CRM Billing supports one-time customer invoices with catalog products, manual lines, tax treatment, drafts, scheduled delivery, hosted payment, and manual reconciliation. Creating an invoice record is not the same as sending it, and marking an invoice paid must follow a confirmed external payment.
Build the invoice
Open Admin → CRM → Billing and keep the Invoice tab selected. Enter Customer name, Customer email, and Description.
Under Catalog items, search active products by name or code, choose a product and quantity, then select Add item. Catalog lines retain the product's configured tax setup. For an exception, enter Item name, Price, Qty, and a tax class under Manual invoice items, then select Add manual. Manual lines are not taxed unless you explicitly select a tax class.
When line items exist, the single Manual amount field is disabled. Review Invoice line subtotal, currency, due days, and any tax warning before continuing.
Save, schedule, or send
Under Delivery, choose exactly one action:
- Save draft stores the invoice without sending it.
- Schedule invoice requires a future date and time and creates a scheduled send.
- Send now creates the invoice immediately; enable Email invoice when the customer should receive email delivery.
After submission, review the row in Invoices. A draft, scheduled, open, sent, send-failed, payment-failed, or paid status describes a different lifecycle state. Do not treat Invoice created or Invoice scheduled as proof of email delivery or payment.
Manage an existing invoice
For a draft, use the available send or schedule action. For a scheduled invoice, update the schedule or cancel it to return the invoice to draft. When a provider-managed hosted invoice exists, select Open invoice and verify the provider page and payment status.
An invoice with send failed requires the delivery problem to be resolved and the send retried through the available action. Review outbound email configuration and recent email activity when email delivery fails.
Reconcile a confirmed external payment
Use Mark paid only after cash, check, card terminal, or another external payment has actually completed. Select the real payment provider and enter a traceable Payment reference and note. The row then records the reconciliation provider and reference.
Do not use manual reconciliation to hide a failed hosted payment. Provider-managed invoices keep their provider lifecycle, and an archived invoice is no longer part of the active list. Verify the final paid status, amount, reference, and underlying receipt before reporting the invoice settled.