Manage customer invoices

The Invoices page of Billing lists every invoice your organization has raised for its customers, newest first, and what the open ones still owe. Open an invoice to read its lines and payments, and to record a payment, charge the customer's saved card, send it again, refund it or cancel it.

• You need the owner, admin or billing role.
• Marking an invoice paid, charging a saved payment method and refunding move money, and cancelling an unpaid or overdue invoice writes off what it is owed, so Coritan may first ask you to confirm it is you. See Confirm it is you.

1. In the dashboard, open the organization, then Billing. It opens on Invoices.
2. Type an invoice number, an invoice ID, or a customer's name, company, email or ID in the search box.
3. To narrow the list, choose a status in place of Any status: Unpaid or overdue, Unpaid, Overdue, Paid, Cancelled, Refunded or Draft. Each status counts the invoices the search and the days match.
4. To see the invoices raised between two days, enter the first in From and the last in To. The days are UTC days, and either can stay empty.
5. Select an invoice to open it.

The count above the list is the invoices the search, the status and the days match, and the list pages through all of them. Beside it, the open invoices' total says what is still owed in each currency and how much of that is overdue: every customer's, or the one customer's when the list shows one. The search, the status and the days do not change it. While the whole list fits on one page, select a column heading to sort it; on a phone, choose the order in the list above the invoices. The search, the status, the days, the sort and the page are kept in the address, so a reload or a link you share opens the list as you left it.

To see one customer's invoices, open the customer under Customers. Their Invoices card lists the latest, and when they have more, the link at the top of the card that counts them opens this list showing that customer's invoices only. An invoice's own menu has the same link, This customer's invoices, and This customer's payments, which opens Payments for them. Select the cross next to the customer's name to show every invoice again.

An invoice's page shows:

• Line items: each line, then the Subtotal, Tax, Total, what has been Paid and, while it is open, what is Still owed.
• Payments: every payment, refund and chargeback against the invoice, with when it happened, how it was paid and the gateway's reference. A payment taken in another currency shows what the customer was charged under the amount.
• Details: its status, customer, issue and due dates, its notes, the plan change it pays for when it is a plan change invoice, and, once you have sent it, when it was Last sent and to which address.
• Automatic charges, on an invoice that has been issued and is still open: whether Coritan is charging the customer's saved payment method again on a schedule, how many attempts it has made, when it tries next and when it gives up. When the invoice can be charged now, the card points you to Charge saved method… in the menu.

Raise an invoice yourself for something your catalogue does not bill, such as a setup fee or a correction.

1. On Invoices, select New invoice…. From a customer's page under Customers, New invoice… in its menu opens the same form with that customer chosen.
2. Choose the Customer.
3. For each line, enter the Description the customer reads on the invoice, the Quantity and the Unit price. To tie a line to one of the customer's services, choose it under Service. Select Add line for another line, up to 50, and the bin next to a line to remove it.
4. Currency is the customer's unless you enter another. Choose the Due date.
5. Leave Tax empty to charge your organization's tax rate on the subtotal, as order and renewal invoices do; the hint under it says the rate and what it comes to. To charge another amount, enter it, or enter 0 for no tax.
6. Add Notes to print under the lines, if you want them.
7. Tick Email the invoice to the customer to email it now. The invoice is in their account either way.
8. Check the Subtotal, the tax, which names the rate when it is worked out from it, such as Tax at 20%, and the Total, then select Create invoice. The new invoice opens.

Each line comes to its quantity times its unit price, rounded half up to the currency's smallest unit: the cent, or the whole yen in a currency without cents. The tax is rounded the same way. The total is what the invoice will say, and an invoice comes to at most 99,999,999.99.

Mark an invoice paid when the customer paid you outside the payment gateways, for example by bank transfer or in cash. Card and gateway payments settle their invoices on their own.

1. Open the invoice and select Mark paid….
2. Select Mark invoice as paid.

The invoice reads as paid in the customer's account, and any service it is for renews or starts as though they had paid online. Coritan did not receive this money, so it is not part of a payout. A mistake cannot be undone from here: put it right with a refund.

When an issued invoice is open and the customer has a saved payment method, you can take the payment now instead of waiting for Coritan's next automatic attempt.

1. Open the invoice, open its menu and select Charge saved method….
2. Confirm with the button that names the amount.

A message says whether the payment went through, is still processing, waits for the customer to confirm it with their bank, or failed. Nothing is charged when the customer has turned automatic payment off or a payment for the invoice is still settling.

Open the invoice and select Send invoice. The customer receives the invoice by email, or the overdue reminder when it is overdue. A message names the address it went to, and Details keeps when it was Last sent, to which address, and whether it went as an overdue reminder. The email sent when the invoice was raised is not recorded there.

Open the invoice, open its menu and select Edit due date and notes…, or Edit notes… on an invoice that is no longer open. An overdue invoice whose due date you move to a later day is unpaid again. A plan change invoice keeps its notes, which hold the change, until it is paid or cancelled.

1. Open a paid invoice and select Refund….
2. Enter the Amount. It starts at what the customer paid; less than that is a partial refund.
3. Under Refund to, choose Their payment method, back to the card or account they paid with, or Wallet credit, added to their wallet at once and spent on their next invoices. An invoice paid from the wallet or marked paid can only be refunded as wallet credit.
4. Give a Reason. It is kept with the refund and in the audit log.
5. Select Refund…, type the amount to confirm, and select the button that names it.

