Invoicing Setup - Revision history

PeterM at 15:44, 14 June 2022

2022-06-14T15:44:54Z

SarahK at 19:46, 25 April 2022

2022-04-25T19:46:36Z

Joshua at 19:23, 25 July 2021

2021-07-25T19:23:48Z

Joshua at 19:23, 25 July 2021

2021-07-25T19:23:15Z

SarahK at 13:30, 4 August 2020

2020-08-04T13:30:44Z

SarahK at 20:30, 5 May 2020

2020-05-05T20:30:59Z

Lawrence: /* Enabling Sequential Invoice Numbering */

2019-12-03T14:17:53Z

‎Enabling Sequential Invoice Numbering

Lawrence: /* Enabling Sequential Invoice Numbering */

2019-12-03T14:17:08Z

‎Enabling Sequential Invoice Numbering

Lawrence: /* Enabling Sequential Invoice Numbering */

2019-12-03T14:13:56Z

‎Enabling Sequential Invoice Numbering

Lawrence: /* Enabling Sequential Invoice Numbering */

2019-12-03T14:13:42Z

‎Enabling Sequential Invoice Numbering

← Older revision		Revision as of 15:44, 14 June 2022
Line 19:		Line 19:

	The cron job performs the generation each day, so it's important to configure [[Cron Tasks]].		The cron job performs the generation each day, so it's important to configure [[Cron Tasks]].
		+
		+	==Manual Invoice Generation==
		+
		+	When creating an invoice manually, the due date defaults to the same number of days in the future as you allow for automatic invoice generation. You can configure this via '''Invoice Generation''' in the '''Billing Settings''' section at '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > [[Automation Settings]]''' or, prior to WHMCS 8.0, '''Setup > Automation Settings'''.
		+
		+	You can customize the due date via the '''Options''' tab when managing an invoice.

