Paid / Unpaid Invoices
Paid / Unpaid Invoices — Simple guide for claimed shop owners & managers
Clear, human-first explanation of the Paid / Unpaid Invoices page you already use. No tech-speak — just what you need to run billing, chase payments and send receipts.
Purpose
A single place to see which invoices are paid, partially paid, or unpaid, record customer payments, send payment reminders, and download or resend receipts — quickly and safely.
What you’ll see on the page (at a glance)
Invoice list — invoice number, customer name, total amount, amount paid, remaining amount, payment status, sale date.
Filters — show All / Fully Paid / Partially Paid / Unpaid invoices, or search by invoice number.
Quick actions per invoice:
Add Payment — record a payment (partial/complete).
Reminder — email a payment reminder to the customer.
Receipt — download or Resend the payment receipt (only for fully paid invoices).
Payment History — view past payments (date, amount, method, transaction id, notes).
Helpful badges and totals so you immediately know which invoices need attention.
When to use this
Daily: check Unpaid / Partially Paid invoices and follow up.
Right after a customer pays: click Add Payment to record it and generate/send a receipt.
Before payroll/accounting runs: export or review payment logs for reconciliation.
When a customer asks for a receipt: download or resend it from the invoice row.
How to use — step-by-step (super simple)
Open Invoices from your Store Dashboard.
Use the Payment Status filter to show
UnpaidorPartially Paidinvoices.Find the invoice (or search by number) and click Add Payment:
Enter Amount Paid (system pre-fills the remaining amount).
Pick Payment Date and Payment Method (cash, UPI, bank transfer, etc.).
Optionally add Transaction ID and Notes.
Click Save Payment.
If you record payment that brings total paid to the invoice total, the status becomes Fully Paid and the system can generate a PDF receipt.
To chase payment: click Reminder, enter customer email (pre-filled if available) and interval (1 / 3 / 7 / 14 / 30 days) and send. The system attaches a reminder PDF and logs the attempt.
To give proof of payment: if invoice is fully paid, click Receipt to download, or Resend to email it to the customer.
Things the system checks for (what you’ll see if something’s off)
You can’t record a payment that makes the total paid exceed the invoice total — the form will show an error.
You can’t mark an invoice Fully Paid unless the total amount paid equals the invoice total.
Receipts can only be downloaded or emailed when the invoice is Fully Paid.
Reminders need a valid email — the UI will ask you for one if it’s missing.
Payment history & receipts
Click the Payment History accordion under each invoice to see all past payments (date, amount, method, transaction id, notes).
Receipt files are named like:
receipt_{invoice_number}_{timestamp}.pdf.If a customer didn’t get the receipt, use Resend and enter their email.
Reminders (manual & automatic)
Manual: open an unpaid invoice → Reminder → enter email → pick interval → send now. The system logs success or failure.
Automatic: your system can also send scheduled reminders for overdue invoices (runs in background). If automatic reminders are enabled, the system sets
next_reminder_atand will try again later if not paid.
Simple manager actions (priority)
Daily: filter to Unpaid and contact customers by phone or send a reminder.
After a sale: record any payment immediately so your records are accurate.
Weekly: open Payment Log and reconcile with bank/UPI/terminal records.
Monthly: export invoice/payment data for your accountant.
Quick tips & good practices
Always enter a transaction id for electronic payments — it helps reconcile with bank statements.
When recording partial payments, note the balance in the notes so there’s no confusion later.
Save receipts in your accounting folder for audit and tax time.
Only authorized staff should update payment status or resend receipts.
Common problems (and what to do)
Q: “I tried to mark fully paid but it won’t let me.” A: Make sure the amount paid you entered + previous payments equals the invoice total. If not, record the missing payment amount first.
Q: “Customer says they didn’t get a receipt.” A: Open invoice → if fully paid, click Resend and confirm the email address. Check Invoice History for send/failed status.
Q: “I accidentally cleared payments.”
A: Changing an invoice to unpaid will remove recorded payments — check the Payment Log and Invoice History for what happened and restore records from backups if needed.
Short help text to show on the Invoices page
<p class="mb-1"><strong>Invoices:</strong> See paid, partially paid and unpaid invoices. Record payments, send reminders, and download or resend customer receipts.</p>
<p class="small text-muted mb-0">Tip: Use the filters to quickly find overdue invoices. Always include a transaction ID for bank/UPI payments.</p>Suggested file naming for exports & receipts
Payment receipt:
receipt_{invoice_number}_{YYYYMMDD_HHMMSS}.pdfReminder attachment:
reminder_{invoice_number}_{YYYYMMDD_HHMMSS}.pdfExported payments CSV:
payments_{place_id}_{YYYY-MM-DD}_to_{YYYY-MM-DD}.csv
Manager checklist (one-liners)
Morning: open Invoices → Unpaid and follow up.
After payments: record them immediately and send receipt.
Weekly: reconcile payment log with bank/UPI statements.
Monthly: export invoices & payment logs for your accountant.
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