Invoice Details
Walk through the Invoice Details page: header actions, line items with service snapshots, recording payments, refunds, and the activity feed.
What the Invoice Details page is for
The Invoice Details page is the full per-invoice view in the admin panel. It shows the complete document — header, summary, line items, payment activity, and the company and client address snapshots — and gives you every action you can take on that invoice, from downloading the PDF to recording a payment or issuing a refund.
How to reach it
Open Invoices & Proformas from the sidebar and click any invoice row. The page also opens from a client's profile when you click one of their invoices, in which case the back link returns you to that client.
Header and actions
The top of the page shows the invoice number (for example INV-4), a colored status badge, and the creation date. A back link sits above the number. On the right is a row of action buttons. Which buttons appear depends on the invoice's current status.
- Download PDF — generates and downloads the customer-facing PDF, built from your company address and document-numbering settings.
- Edit Invoice — switches the page into edit mode (see below). Always available.
- Convert to Proforma — turns the invoice back into a proforma. Shown only when the invoice is not paid, not cancelled, and not already converted.
- Collect Payment — charges a payment method the client has saved on file. Shown on unpaid invoices.
- Confirm Payment — manually records a payment against the invoice. Shown on unpaid invoices.
- Cancel — marks the invoice as Cancelled. Shown on unpaid invoices.
- Refund — issues a full or partial refund. Shown on paid invoices.
- Delete — permanently removes the invoice. Always available; use only for documents that should never have existed.
Several actions ask for confirmation before they run (Cancel, Delete, Convert to Proforma, and deleting a line item). Refund, Confirm Payment, and Collect Payment open a dedicated dialog instead.
Status badges
The badge reflects the invoice's lifecycle. You may see Paid, Unpaid, Overdue, On Hold, Cancelled, Refunded, or Converted. In edit mode the badge becomes a dropdown where you can set the status to Unpaid, Paid, Cancelled, or Refunded.
Editing an invoice
Click Edit Invoice to make changes. In edit mode you can:
- Change the invoice number in the header field.
- Set the status from the badge dropdown.
- Change the due date in the summary card.
- Edit the notes shown to the customer.
- Edit each line item's description, quantity, price, and taxable checkbox, or remove a line with the trash icon.
Click Save to apply everything, or Cancel to discard. Totals recalculate automatically after you save.
Invoice Summary
A four-tile strip shows Subtotal, Tax (with the VAT rate in parentheses when one applies, and an Exempt note when the invoice is tax-exempt), Due Date, and Total. A type badge — Service or Credit Deposit — appears in the top right of the card when applicable. Below the tiles you may see:
- Converted from / Converted to Proforma — a link to the related proforma when the invoice came from, or was later turned back into, a proforma.
- Notes — free text shown to the customer (for example, "Service Renewal").
Line Items
The line items table lists everything billed on the invoice. Columns are Description, Qty, Price, VAT (a checkmark when the line is taxable), and Total. A counter next to the heading shows how many lines there are. On unpaid invoices an Add button lets you append a new line (description, quantity, price) without entering edit mode, and a trash icon on each row removes it.
Under each description, FluxBilling shows the service snapshot — the context frozen at the moment the invoice was generated, so the document always reflects what was actually billed:
| Snapshot line | What it shows |
|---|---|
| Hostname / IP / Location | The network identity of the service at billing time, including port if set. |
| Asset | Physical hardware reference — manufacturer and model, serial number, asset tag, and rack/U position. For blade hardware it also shows chassis and bay. |
| Period / Cycle / Renews | The billing window (start and end dates), the billing cycle, and the next renewal date. |
| Options | Configurable add-ons attached to the service, with their selected values. |
Below the table a footer shows Subtotal, Tax, a Credit Applied row (when account credit was put toward the invoice), and the Total grand total.
Recording a payment
On an unpaid invoice you have two ways to settle it.
Confirm Payment (manual)
Opens a dialog to record a payment you received outside the system. Fields:
| Field | Purpose |
|---|---|
| Payment Gateway | Choose Manual, Bank Transfer, Account Credit, or any enabled payment gateway. Choosing Account Credit shows a warning, since it draws on the client's balance. |
| Amount | Optional. Leave blank to record the full total, or enter a smaller figure for a partial payment. |
| Transaction ID | Optional reference for your records. |
| Notes | Optional internal note about the payment. |
The dialog shows the amount that will be recorded. Click Confirm to apply it.
Collect Payment (charge a saved method)
Opens a dialog listing the payment methods the client has stored. Each option shows its label, the gateway, the card expiry when available, and a Default badge on the preferred method. Pick one — the default is preselected — and click Charge Now to charge the invoice total. If the client has no saved methods, the dialog says so and there is nothing to charge.
Partial payments are supported. Record several payments against one invoice; each appears in the activity feed, and the invoice flips to Paid automatically once the full amount is covered. The activity card heading shows a green chip for the amount paid and an amber chip for the amount still owed.
Issuing a refund
On a paid invoice, Refund opens a dialog where you choose a method:
- Via Gateway — processes the refund through the original payment gateway. The dialog names the gateway it will use, or warns you if there is no completed gateway payment to refund (in which case the confirm button is disabled).
- Manual — records a refund without contacting any gateway, for money you returned by other means.
Enter a Refund Amount (leave blank for a full refund, or enter less for a partial one — a "partial refund" note appears) and an optional Reason, then confirm.
Activity feed
The Activity card is a chronological timeline of everything tied to the invoice: payment attempts (including partial payments), credit adjustments, and administrative actions. Each payment entry shows the gateway used, a status badge (Completed, Pending, Failed, Refunded, or Disputed), an optional transaction ID, the amount, and a timestamp. Credit entries show whether credit was added or deducted, and admin actions show who performed them. When there is no activity yet, the card says so.
Right sidebar
- Payment status card — a glance at the current state: Payment Received with the pay date when paid, or Awaiting Payment with the due date otherwise, plus the invoice total. Cancelled, refunded, and converted invoices each get their own labelled variant, and the card's color changes with the status.
- From — your company snapshot (name, address, VAT number). A small Snapshot label appears when the address was frozen at issue time, so historical invoices keep the address you used then even if you later move.
- Bill To — the client's name and address with a View Client link. The Update Details button (the circular-arrow icon) refreshes this invoice's address snapshot from the client's current profile.
Because the line-item context and addresses are frozen when the invoice is created, re-downloading the PDF months later still shows exactly what was billed and to whom. Use Update Details only when you intentionally want the invoice to reflect the client's latest address.