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 PCI DSS (Payment Card Industry Data Security Standard) compliant.

Signing Up for Invoicing

Only an Account Owner can enable this feature.

To sign up for Invoicing, follow these steps:

1. Sign in to the Merchant Interface.
2. Click Invoicing in the main left side menu.
3. The system will check if your account meets the criteria.
4. If not, the system will automatically create the API ID and Key for your account (as of July 1, 2024).
5. Ensure Customer Information Manager (CIM) is enabled, as it is required for Invoicing to function. When an invoice is created, CIM automatically creates a customer profile for storing customer information. If CIM is not enabled, you will receive a link to enable it before creating an Invoice.

Cost of Using Invoicing

There are no fees specific to Invoicing. Normal transaction and batch fees will apply, as well as any fees associated with CIM.

To see the fees after sign up on your account, follow these steps:

1. Sign in to the Merchant Interface.
2. Select Account from the main toolbar.
3. Click on Merchant Profile in the main left side menu.
4. Click on Fees to the right of Payment Gateway in the Payment Methods section.

How do to create an invoice?

1. Sign in to the Merchant Interface.
2. Select Tools from the main toolbar.
3. Select Invoicing on the bottom of the menu on the left-hand side.
4. Select the + Create Invoice link on the right-hand side of the main Invoicing page and enter the following information:
   • Bill to Name
   • Customer's email address
   • Invoice Number
   • Due Date
   • Item ID
   • Item Name
   • Quantity
   • Price of item
   • Optional: Discount rate, Shipping Amount, Tax Amount
5. If you would like to add multiple items, you can select the + Add Item link and add up to 30 items per Invoice.
6. To remove an item that you added to the invoice, select the X on the right side of the item line.

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.

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:

• Sent - The invoice has been sent to the customer.
• Paid - The invoice has been sent and paid by the customer.
• Draft - The invoice is saved as a draft and not yet sent to the customer.
• Canceled - The invoice was sent to the customer but later canceled.
• Partial - The customer has partially paid the invoice amount.

How can I edit an invoice after it has been sent to the customer?

Once an invoice is sent to the customer, you can edit it by selecting the invoice number from the Invoicing main page and clicking on the Edit icon in the upper right corner. All fields are editable except the Invoice Number. If you update the email address, the customer receives a new invoice email.

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

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. Once you select the Invoice Number, you will be directed to the Edit Invoice page where you can edit the invoice as needed. 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.

Editing Customer Email

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

To customize the look of the invoice, select the Settings link in the upper right corner of the Invoicing main screen. 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.

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. On the main Invoicing screen, click the Settings link in the upper right corner. Note: Only Account Owners and Account Admins can access this link.
2. Under the Other Settings section near the bottom, uncheck the box and click Save at the bottom of the page.

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 delete 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