Configure Invoices

This guide will help you customize your invoices. When you’re finished configuring and testing, your Chargify invoices will be ready for customers.


Summary

Feature
Invoices
You Need
An understanding of your invoice requirements.
Code
No
Difficulty
◎◎

Configure Invoices

This will walk you through how, step by step.

 

1. Configure invoice settings

Go to Config > Settings > Invoices.

  1. Invoice Collection   Help
    Set "Automatic Payment" (default) most of the time. Only set "Manual Payment" if you never accept automated payments.

  2. Invoice Start Number   Help
    Default is 1. Tip: sometimes companies don't like to start with 1 because it makes their business appear "new". If this is the case, try a number like 1001 or 10001.

  3. Invoice Customization (Appearance)   Help
    These settings control logo and address appearance.

  4. Line Item Elements   Help
    These settings control line item elements/appearance. Of particular importance, is disabling $0 products, if you have a product configuration that utilizes $0 products.

  5. Tax Settings   Help

2. Set your business address
By default, your business address displayed in the top left corner of invoices, is based on your main Account settings. You can change this in 1 of 2 methods. 

Screen_Shot_2022-09-07_at_9.57.49_AM.png

Method 1 - Edit merchant information
On the top menu, top right, open your Account settings. From there, edit your merchant information. Any existing invoices will be not updated with this address.

Screen_Shot_2022-09-07_at_10.01.00_AM.png

Method 2 - Add a site-specific organization address
On the left menu, open your Site settings. 

Screen_Shot_2022-09-07_at_9.55.30_AM.png

Next, scroll down to the bottom and check this box to open the address settings. Enter your business address and save changes. Any existing invoices will be updated with this address.
Screen_Shot_2022-08-05_at_1.11.52_PM.png

3. Set up invoice emails
  1. Invoice Email Settings   Help
    Set "Automatic Payment" (default) most of the time. Only set "Manual Payment" if you never accept automated payments.

  2. Invoice Email Template   Help
    See the resources section on this page.

4. Set up invoice language/phrasing
You can use language settings to alter actual language (Spanish, French, etc), or change the phrasing of specific terms (eg: instead of "Bill To", change it to "Billed To", etc).

 

  1. Navigate to Invoice Language Settings
    Go to Config > Settings > Language Settings.

  2. Add/Edit a Language   Help
    To Add, click "+ Add a Language". To edit, click Actions > Customize Language.

  3. Test
    Invoices update in real time when you edit a language. To test, have an invoice open, save a language change, then refresh the invoice. Repeat until the end result is what you want.

5. Test
Create subscriptions that reflect your real use case(s), and test invoices for signups, renewals, one-time charges, mid-period charges, and anything else, as applicable. Revise your invoice settings as needed.

 

Optional - Set up Net Terms
Go to Config > Settings > Net Term Settings.  Help

Optional - Set up Invoice Custom Fields
Go to Config > Custom Fields. Create a custom field, set "Display Field Data on Invoices" to Yes. In the bottom left corner of invoices, a custom field section will appear (eg: Device ID, imaged below).

Screen_Shot_2022-06-20_at_12.45.28_PM.png

Optional - Add invoice email template
You can use this quickstart email html template, and modify the content as needed. For help installing the template, see the email guide.

Screen_Shot_2022-09-26_at_9.35.30_AM.png
Optional - Issue invoices in advance
Go to Config > Settings > Advance Invoices.  Help

This feature allows you to issue invoices in advance, automatically, some number of days before the actual renewal, on a per product basis. For example, you can sell an Annual Premium plan, and issue the invoice in advance 30 days prior to the renewal. The timeline might look like:

Jan 1, 2022 -- customer subscribes
Dec 1, 2022 -- renewal invoice generated
Jan 1, 2023 -- renewal date

Testing
Once you configure this feature, you'll want to test. To test the real advance invoice automation, you'll need to allow the real number of days to pass. You won't want to wait that long, so instead go to the subscription > Actions > Issue Invoice Immediately. This will show you a preview of the invoice, and then you can click "Confirm Invoice". This will simulate the issue invoice in advance process, so you can test.


Was this article helpful?
0 out of 0 found this helpful