Build invoices from charges or store-account activity, apply named payment terms with due dates, and email, print, or download them in bulk. With integrated payments, customers pay online through a secure link and the store is alerted.

Not every customer pays at the register. Businesses, schools, and regulars who buy on account expect an invoice at the end of the month — and the Invoices module produces it from activity PHP Point Of Sale already has on record. The module tracks both directions: customer invoices are what customers owe your store, and supplier invoices are what your store owes its suppliers. In the left menu, click Invoices and choose Customers or Suppliers to open each list.

Create a customer invoice

1. Open Invoices → Customers and click New Invoice in the top right.
2. Fill in the Invoice Basic Info fields:
   • Invoice Date — defaults to today; click the field to pick another date.
   • Customer — start typing the customer's name and pick them from the suggestions. The customer must already exist — see customer profiles.
   • Terms — how long until payment is due (Net 15, Net 30…). See "Manage payment terms" below.
   • Due Date — calculated automatically from the invoice date plus the term's days due; you can also pick a date manually.
   • PO Number — the customer's purchase order number, so their accounts-payable department can match your invoice to their order.
3. Click Save. The invoice detail section appears with a running Total and Balance.
4. Add lines:
   • Add Charge — a manual line with a Description, an Amount, and an optional Account label for what the charge relates to. Charges increase the balance.
   • Add Credit Memo — a negative line that reduces what the customer owes; use it for billing errors or items returned after invoicing.
   • Add to Invoice next to an order under Recent Unpaid Orders — pulls one of the customer's open store account transactions onto the invoice, so what you bill matches what happened at the register. Orders already on an invoice are marked Already Invoiced.
   • Remove any line with the Delete column under Invoice Details.
5. Click Save, then Back To Invoices. After lines exist, a Pay button also appears for recording payments (see below).

Create a supplier invoice

Supplier invoices work the same way from Invoices → Suppliers: pick the Supplier instead of a customer, and record the Supplier Invoice Number (the number printed on the bill they sent you) instead of a PO number. Line items, credit memos, terms, payment, filters, and bulk actions all behave identically. See suppliers for supplier setup.

Manage payment terms

Terms are named payment windows — each is a number of days added to the invoice date to produce the due date. The same term list is shared by customer and supplier invoices.

1. Open Invoices → Customers (or Suppliers), click the ellipsis (...) in the top right, and choose Manage Terms.
2. Click Add Term and enter the Name (as it should appear in the Terms dropdown), a Description, and the Days Due. Click Save.
3. Edit changes a term's name, description, or days; renaming updates the term on existing invoices automatically. Delete removes the term from every invoice that had it and cannot be undone.

You can assign a Default Invoice Terms value on each customer's and supplier's profile; their invoices then pick that term — and its due date — automatically.

Invoice store account charges automatically

Instead of building invoices by hand, PHP Point Of Sale can create one for every store account charge:

1. Open Store Config → Store Accounts (searching "invoice" in Store Config's search bar finds the settings).
2. Check Create Invoices for customer store account charges and/or Create invoices for supplier store account charges, then click Save.

From then on, every sale paid with Store Account creates an unpaid invoice automatically (and every receiving charged to a supplier store account does the same on the supplier side). The setting only applies to charges made after you enable it, not to past transactions. The invoice's due date comes from the person's Default Invoice Terms; with no default term it falls 30 days after the invoice date.

Two related settings in the same section:

• Automatically E-Mail Invoice — off by default; when on, each auto-created invoice is emailed to the customer immediately.
• Subject Line Override for Store Account Charge — when a sale is charged to a store account, the emailed receipt's subject line changes to "Invoice" (or to whatever text you enter here) instead of the normal receipt subject.

You can also decide sale by sale: while Store Account is the selected payment type at the register, a Create Invoice checkbox appears in the payment panel — it hides again as soon as another payment type is selected. Tick it and completing the sale creates an invoice for that charge; with the auto-invoicing setting on, the box comes pre-ticked on every sale.

One gotcha: a partial payment on an invoice tied to a store account does not reduce the balance shown on the sale screen. The customer's displayed balance updates only when the invoice is paid in full.

View, email, and print an invoice

On the invoices list, the Actions column offers:

• View — opens the invoice with all its details and payment history. From the view you can:
  • Print — download the invoice as a PDF or send it to your printer.
  • Email — shown only while the invoice has a balance and only for customer invoices. Sends the invoice to the customer's email on file, from your location's email address, with the location's CC and BCC applied and the subject "Invoice from your company". If the option is missing, the invoice is probably already paid or the customer has no email address.
• Edit — reopens the invoice for changes to any field.
• Pay — records a payment (next section).

