The Invoicing tool enables you to request payment from customers by sending them an invoice. Customers receive the invoice by email and select 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 keep your business Payment Card Industry Data Security Standard (PCI DSS) compliant.

Only an Account Owner can enable this feature.

To sign up for Invoicing, follow these steps:

1. Sign in to the Merchant Interface.
2. Select Invoicing in the main menu.
3. Wait for the system to check if your account meets the criteria.
4. If not, the system will automatically create the Application Programming Interface (API) ID and Key for your account (as of 01 July 2024).
5. Ensure Customer Information Manager (CIM) is enabled, as required for Invoicing. When an invoice is created, CIM automatically creates a customer profile to store customer information. If CIM is not enabled, you will receive a link to enable it before creating an invoice.

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

To view fees after signing up on your account, follow these steps:

1. Sign in to the Merchant Interface.
2. Select Account from the main toolbar.
3. Select Merchant Profile in the menu.
4. Select Fees beside Payment Gateway in the Payment Methods section.

1. Sign in to the Merchant Interface.
2. Select Tools from the main toolbar.
3. Select Invoicing in the menu.
4. Select the + Create Invoice link and enter these details:
   • 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. To add multiple items, select the + Add Item link. You can add up to 30 items per invoice.
6. To remove an item, select the X beside the item line.

When you create a new invoice, select Allow Partial Payments below the total. Enter the minimum amount your customer can pay. For example, if the invoice amount is USD 100.00 and you set the minimum to USD 10.00, the customer can make up to 10 payments of at least USD 10.00 each. The customer can pay more than the minimum amount.

View the status of your created invoices from the Invoicing main screen. Possible statuses:

• 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.
• Canceled – The invoice was sent but later canceled.
• Partial – The customer has partially paid the invoice amount.

To edit an invoice after sending, select the invoice number from the Invoicing main page and select the Edit icon. All fields are editable except the Invoice Number. If you update the email address, the customer receives a new invoice email.

Select the Invoice Number from the Invoicing main screen. You can search by Invoice Number or sort by Status. After selecting the Invoice Number, you can edit the invoice as needed. Send the invoice or select Update Draft to save changes.

To edit the email sent to your customer, select the Settings link in the Invoicing main screen. Under Customize your email, add a message to appear on the invoice email. The character limit is 2,000.

To customize the invoice, select the Settings link in the Invoicing main screen. Under Customize your invoice, you can:

• Add a logo (size less than 1MB, file types: jpg, png, gif).
• Update the Business Name (shows on invoice and email).
• Change the background color of the invoice header.
• Change the font color of the header.

The Settings page has a live preview screen for changes. Select Save to apply changes.

If an invoice is saved as a draft, unpaid, or partially paid, you can resend it using the Action column in the Invoicing screen.

If an invoice is saved as a draft or unpaid, you can cancel it using the Cancel link in the Action column. Once canceled, you cannot resend it. Customers attempting to pay a canceled invoice see an "Invoice does not exist" message.

Customers receive reminder emails for unpaid invoices:

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

To disable reminder emails:

1. Select the Settings link in the Invoicing screen. Only Account Owners and Account Admins can access this.
2. Under Other Settings, uncheck the box and select Save.

Once a Profile (including Payment or Shipping profiles) is deleted, the information cannot be retrieved. Profiles linked to a subscription or invoice, when deleted, prevent further Automated Recurring Billing (ARB) or Invoicing usage. Deletion is permanent.

• For ARB, deleting a profile causes subscriptions to fail. Identify these profiles by “Profile created by Subscription: [Subscription ID]”.
• For Invoicing, deleting a profile linked to an unpaid invoice prevents completion of payment. Identify these profiles by “ANET customer profile for Invoicing.”

Any payment submitted with a matching invoice number is automatically tied to the pending invoice. This connection ensures that payments are correctly applied, whether they are processed through the invoice link or manually entered using the invoice number in the Merchant Interface.

When a payment is received with an invoice number that matches a pending invoice, the system updates the invoice status accordingly. This process helps you track outstanding invoices and confirm when each invoice has been paid or partially paid.

• What is the cost for using Invoicing?
  • There is no separate charge for invoicing in a setup or monthly fee. Standard transaction fees apply.
• How long are invoices tracked and displayed in the merchant portal dashboard?
  • All invoices are listed in the Invoicing Dashboard in the Merchant Interface. There is no expiration date for 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 is USD 99,999.99 per invoice.
• Does invoicing have multi-currency capabilities?
  • Your invoice uses the currency set for your Authorize.net gateway account. To use multiple currencies, set up separate gateway accounts for each currency. See supported currencies.
• Can custom invoice numbers be used?
  • Yes, enter your own custom invoice number instead of the generated one.
• 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, manual payments processed with the invoice number will reflect on the invoice under the invoicing service.
• Can you back-date an invoice?
  • Yes. The due date field allows you to enter any past or future date.
• How long can the Item Number/Item ID be?
  • Up to 31 characters, including numbers and letters.
• We do not offer discounts for our services. Is it possible not to show discounts on the invoice?
  • Discount is optional. If you do not enter a discount percentage, it will not appear on the invoice.
• Can I change the Invoice Status manually or mark the invoice as Paid?
  • No, invoice statuses update only 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?
  • There are no specific emails for invoices, but you can sign up for Transaction Receipts. See email types Authorize.net sends.
• Does the invoice transaction settle automatically at the end of the day?
  • Transactions settle once per day, after your Transaction Cut Off Time. View settlement details.
• How do I refund an invoice payment?
  • Refunds for invoice payments follow the same process as non-invoice transactions. Steps differ for credit card or eCheck transactions. How to issue a refund.
• If a transaction is held for review by the Advanced Fraud Detection Suite, how will that reflect on the invoice?
  • The system does not show a follow-up status for transactions in review. By default, invoice history displays “paid.”
• Is there a way to see who made updates to an invoice after it was sent?
  • The system 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.
• Are there limits to how many invoices I can create or edit?
  • Limits exist for how many invoices you can create or edit. If you see "Invoice creation/edit attempt limit reached. Please successfully complete a transaction to remove this limit," you have reached the limit until you process a transaction.
• Will a created invoice ever expire?
  • Invoice pay links are valid for 12 months from creation. If expired, customers see an error when using the pay link. For unpaid or overdue invoices, edit the due date or cancel and create a new invoice to resend the pay link.
• Can customers pay invoices with a checking account?
  • Yes, if you are enrolled in eCheck processing with Authorize.net. Learn about eCheck.

• PCI DSS – Payment Card Industry Data Security Standard
• API – Application Programming Interface
• CIM – Customer Information Manager
• ARB – Automated Recurring Billing