Handle a customer's billing from their account

Use a customer's Billing tab to see what they owe, make a quote or invoice, collect a payment, issue a credit or deposit, send a statement and refund a payment without leaving the account.

In the sidebar, open Accounts, then All Accounts, open the customer, then open the Billing tab. The page address ends in /billing. Everything here is limited to this one customer, and anything you open or create stays inside the account page.

What you see at the top

Five boxes sum up the customer: Balance due across open invoices, Open invoices, Overdue (needs collection follow-up), Unapplied cash and Credits & deposits. Press one to jump to the list behind it.

Below them, pick a list: Invoices, Quotes, Statements, Payments, Credits & deposits or Cards & recurring. Each list loads only this customer’s documents. Saved cards and recurring billing load when you open Cards & recurring.

The people selected to receive invoices or quotes under Billing Settings fill the matching document’s send screen. Email and text each use that person’s saved address or number; you can adjust either list before sending.

Make a quote or an invoice

1. Press New quote or New invoice on the Billing tab, or Create quote or Create invoice in the account’s Actions menu.
2. The document opens with the customer already filled in. Build it as usual (Create a quote, Create an invoice).
3. When you save or send, you come back to the customer's list.

If the button asks you to fix something first, the customer's status does not allow new quotes or invoices (for example, a lead or an inactive account). The window that opens explains the fix and can change the status for you.

Collect a payment

1. Press Collect payment at the top, or open an invoice's row menu and press Collect payment.
2. Take the payment as on any invoice: a card through Nova Payments (Collect a card payment on an invoice), or cash, a cheque or a transfer (Record a payment).

Other things you can do here

• Invoices and Quotes: search, filter by status, and use a row's menu to Open invoice, Open quote or Download PDF. An open quote offers the same review, accept or decline, and convert-to-invoice steps as the Quotes page.
• Statements: see past statements and press Generate statement to make a new one for this customer (Generate a statement).
• Payments: every payment, with its status. A payment's menu can start a refund in Refund account payment (Refund a payment).
• Credits & deposits: press Issue credit to give the customer a credit, or Create deposit to record money paid in advance.
• Cards & recurring: the customer's saved cards, automatic payments and recurring billing.
• More billing actions › Billing settings opens the customer's Billing Settings tab (payment terms, billing name, currency and who receives documents).

Give a customer their own invoice wording

On the customer's Billing Settings tab, open Documents and delivery. Payment instructions, Invoice customer message and Quote customer message each show the wording this customer gets today. Until you change it, that is your organization's own wording from the default invoice or quote template (or from the template chosen for this customer), shown as plain text.

1. Press Override for this customer. A box opens with the organization's wording already in it.
2. Change the words. They save on their own; nothing is saved until the text differs from the organization's wording.
3. To go back, press Use organization default instead. Emptying the box does the same.

To change the wording for every customer who has not been given their own, press Edit organization default, change the text, and press Save organization default. The change is saved on the invoice or quote template (Create a billing document template); invoices and quotes already made keep their wording. You only see this if your role can change billing document templates.

If something looks different

You only see the lists and buttons your role allows. Someone who can read invoices but not create them sees the lists without New invoice.