What is Invoicing?

The Invoicing tool enables you to request payment from customers by sending them an invoice. Customers receive the invoice by email and click a link to view the invoice on the Authorize.net website. The Invoice page is pre-populated with the required information. When your customers pay the invoice, they use our secure payment form, which helps to keep your business Payment Card Industry Data Security Standard (PCI DSS) compliant.

How do I create an invoice?

1. Sign in to the Merchant Interface.
2. Be on or switch into the New Merchant Interface (2.0).
3. Click on Payments in the left navigation.
4. Click Invoicing.
5. Select the +Create Invoice link on the right-hand side of the main Invoicing page and enter the following information:
   • Invoice Number
   • Description
   • Due Date
   • Currency
   • Contact Information
     • Bill to Name
     • Customer's email address
   • Item/Service Information
     • Item ID
     • Item Name
     • Quantity
     • Price of item
   • Optional Pricing
     • Discount rate
     • Shipping Amount
     • Tax Amount
6. If you would like to add multiple items, you can select the + Add Item link and add up to 30 items per Invoice.
7. To remove an item that you added to the invoice, select the X on the right side of the item line.
8. Allow Partial Payments - set if partial payments will be allowed and the amount.
9. Choose to Send Invoice or Save as Draft or Cancel.
   • Sending the Invoice will send an invoice email to the customer.
   • Save as Draft will not send the email invoice and allow you to modify and send later.

What is the status of my invoice?

From the Invoicing main screen, you can see the status of your created Invoices. The possible statuses are:

• Draft - The invoice is saved as a draft and not yet sent to the customer.
• Unpaid - The invoice has been sent to the customer and is unpaid.
• Partial - The customer has partially paid the invoice amount.
• Paid - The invoice has been sent and paid by the customer.
• Canceled - The invoice was sent to the customer but later canceled.
• Overdue - The invoice is past due and payment not completed.

How can I edit an invoice that has been saved as a draft?

1. Sign in to the Merchant Interface.
2. Be on or switch into the New Merchant Interface (2.0).
3. Click on Payments in the left navigation.
4. Click Invoicing.
5. From the Invoicing main screen, select the Invoice Number you want to edit. You can search by Invoice Number or sort your Invoices by Status.
6. Once you select the Invoice Number, you will be directed to the Edit Invoice page where you can edit the invoice as needed.
7. You can either send the invoice to your customer or save it as a draft again by selecting the Update Draft link at the bottom of the page.

To edit the email sent to your customer, select the Settings link in the upper right corner of the Invoicing main screen. Under Customize your email, you can add a message that will appear on the invoice email. Note that the maximum character limit is 2000.

Customizing Invoice Appearance

1. Select the Settings link in the upper right corner of the Invoicing main screen.
2. Under Customize your invoice, you can:
   • Add a logo to your invoice (logo size needs to be less than 1MB, allowed file types: jpg, png, gif).
   • Update the Business Name that appears on the invoice (will show on both the invoice and email sent to the customer).
   • Change the background color of the invoice header.
   • Change the font color of the header.
3. The Settings page has a live preview screen that shows changes as you make them. Remember to select the Save button at the bottom of the page.

Resending an Invoice

On the main Invoicing screen, you see a list of the invoices you have created. If an invoice is in one of the following states, an option to resend the invoice appears under the Action column on the right-hand side:

• Saved as a draft
• Unpaid
• Partially paid by the customer

Canceling an Invoice

On the main Invoicing screen, you see a list of the invoices you have created. If an invoice has been saved as a draft or the customer has not paid it yet, and you wish to cancel it, click the Cancel link under the Action column on the right-hand side.

Once you cancel an invoice, you cannot resend it to the merchant. If a customer clicks on the link in their email for a canceled invoice, they receive a message that the "Invoice does not exist."

Email Reminders

Customers receive a friendly reminder for unpaid invoices. Authorize.net automatically sends emails:

• 5 days before the invoice is due
• 1 day after the invoice is overdue

If you wish to disable the reminder emails, follow these steps:

1. Sign in to the Merchant Interface.
2. Be on or switch into the New Merchant Interface (2.0).
3. Click on Payments in the left navigation.
4. Click Invoicing.
5. Click Settings in the top right corner.
6. Click Customize Your Email.
7. In the section near the bottom, uncheck the box and click Save at the bottom of the page.

Only Account Owners and Account Admins can access this option.

Customer Information Manager (CIM) Profile Deletion Warning

Once a Profile (including Payment or Shipping profiles) is deleted, the information it contained can no longer be retrieved. Please pay special attention to profiles marked as linked to a subscription or invoice as deleting these profiles will prevent further usage of them through Automated Recurring Billing (ARB) or Invoicing; deletion is permanent.