When an integrated card processor that supports invoice payments is enabled — PHP POS Payments (standard or Premium), Valor, Dejavoo, Braintree, or Stripe — every emailed customer invoice with a balance includes a Pay button linking to a secure page where the customer pays online by card. See PHP POS Payments and taking card payments.

Record and get notified about payments

To record a payment by hand, click Pay in the Actions column, enter the Amount and the Payment Type, and click Submit. The payment lands in the invoice's history and reduces its balance.

When a customer pays online through the emailed link, the store can be alerted by email. The controls live in Store Config (search "invoice payment"):

• Send invoice payment email to store — turns the store alert on.
• Store invoice payment email (To), (CC), (BCC) — where the alert goes.
• Send invoice payment email to customer — sends the payer a confirmation email as well.
• Each location can override the store alert address and on/off state in its own settings, so each store hears about its own invoices — see locations and registers.

The paying customer lands on a receipt page confirming the payment went through.

Filter invoices by age

Across the top of each invoices list sit five buttons showing the outstanding balance in each bucket: Current plus 30, 60, 90, and 120 days past due. Click one to filter the list to invoices at least that overdue. Invoices paid in full drop out of these lists. You can also search the list and configure its columns from the ellipsis (...) menu.

Bill and send in bulk

The ellipsis (...) menu on each invoices list holds the batch tools:

• Create Invoices for Uninvoiced Transactions — pick a Start Date and End Date (defaults to the current month) and an Invoice Method: One invoice for all open transactions per person, or One invoice for each open transaction. Due dates come from each person's terms (or 30 days without terms) unless you choose Select Due Date and set one explicitly. The batch covers open, not-yet-invoiced store account transactions at your current location; after creating, buttons appear to email, print, or download exactly the invoices just created.
• Email Invoices — emails the selected or created invoices in one pass. The result reports how many were sent, how many were skipped because no email address is on file, and how many failed.
• Print Invoices — prints them in one job.
• Download Invoices / Download Bulk Invoices — downloads invoices between two dates as CSV or PDF.

Delete and recover invoices

Select one or more invoices with the row checkboxes (the header checkbox selects the page) and click Delete above the list. Deleted invoices can be restored: open the ellipsis (...) menu, choose Manage Deleted Invoices, select the rows, and click Undelete.

Reports and permissions

• Reports → Invoices holds a Customer Invoices and a Supplier Invoices report, each listing invoices with their date, terms, due date, last payment, total, and balance, plus a filter to show only invoices with a balance. The category is visible to employees with the reports permission View Invoices Reports — see running reports.
• Module access is controlled per employee with the Invoices module permission and four actions: Search Invoices lets an employee open and search the invoice lists and use the bulk email, print, and download tools; Add Invoice lets them create invoices, one at a time with New Invoice or in bulk with Create Invoices for Uninvoiced Transactions; Edit Invoice lets them open an existing invoice and save changes to it; and Delete Invoices lets them delete invoices and restore them with Undelete. See permissions and templates.

If you bill the same customers on a schedule — memberships, service plans, rentals — see series, packages, and recurring charges for generating those charges before they're invoiced.

Common questions

Why don't I see an Email button on the invoice? The button appears only while the invoice has a balance, and only on customer invoices. A fully paid invoice can still be printed. Also confirm the customer's profile has an email address.

How do customers pay an invoice online? Enable an integrated processor that supports invoice payments — PHP POS Payments, Valor, Dejavoo, Braintree, or Stripe — and every emailed customer invoice with a balance carries a secure payment link automatically.

A customer paid part of their invoice — why does the register still show the full balance? That's by design: partial invoice payments don't change the store account balance shown on the sale screen. The displayed balance updates when the invoice is fully paid.

Can one invoice cover a whole month of store account charges? Yes — use ellipsis (...) → Create Invoices for Uninvoiced Transactions, pick the month, and choose One invoice for all open transactions.

Do terms carry over between customer and supplier invoices? Yes. Terms are one shared list — a term added under customer invoices is available on supplier invoices too.

How do I bill store account purchases automatically? Turn on Create Invoices for customer store account charges in Store Config → Store Accounts. Every store account sale from then on generates an unpaid invoice, optionally emailed at once with Automatically E-Mail Invoice.

Why did my batch say some invoices were skipped? Bulk email skips any customer or supplier without an email address on their profile. Add the address and email those invoices individually or rerun the batch.

Can I undo deleting an invoice? Yes — ellipsis (...) → Manage Deleted Invoices, select the invoices, and click Undelete.