	==Invoice Reminders & Notices==		==Invoice Reminders & Notices==

@@ Line 1: / Line 1: @@
 ==Setting the Starting Number==
-WHMCS allows you to set the next invoice number that it will generate. This is useful for if you want to start invoicing at a number other than 1 or start invoices for a new year from a new number. You do this as follows:
+WHMCS allows you to set the next invoice number that it will generate. This is useful for if you want to start invoicing at a number other than <tt>1</tt> or start invoices for a new year from a new number. You do this as follows:
-*Go to '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > General Settings > Invoices'''.
+*Go to the '''[[Invoice Tab|Invoices]]''' tab at '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > General Settings''' or, prior to WHMCS 8.0, '''Setup > General Settings'''.
 *Enter the next number to assign in '''Invoice Starting #'''.
-*Click Save.
+*Click '''Save'''.
 The value will then disappear from the field but the system will assign that number to the next invoice.
@@ Line 13: / Line 13: @@
 WHMCS automatically generates invoices for recurring products and services in advance of the due date.
-You can configure exactly how far in advance to generate invoices in '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > Automation Settings > Billing Settings'''. By default, this is 14 days.
+You can configure exactly how far in advance to generate invoices using '''Invoice Generation''' in the '''Billing Settings''' section at '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > [[Automation Settings]]''' or, prior to WHMCS 8.0, '''Setup > Automation Settings'''.
-You can also use '''Advanced Settings''' to configure the number of days in advance to generate invoices on a per billing cycle basis.
+* By default, this is <tt>14</tt> days.
 The cron job performs the generation each day, so it's important to configure [[Cron Tasks]].
@@ Line 26: / Line 27: @@
 * Up to three overdue reminders once the invoice has passed the due date.
-You can configure when you would like these notices go out in '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > Automation Settings > Billing Settings'''.
+You can configure when you would like these notices go out in the '''Billing Settings''' section at '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > [[Automation Settings]]''' or, prior to WHMCS 8.0, '''Setup > Automation Settings'''.
 ==Group Similar Line Items==
-By enabling this option in '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > General Settings > Invoices''', the system will automatically combine any identical line items into one summarized quantity format. For example:
   Monthly Lease $15.95
@@ Line 39: / Line 41: @@
 x Monthly Lease @ $15.95 $47.85
-Only the client (printable) invoice uses this format. The admin area invoice will still display each item on an individual line.
+Only the client (printable) invoice uses this format. The Admin Area invoice will still display each item on an individual line.
 ==Automatic Grouping of Items==
@@ Line 59: / Line 61: @@
 ===Enabling Continuous Invoicing===
-To enable this feature, go to '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > General Settings > Invoicing''' and check the checkbox next to this setting. After enabling this option, if there are users who are due invoices for months that you haven't yet invoiced, the system will generate one invoice on each cron run for the user for the following days after enabling this.
+To enable this feature, go to the '''[[Invoice Tab|Invoices]]''' tab '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > General Settings''' or, prior to WHMCS 8.0, '''Setup > General Settings''', and check the checkbox next to this setting. After enabling this option, if there are users who are due invoices for months that you haven't yet invoiced, the system will generate one invoice on each cron run for the user for the following days after enabling this.
 ==Proforma Invoicing/Sequential Invoice Numbering==
-This feature is primarily for EU-based companies where, for accounting reasons, it is sometimes necessary to ensure paid invoice numbers are sequential. Of course, anyone can use this feature in WHMCS regardless of location.
+This feature is primarily for EU-based companies where, for accounting reasons, it is sometimes necessary to ensure paid invoice numbers are sequential. Anyone can use this feature in WHMCS regardless of location.
 ===Enabling Sequential Invoice Numbering===
 [[File:Sequential_paid_invoice_numbering_1.png|thumb|Configuring Sequential Invoice Numbering]]
 To enable this feature:
-#Go to '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > Payments > Tax Configuration'''.
+# Go to '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > [[Tax Configuration]]''' or, prior to WHMCS 8.0, '''Setup > Payments > Tax Configuration'''.
-#On '''General Settings''', enable '''Tax Support'''.
+# In the '''General Settings''' tab, enable '''Tax Support'''.
-#Click '''VAT Settings'''.
+# In the '''VAT Settings''' tab:
-#Enable '''Proforma Invoicing/Sequential Paid Invoice Numbering'''.
+## Enable '''Proforma Invoicing/Sequential Paid Invoice Numbering'''.
-#In '''Sequential Invoice Number Format''', below, specify the format you want to use for the numbering. You can also include letters (for example, include your company's initials and the year to differentiate invoices for each year to create <tt>WHMCS2007-{NUMBER}</tt>). WHMCS replaces <tt>{NUMBER}</tt> placeholder with that invoice's number.
+## For '''Sequential Invoice Number Format''', specify the format you want to use for numbering. You can also include letters (for example, include your company's initials and the year to differentiate invoices for each year to create <tt>WHMCS2007-{NUMBER}</tt>). WHMCS replaces <tt>{NUMBER}</tt> placeholder with that invoice's number.
-#If desired, update the value for '''Next Paid Invoice Number'''. This allows you to set the next number to assign to an invoice. Each time a customer pays an invoice, the number increases by 1. You may want to alter the number here if, for example, you remove an invoice or at the beginning of a new year, to start at 1 again.
+## Update the value for '''Next Paid Invoice Number'''. This allows you to set the next number to assign to an invoice.
 #If desired, update the value for '''Auto Reset Numbering'''. This determines when WHMCS will automatically reset the '''Next Paid Invoice Number''' to use for newly-paid invoices. You can set this to ''Never'', ''Monthly'', or ''Annually''.
 #If desired, enable '''Set Invoice Date on Payment''' to have WHMCS change the due date of an invoice to the payment date.
@@ Line 83: / Line 88: @@
 ===Proforma Invoicing===
-Generally, you will use the sequential numbering in conjunction with proforma invoicing. Invoices will display ''Proforma invoice'' while in unpaid status and ''Invoice'' once a customer pays. You can enable this under '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > General Settings > Invoices > Enable Proforma Invoicing'''.
+Generally, you will use the sequential numbering in conjunction with proforma invoicing. Invoices will display ''Proforma invoice'' while in unpaid status and ''Invoice'' once a customer pays. You can enable this in the '''[[Invoice Tab|Invoices]]''' tab at '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > General Settings''' or, prior to WHMCS 8.0, '''Setup > General Settings'''.
 ==Custom Invoice Numbering Format==
-Invoices in WHMCS are automatically assigned a numerical identifier known as the '''Invoice Number''' when they are created.
+WHMCS automatically assigns a numerical identifier, or invoice number, to each invoice that it generates.
 The invoice number can be customised in a variety of different ways using text or numerical sequences to meet your accounting requirements. Here are some examples:

@@ Line 85: / Line 85: @@
 Generally, you will use the sequential numbering in conjunction with proforma invoicing. Invoices will display ''Proforma invoice'' while in unpaid status and ''Invoice'' once a customer pays. You can enable this under '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > General Settings > Invoices > Enable Proforma Invoicing'''.
-===Custom Invoice Numbering Format===
+==Custom Invoice Numbering Format==
 Invoices in WHMCS are automatically assigned a numerical identifier known as the '''Invoice Number''' when they are created.

