Invoicing

​

Overview

The Invoices module lets you generate branded payment requests and send them directly to customers via a hosted payment link. Unlike a standard credit card charge, an invoice gives the customer a professional document with itemized line items, a pricing summary, and a self-service “Pay Now” page they can open from any device. Key capabilities:

• Create invoices tied to existing Customer Vault records
• Add one-time line items or pull from a saved product catalog
• Choose between requesting payment (the customer pays on their own) or charging the customer directly from a saved card
• Track invoice status in real time (Paid, Pending, Past Due, Overdue, Canceled)
• Customize the look of the invoice and payment form to match your brand
• Set a post-payment redirect URL and a Terms & Conditions link

---

​

Navigation

Invoices lives in the left sidebar under APPS → Invoices, which expands to four sub-sections:

---

​

Invoices Dashboard

The Dashboard is the main invoice list. It opens automatically when you click Invoices in the sidebar.

​

Status Filter Tabs

Six tabs across the top filter the list by invoice status:

​

Invoice List Columns

Pagination controls at the bottom-right let you change Rows per page (dropdown) and page through results with ‹ / › arrows. The list shows “X–Y of Z” total records.

​

CREATE INVOICE Button

The blue CREATE INVOICE button in the top-right corner of the dashboard navigates directly to the Create Invoice form.

​

Filter Panel

Click the FILTERS toggle to expand a filter bar above the invoice table. Click CLEAR FILTERS to reset. Filter By options (dropdown): Filter Type options adjust the comparison operator (equals, greater than, contains, etc.) based on the chosen field. After setting Field + Type + Value, click + ADD FILTER to stack multiple conditions, then APPLY FILTERS to execute.

---

​

Viewing an Invoice (Invoice Information Panel)

Clicking any row opens the Invoice Information side panel (the list dims in the background).

​

Panel Header

​

Invoice Body

​

Left Panel — MENU & ACTIONS

The left sidebar of the Invoice Information panel changes based on invoice status: MENU

• Invoice Information — the current view (always present)

ACTIONS (vary by status)

Note: Paid and Canceled invoices only show Copy Invoice. Unpaid invoices show all three actions.

---

​

Create Invoice

Navigate to Invoices → Create Invoice (or click the CREATE INVOICE button on the Dashboard).

​

Step 1 — Add Customer

Type in the Search for existing customer field to find a Customer Vault record by name. The autocomplete dropdown shows:

• + Add a New Customer — creates a new vault record inline
• Matching existing customers (shown as “FIRST LAST”)

Select a customer to populate the invoice. The selected customer appears below the field with a red Delete (trash) icon to remove them.

​

Step 2 — Add Line Items

After selecting a customer, type in the Find or Add Line Item field to search your saved product catalog or create a one-time item. Dropdown options:

• + Add a New Item — opens the inline line item form
• Matching saved products (if any exist)

​

Add New Line Item Form

Clicking + Add a New Item expands a mini-form: Buttons: CANCEL (discards the item) · ADD NEW LINE ITEM (adds it to the invoice and updates the preview) You can add multiple line items. Each appears in the live Invoice Preview on the right as you build.

​

Step 3 — Payment Collection Info

​

Step 4 — Additional Payment Info

​

Step 5 — Invoice Details

​

Invoice Preview

The right-hand panel shows a live preview of the invoice as you fill in the form. It displays:

• Ecrypt logo (or your custom logo if configured in Branding)
• Invoice Date (today’s date)
• Bill To (customer name + email)
• Line items with price and quantity
• Pricing Summary: Subtotal · Estimated tax · Surcharge · Amount Due

​

Form Actions

---

​

Invoice Branding

Navigate to Invoices → Branding. The page title is “Appearance” and contains three content tabs and a preview panel.

​

Content Tabs

​

Preview Panel (Top Right)

Three device tabs let you preview how the invoice looks on different screens:

​

Invoice Tab — Color Settings

​

Form Tab — Color Settings

​

Mobile Tab — Color Settings

​

Saving Branding Changes

Click the Save button (bottom-right of the preview panel) to apply all three tabs at once. Each color field also has a circular reset icon (↺) that reverts that individual field to its default value.

---

​

Invoice URL Details

Navigate to Invoices → URL Details (opens as a modal overlay on the Dashboard). This section lets you configure two post-payment URLs that apply to all invoices globally. Click SAVE to apply the changes.

---

​

Tips & Best Practices

Invoice Number Preference. Leave the invoice number blank to use Ecrypt’s auto-generated sequential IDs, or enter your own format (e.g., INV-2026-001) for consistency with your accounting system. Request Payment vs. Charge Customer. Use Request payment when you want to send a link the customer clicks themselves. Use Charge Customer when you’ve already have the customer’s payment method on file and want to charge it directly without requiring customer action. Line Item Descriptions. Adding descriptions to line items improves transparency for the customer and reduces disputes. Descriptions appear on both the invoice PDF and the hosted payment page. Tax Field. The Tax (Exclusive) field adds tax on top of the subtotal. “Exclusive” means the tax is not included in the item prices — it’s calculated separately. For example, a $100 item at 8$108 total. Footer Text. Use the footer to add payment terms (e.g., “Net 30”), a thank-you note, or return policy information. This text appears at the bottom of every invoice. Resending Invoices. If a customer hasn’t paid and the due date is approaching, use Send Again from the Invoice Information panel to re-send the email without creating a duplicate invoice. Copying Invoices. Use Copy Invoice to quickly generate a new invoice pre-filled with the same line items and customer — ideal for recurring billing that doesn’t need a subscription. Branding Consistency. Match the Invoice Accent Color and Button Background Color to your brand’s primary color. The preview panel updates in real time so you can see the result before saving. Finish URL. Always set a Finish URL so customers have a clear next step after paying. A simple “Thank you, your payment was received” page reduces customer support inquiries. Overdue vs. Past Due. Both statuses indicate an unpaid invoice whose due date has passed. Use the status filter tabs to quickly isolate and follow up on all outstanding balances.