and phone number), and addresses
  • Dates on which the invoice was issued and when the invoice is due
  • Invoice number: unique id that identifies each invoice
  • Line item(s) for the offering(s) which was purchased with the corresponding transaction: description, quantity, unit price, and amount
  • Discounts which are applied to the invoice as a result of gifts or coupons
  • Collection method: This is set to either "Manual" or "Automatic", depending on how the subscription was set up.
  • Total applicable taxes being collected
  • Subtotals and summaries for the entire purchase
  • Payment status and details: including date of payment, status, any refunded/credited amounts, date, and receipt
  • Hosted invoice URL on Stripe from which you can download the detailed invoice and receipt as a PDF

You can also view subscription details using one of the following ways:

Viewing Additional Details

You can also view more details of Pelcro components which are related to invoices, such as the associated customer and subscription with the invoice. To do so, click on the three dots "···" menu to the right-most column of the desired subscription, followed by "View customer" or "View subscription".

Invoice Actions by Status

Depending on the current status of your invoice, you can take a specific action or change the status of the invoice to a different status, in line with the aforementioned invoice lifecycle. You can do this by navigating to the invoice details page, and clicking the three dots "···" menu to the right-most column of the desired invoice, followed by the desired action:

The below table will list all of the actions which you can do for each invoice status:

StatusPossible Actions
Draft- Charge Customer
- Turn on or off automatic collection
- Mark invoice as paid
- Mark invoice as void
Open- Turn on or off automatic collection
- Mark invoice as paid
- Mark invoice as void
- Mark invoice as uncollectible
Past DueNo Actions Possible
Uncollectible- Mark invoice as paid
- Mark invoice as void
PaidNo Actions Possible

You can also action invoices using one of the following ways:

Charging Customer

You can immediately charge the customer for the draft invoice which is due immediately by choosing "Charge Customer". This will automatically deduct the invoice amount from the payment method on file under the relevant customer. You'll then see the confirmation screen where you can either confirm the charge or cancel as needed.

  • If the payment is successful, the invoice status changes to "Paid"
  • If the payment fails, the invoice status remains as "Draft"

Turning on/off Automatic Collection

You can choose to control whether the payment due for the invoice is charged automatically from the payment source on file on recurring basis, or alternatively, manually on demand by toggling the setting for automatic collection under the invoice details view. When this feature is enabled, all of your customer's invoice's collection method will transition to Charged automatically whenever any subscription is renewed or a valid payment method is added.

Marking Invoice As "Status"

You can change the invoice status directly through the invoice details view by choosing the corresponding option from the menu, as shown below.

Invoice Settings

Automatic Uncollectible

When the option for "Automatic Uncollectible" is enabled within Billing Settings for your site, invoices which are past due by a defined amount of days will be marked as uncollectible, and the related subscription will be cancelled immediately.

Charge Customer upon Renewal

When the option for "Charge upon renewal" is enabled within Billing Settings for your site, payments will be collected when a customer decides to renew their subscription immediately once the renewal has been created on a customer record. This will reflect the amount on the customer's account balance, instead of having to wait for collecting the payment on the requested renewal start date.


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