← Older revision		Revision as of 19:23, 25 July 2021
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	Generally, you will use the sequential numbering in conjunction with proforma invoicing. Invoices will display ''Proforma invoice'' while in unpaid status and ''Invoice'' once a customer pays. You can enable this under '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > General Settings > Invoices > Enable Proforma Invoicing'''.		Generally, you will use the sequential numbering in conjunction with proforma invoicing. Invoices will display ''Proforma invoice'' while in unpaid status and ''Invoice'' once a customer pays. You can enable this under '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > General Settings > Invoices > Enable Proforma Invoicing'''.
		+
		+	===Custom Invoice Numbering Format===
		+
		+	Invoices in WHMCS are automatically assigned a numerical identifier known as the '''Invoice Number''' when they are created.
		+
		+	The invoice number can be customised in a variety of different ways using text or numerical sequences to meet your accounting requirements. Here are some examples:
		+
		+	* <tt>ABC-123</tt>
		+	* <tt>01-01-2020~456</tt>
		+	* <tt>IND/789</tt>
		+	* <tt>ANYTEXT-2020-123</tt>
		+
		+	For detailed instructions on how to configure these custom invoice number formats, see the help article on [https://help.whmcs.com/m/payments/l/1197977-configuring-a-custom-invoice-number-format Configuring a Custom Invoice Number Format].

