Invoices page overview

Brands using Lightspeed Payments or their own payments processor can review and manage invoices directly within NuORDER.

• How invoices are generated
• Review invoices
• Manage invoices

Note: Many features in this article require Lightspeed Payments or bringing your own payments processor. If you're interested in Lightspeed Payments, contact our team at nuorder.paymentsgtm@lightspeedhq.com.

Note: You can also adjust invoicing permissions based on the user type for creating invoices, recording offline payments, and voiding invoices. Contact Support to configure invoicing permissions.

How invoices are generated

Brands generate invoices using their ERP or by manually sending one from an unpaid order. Make sure you review the order total and add any shipping costs before sending an invoice. Follow the steps in the Send invoices for brands article to add shipping costs and send invoices.

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Review invoices

From the left navigation menu hover over Payments and select Invoices.

Refine the invoice list using these options:

• Sort: Hover over a header and select the arrow icon to sort by that column.
• Search: Enter an order or invoice number in the search field. 
  • Order number: Generated by NuORDER and found on the Orders or Order Details page.
  • Invoice number: Generated by your ERP or NuORDER and available by selecting the Invoice icon on an order in the Orders or Order Details page. 
     
    
• Filter: Use the filters in the upper-right corner to find invoices by Customer, Status, or Due Date.  

Review the Status column:

Status	Label	Description
Authorized		The selected credit card is authorized and payment isn't overdue.
Overdue		The invoice is past due and either unpaid or partially paid. Due dates are set by your brand's ERP integration or when manually creating and sending the invoice. If no due date is entered, it defaults to the invoice creation date.
Paid		The invoice is fully paid.
Partial		A partial payment was made.
Pending		The payment is processing.
Unpaid		The invoice was sent and is awaiting payment. It's not overdue.
Void		A brand user voided the invoice and it no longer requires payment. The only available action for a voided invoice is downloading the PDF. To collect payment, generate a new invoice. Learn more in the Change Status section of this article.

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Invoice detail page

The invoice detail page shows you an individual invoice in full. This can be useful if you want to get more information about an invoice, download the invoice as a PDF, and more.

To access the details of an invoice, go to the Invoices page. Under the Invoice # column, select any invoice number.

 

The detailed view of the invoice will appear. Near the top of the screen, you’ll see buttons that let you download the invoice, send the invoice, and more. 

Note: You can’t edit the invoice details.

From the detailed invoice view, you can: 
 

• Download the invoice as a PDF
  To do this, select More actions>Download PDF.
   
• Send or resend the invoice
  To do this, select the Send invoice or Resend near the top of the screen.
  
  Note: Depending on the status of the invoice, you’ll see different options. For instance, if you’ve already sent the invoice, you’ll see the Resend button. If you haven’t sent the invoice, you’ll see the Send invoice button.
   
• Void the invoice
  To do this, select More actions>Void invoice.
   
• Make a payment or collect a payment
  To do this, select Payment>Collect Payment or Payment> Record Payment.
   
• Refund the transaction on the invoice
   
• Add a note to the invoice 
  To do this, scroll to the bottom of the page. Under Activity, select Add internal note.
   
• View invoice activity
  To do this, scroll to the bottom of the page and go to the Activity section.

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Edit columns on the Invoices page

You can add and remove columns in your invoices so that you only see the columns that are important to you.

Note: You can add or remove up to eight columns at a time.

To add a column, select the gear icon to open the Active columns menu. Under Active columns, select the checkbox next to the column title. To remove a column, deselect the checkbox to hide the column.

To rearrange the column order, select the gear icon to open the Active columns menu. Under Active columns, drag and drop columns to match the display order you want.

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Perform an action on multiple invoices 

To manage your invoices, you can select up to 30 invoices at a time and perform an action to the selected invoices. For example, you can select ten invoices all at once and download the PDF versions of all ten invoices.

Note: You can only perform one action at a time. For instance, if you select multiple invoices, you can only choose to download all the invoices as PDFs, but not download all invoices and PDFs and collect a payment at the same time.

Important to know:

• When a payment-related action is made–for example an invoice payment or a capture of payments—the action cannot be stopped and cannot be undone.
   
• You can only select invoices for a single buyer. You cannot select invoices across different companies and buyers. 
   
• If you close your browser after performing an action on an invoice, your actions continue to process in the background.

To select multiple invoices, from your Invoices page, select the checkboxes beside the invoices that you’d like to perform an action on.

Note: If there’s an error performing an action to your invoices, you’ll see a message near the bottom of the screen.

Next, select the action that you’d like to perform on the selected invoices near the top of the screen. After you select your action, you’ll see a status message near the bottom of the screen to show you the progress or status of the action.


 

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Manage invoices

Select an invoice using the checkboxes, then choose an action: Download PDF, Collect Payment, Resend Invoice, Record Payment, Change Status, or Capture Payment. 

Note: Some actions, like downloading a PDF and changing an invoice’s status, require you to select only one invoice.

Download PDF

Download a PDF with order and invoice details.

Note: Select only one invoice to complete this action. 

Collect Payment

Select one or more invoices and choose Collect Payment. Enter or confirm the following details:

• Payment Amount: Keep the default remaining balance or enter a different amount. 
• Payment method: Select or add a payment method. If one was chosen at checkout, it's labeled. 

When you're ready, select Collect. 

Resend Invoice

Select one or more invoices and choose Resend Invoice. Complete the form to resend the original invoice email:

• From: Defaults to your email address.
• To: Defaults to the buyer's email address.
• Subject: Enter an email subject.
• CC (optional): Add additional recipients as needed.

When you're ready, select Send.

Note: To generate a new invoice, go to the Orders page and follow the steps in Send invoices for brands.

Record Payment

Select one or more invoices and choose Record Payment to manually enter payments made outside of NuORDER. Enter or adjust the following details:

• Payment Amount: Defaults to the remaining balance.
• Date: Defaults to today.
• Payment Method: Choose from the provided options. 
• Internal Note (optional): Add details. This is especially helpful when selecting Other as the payment method.

When you're ready, select Submit. 

Change Status

Select Change Status to void an invoice.

Note: Select only one invoice to complete this action. 

Things to keep in mind:

• Void an invoice if it has errors, is invalid, uncollectible, or no longer needed.
• Voiding an invoice is permanent and can't be undone.
• The only available action for a voided invoice is downloading the PDF.
• If payment is still required on a voided invoice, send a new one.

With Void selected, click Update status.

Capture Payment

Select one or more invoices and choose Capture Payment to charge the credit card authorized for the order.

Review the details of the authorized card, then enter or adjust the following details:

• Internal note (optional): Enter additional details regarding this payment.
• Capture amount: Defaults to the remaining balance.

Note: Credit card authorizations usually expire in 5–7 business days.

When you're ready, select Capture. 

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Export your invoices as a .CSV file

You can export your invoices as a .CSV file from the Invoices page. This can be useful when reconciling your invoices. 

Note: You can export up to a year of invoices at a time. 

To export your invoices as a .CSV file, go to the Invoices page. Next, select Export near the top-right of the screen.

The Export as .csv screen will appear. Under Created date, select the date range that you’d like to export your .CSV file to, then select Export. The .CSV file will be downloaded to your browser’s default download folder. 

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