The customer is emailed that the refund is on its way. After a partial refund the invoice still reads as paid, with the refund taken off what was paid; once everything paid has been refunded, it reads as refunded. Wallet credit goes into the wallet in the wallet's own currency, converted when the invoice was in another. A full refund also ends every service the invoice paid for now. A refund cannot be undone. Refunds your customers ask for wait on the Refunds page instead.

1. Open the invoice, open its menu and select Cancel invoice….
2. Add a Reason for the audit log if you want one, type the invoice number, and select Cancel invoice.
3. For an unpaid or overdue invoice, confirm it is you if Coritan asks. A draft, which the customer was never sent, does not ask.

The customer no longer owes the invoice, and it can no longer be paid. A checkout started for it is abandoned, and a plan change waiting on it is dropped. Wallet credit already applied to it goes back to the customer's wallet, and the message says how much. Cancelling cannot be undone.

A paid invoice is refunded, not cancelled. An open invoice that a payment gateway took part of a payment for cannot be cancelled either, since a cancelled invoice cannot keep that money: let the customer pay the rest, or mark it paid, then refund what they paid.

1. On Invoices, open the menu next to New invoice… and select Export as CSV….
2. Choose which Invoices to export, and the first and last day they were raised in From and To. Leave the days empty for every invoice.
3. Select Download CSV.

Coritan asks you to confirm it is you before you mark an invoice paid, charge a saved payment method, refund an invoice or cancel an unpaid or overdue one, unless you have confirmed in the last ten minutes. In Confirm it is you, enter your password or, when your account has two-factor sign-in, a code from your authenticator or one of your recovery codes, then select Confirm. The action you chose then goes ahead.

Invoice already paid

The invoice is settled. Nothing more is needed.

Invoice … was refunded, so it cannot be marked paid or … was cancelled, so it cannot be marked paid

A refunded or cancelled invoice is closed for good. If the customer owes the money again, raise a new invoice for it.

… was paid through a payment gateway, and a cancelled invoice cannot keep it

Part of the invoice was paid through a gateway. Let the customer pay the rest, or mark it paid, then refund what they paid.

Charge saved method… is not in the invoice's menu

The invoice is a draft or is no longer open, or the customer has no saved payment method. The Automatic charges card says which.

The gateway declined the refund

Nothing was refunded and the invoice still reads as paid. Refund it as Wallet credit, or ask the customer to check the card they paid with.

Billing is not in the organization's menu

Your role does not open it. Ask an owner or admin to give you the billing role.

• Organization billing
• See every payment
• Decide refund requests
• Track your payouts
• Handle billing in the staff console

List invoices, newest first. status_filter takes a status, or open for unpaid and overdue together; customer_id narrows the list to one customer; q, up to 200 characters, matches an invoice number, the customer's email, name, company or handle, or an invoice or customer ID; since and until are the first and last UTC days the invoices were raised; limit and offset page it. With with_total=true the answer is {items, total, limit, offset, counts, outstanding}: counts follow the customer, the search and the days, and outstanding, what the open invoices owe in each currency, follows the customer alone.

curl "https://api.coritan.com/api/v1/orgs/acme/invoices?status_filter=open&with_total=true" \
  -H "Authorization: Bearer $CORITAN_TOKEN"

Read one invoice, with its line items, with GET /invoices/{invoice_id}. Its last_sent is the last time the send route emailed it: at, the address it went to and the template (invoice_created or invoice_overdue), or null before the first send. Mark it paid with an empty POST:

curl -X POST https://api.coritan.com/api/v1/orgs/acme/invoices/3051/mark-paid \
  -H "Authorization: Bearer $CORITAN_TOKEN"

{"message": "Invoice marked as paid"}

Marking paid, and the staff routes' charge and refund, answer 403 with the code reauth_required until the member has confirmed it is them in the last ten minutes, and so does cancel for an unpaid or overdue invoice. Marking a refunded or cancelled invoice paid answers 409. The rest of the invoice tools are the staff console's routes under /api/v1/orgs/acme/staff/invoices: GET with q searches by number, ID or customer, POST raises an invoice, PATCH /{invoice_id} changes its due_date or notes, and POST /{invoice_id}/send, /charge, /refund and /cancel do what their names say. send answers sent, the template it used and the last_sent it recorded. GET /export.csv downloads the invoices for a status, since and until.

Raise an invoice of several lines, up to 50, each with a quantity and a unit_price of up to four decimal places and an optional service_id. tax is an amount in the invoice's currency, which is currency or else the customer's, and none when left out: the dashboard works out your organization's rate before it sends the amount. Older clients may still send one line as description, amount and service_id.

curl -X POST https://api.coritan.com/api/v1/orgs/acme/staff/invoices \
  -H "Authorization: Bearer $CORITAN_TOKEN" -H "Content-Type: application/json" \
  -d '{"customer_id": 812, "tax": "2.40", "due_days": 14, "lines": [
        {"description": "Setup fee", "quantity": "1", "unit_price": "10.00"},
        {"description": "Extra backup storage", "quantity": "2", "unit_price": "1.00", "service_id": 4410}]}'

The answer gives the invoice's id, invoice_number, subtotal, tax, total, currency, due_date and the number of lines. Cancelling answers what went back to the wallet in credit_returned, or null when nothing did; an invoice a gateway took part of a payment for answers 409 and stays as it was.

{"id": 3051, "status": "cancelled", "credit_returned": {"amount": "5.0000", "currency": "EUR"}}