Issue Invoice
Overview
Paigo supports fully tax-compliant invoice as part of billing infrastructure. Invoice can be automatically generated by Paigo or created manually for any one-off transactions. Invoices are grouped and viewed by customer profile. To find invoices that is related to a particular customer, navigate to Customer tab and scroll down to view all the invoices related.
Invoice Life Cycle
The table below illustrates the invoice life cycle.
| Stage | Meaning |
|---|---|
Draft | Invoices are generated automatically or manually. Draft invoices can be reviewed, edited, approved or voided. Draft invoices are not sent to customers. |
Active | Invoices are approved by business and sent to customers. Payments have not been made for this invoice. |
Paid | Invoices that are paid. |
Void | Invoices that are voided or not in good standing. Voided invoice do not count for revenue analytics. Voided invoices can be marked as other good standing state. |
Automatic and Manual Invoice
At the end of each billing cycle, an automatic invoice will be generated for each customer for their total usage occured in the past billing cycle. The automatic invoice will aggregate all the usage by a particular customer across different services, offerings and dimensions. See Configure Invoices to understand how automatic invoices are generated.
Business can choose to create manual invoice. Navigate to Customers tab and select a customer from the customer table. At the top of the page, click Off-Cycle Invoice to generate one-off invoices manually. There are two ways to generate off-cycle invoices, by Manually Enter Line Items on the invoice, or by Selecting Billing Period and bill customers based on their real usage as line items on the invoice.
Both automatic and manual invoices can be edited when they are in draft status.
Configure Invoices
Below is an invoice example marked with important fields that can be configured by SaaS business.
Logo: The business logo can be configured in Setting > Invoice > Logo Image. The best size of a logo image would be 60 pixels x 60 pixels ( or 0.2 inch x 0.2 inch). If logo image is not set, the logo section will be empty on invoices.
Customer Information: Customer business information can be configured in Customer profile. It customer business information is not set, this section will be empty on invoices. It is highly recommended to properly set those information for the invoice to be fully tax compliant. See Manage Customer Profile chapter for full documentation on configuring customer information.
Line Items: For automatic invoices, the line items are the Dimensions of the offering that the customer has subscribe to. Each dimension will be a line item on the invoice, with the dimension name, aggregated usage quantity, unit price and subtotal dollar amount of the dimension usage. For manual invoices, all the line items can be manually entered.
Invoice Date: For automatic invoices, the invoice date is the end of billing cycle. For manual invoices, the date can be set explicitly.
Due Date: When the invoice payment is due. It is decided by the payment term of invoices. Payment term can be configured in Setting > Invoice > Invoice Payment Terms. With the payment terms set, the due date on the invoice will be automatically calculated, as the days after the invoice date.
Business Name and Addresses: Basic business information can be configured in Setting > Company. If business information is not set, this section will be empty on invoices. It is highly recommended to properly set those information for the invoice to be fully tax compliant.
Tax: See Handle Tax and Compliance chapter for more information on automatically include sales tax or VAT on the invoice.
Issue Payment
Customer profiles in Paigo are required to have payment information entered when they are created. When an invoice is approved and sent to customers, Paigo automatically processes payment as a direct charge with the payment information available on the customer profile. For instance, with Stripe, Paigo issues a direct charge from SaaS business to customers via Stripe Direct Charge. For more information on payment, see Process Payment with Stripe chapter.
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