For ARB, this includes any further runs with the previous customer card data causing subscriptions to fail. You can identify these profiles by the Description: Profile created by Subscription: [Subscription ID].

For Invoicing, this includes if any invoices have not been paid or fully paid. Once the profile is deleted, it will prevent that invoice from being completed, and a new one will need to be created for any remaining payment. You can identify these profiles by the Description: ANET customer profile for Invoicing.

Using Invoicing FAQs

• What is the cost for using Invoicing?
  • There currently is no separate charge for invoicing in a setup or monthly fee. There will be standard transaction fees that will apply.
• Can I allow the customer to make partial payments?
  • Yes. When you create a new invoice, check the box below the Total that says Allow Partial Payments. You will then be prompted to enter the minimum amount that your customer can pay. For example: If the invoice amount equals $100 and you set the minimum amount to $10, that will allow the customer to make up to 10 payments of at least $10 each. The customer always has the option to pay more than the minimum amount.
• How long are the invoices tracked and displayed through the merchant portal dashboard?
  • All your invoices are listed on the Invoicing Dashboard in the Merchant Interface. There is no expiration date for the invoices.
• How many line items can be added to each invoice?
  • You can add up to 30 line items per invoice.
• What is the maximum amount that can be invoiced on an individual invoice?
  • The maximum amount that can be invoiced on an individual invoice is $99,999.99.
• Does invoicing have multi-currency capabilities?
  • Your invoice will be sent in the currency in which your Authorize.net gateway account is set up for. If you do business in multiple currencies, you will need to set up separate gateway accounts for those separate currencies. For more information on the currencies that Authorize.net supports, please see: What payment processors, card types and currencies that Authorize.net support?
• Can custom invoice numbers be used?
  • Yes, you can delete the invoice number that we generate for you and instead enter your own custom invoice number.
• If I enter the invoice number for the Invoice I created in the Virtual Terminal when processing a manual payment, will it update the invoice under the invoicing service?
  • Yes, if you enter the applicable invoice number when processing a payment manually through the Virtual Terminal, it will reflect on the invoice you created under the invoicing service. This effectively gives you the ability to process manual payments for the invoices you create within the Merchant Interface.
• Can you back-date an invoice?
  • Yes. When you create a new invoice, the due date field allows you to input any past or future date.
• How long can the Item Number/Item ID be?
  • The Item Number/Item ID can be up to 31 characters and can include both numbers and letters.
• We do not offer discounts for our services. Is it possible not to show discounts on the invoice?
  • Adding a discount is an optional field. If you do not enter a discount percentage, it will not show up on the final invoice sent to the customer.
• Can I change the Invoice Status manually or mark the invoice as Paid?
  • No, the invoice statuses will only change based on payment through the invoicing link or the Virtual Terminal.
• Is there an option to receive email notifications when an invoice is generated, dispatched, and paid?
  • Our system currently does not provide or have emails specific to invoice but you have the option to sign-up to receive a Transaction Receipt. This receipt will be sent to you after the invoice transaction is successfully processed. For more information see: What type of emails does Authorize.net send out?
• Does the invoice transaction settle automatically at the end of the day?
  • Yes, in your account your transactions will be settled once per day, after your Transaction Cut Off Time. Here is how you can view these details in your account. For more information see: When do transactions batch for settlement, can this timing be altered, and how to find unsettled and settled transactions?
• How do I refund an invoice payment?
  • The process for issuing a refund for an invoice payment is the same process for issuing a refund for a non-invoice transaction. The steps you take will be slightly different based on whether it was a credit card or eCheck transaction. For more information see: How to issue a refund transaction?
• If a transaction is held for review by the Advanced Fraud Detection Suite, how will that reflect on the invoice?
  • Our system does not provide a follow-up status of whether a transaction in review is approved or declined, therefore by default, the invoice history will display: “paid”.
• Is there a way to see who made updates to an invoice after it was sent?
  • Our system currently does not provide a log or details of who performed updates or changes to invoices.
• Can I add multiple email addresses to an invoice?
  • No, only one email address per invoice is supported.
• Can customers pay invoices with a checking account?
  • Yes, checking or a bank account can be used if you have enrolled into eCheck processing with Authorize.net. See support article: What is eCheck and how do you apply for it?
• Are there limits to how many invoices I can create or edit? 
  • Yes, limits have been set specifying how many invoices your can create or edit. If you see the message "Invoice creation/edit attempt limit reached. Please successfully complete a transaction to remove this limit" while creating invoices, this indicates you have reached the limit of the number of invoices that you can create or edit until you successfully process a transaction.