Invoice

In this article you learn how to create and send digital invoices quickly and easily via email to your customers using the "Invoice" tool.

Alongside Pages, Paylink, QR Pay, Terminal, and Donation, Invoice is one of the six e-commerce tools offered by Payrexx to assist merchants in selling their products and receiving payments.

With the "Invoice" tool, you can effortlessly create invoices and send them to your customers via email. Customers can conveniently pay their invoices online with just a few clicks.

Creating an Invoice

Please note that you must be logged in to your Payrexx account before you begin. If you do not have an account, please register with Payrexx.

Follow these steps in your Payrexx account's merchant administration to create an invoice:

• Navigate to Invoice in the main menu.

• Click the green "Create" button in the top right corner.

A new window will open where you can configure various invoice settings. The configuration options are divided into sections for recipient and general parameters, invoice positions, as well as message, attachments and settings.

Recipient and general parameters

In this section, you can configure the following settings:

Creating an invoice: entering the recipient and general invoice parameters

1. Recipient: Click in the field and enter the name, address, and email address of the invoice recipient.

2. Invoice date: Specify the date of the invoice.

3. Due in: Define the number of days within which the invoice should be paid.

4. Period of service: Enter the period to which the invoiced service relates. You can also use this field to specify the delivery date. In this case, simply fill out one of the two fields.

5. Language: Select the language of the invoice. The available options will be those languages you have configured in the settings.

Invoice positions

In this section, you can configure the following settings:

Creating an invoice: Entering the invoice positions

1. Title and product description: Choose a descriptive title for the product or service being invoiced. You can optionally add more information under Product Description. By clicking "Add invoice position," you can include additional products or services on the same invoice.

2. Number: Specify the number of units for each invoice item.

3. Price: Define the price of each invoice item.

4. Discount: Optionally, provide a discount to the customer – either as a percentage or a fixed amount.

5. Tax: Select the applicable VAT rate. The available rates are those you have configured in the general settings.
6. Add shipping costs: Optionally, add a fixed amount for shipping costs.

7. Add application fee: Optionally, enter an application fee as a fixed amount.

8. Add cash discount option: Optionally, offer an early payment discount, which is a percentage reduction in the price for prompt payment.

Message, attachments and settings

In this section, you can configure the following settings:

Creating an invoice: Message, attachments and settings

1. Message to recipient: Optionally, enter a message for the recipient of the invoice. The text will appear on the invoice below the subject line.

2. Terms of use: Optionally, enter terms of use. This information will appear on the invoice below the total amount and the payment deadline.

3. Attachments: Optionally, upload up to three attachments in PDF format. These files will be sent as attachments along with the invoice.

4. Payment Service Providers: Select the payment service provider(s) through which the customer can pay their invoice.

5. Bank details: Enter your bank details so that the customer can make a bank transfer. If you leave this field blank, the customer can still pay using the QR code on the invoice, which includes the bank details stored in your Payrexx account.

6. Look & Feel Profile: Choose the design in which the invoice should be formatted. The available options are the profiles configured under Look & Feel.

Don't forget to click "Continue" to create the invoice.

Reviewing and Finalizing the Invoice

Payrexx gives you the opportunity to review the created invoice before sending it to the customer:

Reviewing, finalizing, and sending the created invoice

1. Download invoice: Download the invoice as a PDF.

2. Showw: Open and review the payment page as it will be displayed to the customer.

3. Edit: Make final adjustments to the invoice before sending it.

4. Finalize invoice: Everything in order? Then click the green button. A window will appear where you can make final settings. Click "Finalize" to send the invoice.

If you prefer to send the invoice through a different channel, leave the checkbox empty and then click "Finalize."

Invoice from the Customer's Perspective

The customer receives an email with the invoice attached as a PDF.

Email with PDF invoice aattachment and payment link

By clicking the "Pay invoice online" button, the customer is taken directly to the payment page. The actual invoice is displayed on the left side, while the payment form is on the right side. Additionally, the invoice can be downloaded as a PDF.

Invoice and payment page from the customer's perspective