@@ Line 1: / Line 1: @@
 ==Setting the Starting Number==
-WHMCS allows you to set the next invoice number that it will generate.  This is useful for if you want to start invoicing at a number other than 1 or start invoices for a new year from a new number.  You do this as follows:
+WHMCS allows you to set the next invoice number that it will generate. This is useful for if you want to start invoicing at a number other than 1 or start invoices for a new year from a new number. You do this as follows:
-*Go to '''Setup > General Settings > Invoices tab'''.
+*Go to '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > General Settings > Invoices'''.
-*Enter the next number to assign in the "Invoice Starting #" field.
+*Enter the next number to assign in '''Invoice Starting #'''.
 *Click Save.
@@ Line 13: / Line 13: @@
 WHMCS automatically generates invoices for recurring products and services in advance of the due date.
-You can configure exactly how far in advance to generate invoices in '''Setup > Automation Settings > Billing Settings'''.  By default, this is 14 days.
+You can configure exactly how far in advance to generate invoices in '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > Automation Settings > Billing Settings'''. By default, this is 14 days.
-You can also use the ''"Advanced Settings''' to configure the number of days in advance to generate invoices on a per billing cycle basis.
+You can also use '''Advanced Settings''' to configure the number of days in advance to generate invoices on a per billing cycle basis.
-The cron job performs the generation each day, so it's important to configure the [[Cron Tasks]].
+The cron job performs the generation each day, so it's important to configure [[Cron Tasks]].
 ==Invoice Reminders & Notices==
@@ Line 26: / Line 26: @@
 * Up to three overdue reminders once the invoice has passed the due date.
-You can configure when you would like these notices go out in '''Setup > Automation Settings > Billing Settings'''.
+You can configure when you would like these notices go out in '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > Automation Settings > Billing Settings'''.
 ==Group Similar Line Items==
-By enabling this option in '''Setup > General Settings > Invoices tab''', the system will automatically combine any identical line items into one summarised quantity format. For example:
+By enabling this option in '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > General Settings > Invoices''', the system will automatically combine any identical line items into one summarized quantity format. For example:
-  Monthly Lease $15.95
+ Monthly Lease $15.95
-  Monthly Lease $15.95
+ Monthly Lease $15.95
-  Monthly Lease $15.95
+ Monthly Lease $15.95
 becomes
-x Monthly Lease @ $15.95  $47.85
+x Monthly Lease @ $15.95 $47.85
 Only the client (printable) invoice uses this format. The admin area invoice will still display each item on an individual line.
@@ Line 47: / Line 47: @@
 By doing this, it means the customer only receives a single invoice and only needs to make a single payment. This, then, reduces your transaction fees.
-If you have a client for whom you do not wish this grouping to occur, you can disable it either by the '''Separate Invoices''' setting within a clients profile or the same setting within client groups.
+If you have a client for whom you do not wish this grouping to occur, you can disable it with '''Separate Invoices''' either in a clients profile or in client groups.
 ==Continuous Invoice Generation==
-Continuous Invoice Generation refers to whether the system creates invoices for unpaid items. For example:
+'''Continuous Invoice Generation''' refers to whether the system creates invoices for unpaid items. For example:
-Consider a hosting account for which the customer pays monthly.  The user places their order in January.  They receive an invoice and they pay their invoice.  In the following month, the user gets their next invoice and they pay that.  Then, in March, the user receives their invoice but they don't pay it because they no longer wish to use the account or simply because they miss the emails about it. If you have disabled continuous invoice generation, the user would not receive any further invoices until they paid the March invoice.  However, if you enable continuous invoicing, the user would receive invoices every month until termination, regardless of whether they paid for the item.
+Consider a hosting account for which the customer pays monthly. The user places their order in January. They receive an invoice and they pay their invoice. In the following month, the user gets their next invoice and they pay that. Then, in March, the user receives their invoice but they don't pay it because they no longer wish to use the account or simply because they miss the emails about it. If you have disabled continuous invoice generation, the user would not receive any further invoices until they paid the March invoice. However, if you enable continuous invoicing, the user would receive invoices every month until termination, regardless of whether they paid for the item.
-When you enable Continuous Invoice Generation, any product that is Active, or Suspended '''will''' continue to generate invoices regardless of the status of its previous invoice(s). Pending, Completed, Cancelled or Terminated services will '''not''' generate invoices.
+When you enable '''Continuous Invoice Generation''', any product that is ''Active'' or ''Suspended'' will continue to generate invoices regardless of the status of its previous invoice(s). ''Pending'', ''Completed'', ''Cancelled'', or ''Terminated'' services will '''not''' generate invoices.
 ===Enabling Continuous Invoicing===
-To enable this feature, go to '''Setup > General Settings > Invoicing''' and check the checkbox next to this setting.  After enabling this option, if there are users who are due invoices for months that you haven't yet invoiced, the system will generate one invoice on each cron run for the user for the following days after enabling this.
+To enable this feature, go to '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > General Settings > Invoicing''' and check the checkbox next to this setting. After enabling this option, if there are users who are due invoices for months that you haven't yet invoiced, the system will generate one invoice on each cron run for the user for the following days after enabling this.
 ==Proforma Invoicing/Sequential Invoice Numbering==
-This feature is primarily for EU-based companies where, for accounting reasons, it is sometimes necessary to ensure paid invoice numbers are sequential.  Of course, anyone can use this feature in WHMCS regardless of location.
+This feature is primarily for EU-based companies where, for accounting reasons, it is sometimes necessary to ensure paid invoice numbers are sequential. Of course, anyone can use this feature in WHMCS regardless of location.
 ===Enabling Sequential Invoice Numbering===
@@ Line 70: / Line 70: @@
 To enable this feature:
-#Go to '''Setup > Payments > Tax Configuration'''.
+#Go to '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > Payments > Tax Configuration'''.
-#On the "General Settings" tab, enable "Tax Support".
+#On '''General Settings''', enable '''Tax Support'''.
-#Click on the "VAT Settings" tab.
+#Click '''VAT Settings'''.
-#Enable "Proforma Invoicing/Sequential Paid Invoice Numbering".
+#Enable '''Proforma Invoicing/Sequential Paid Invoice Numbering'''.
-#In the "Sequential Invoice Number Format" field below, specify the format you want to use for the numbering. You can also include letters (for example, include your company's initials and the year to differentiate invoices for each year to create WHMCS2007-{NUMBER}). WHMCS replaces {NUMBER} placeholder with that invoice's number.
+#In '''Sequential Invoice Number Format''', below, specify the format you want to use for the numbering. You can also include letters (for example, include your company's initials and the year to differentiate invoices for each year to create <tt>WHMCS2007-{NUMBER}</tt>). WHMCS replaces <tt>{NUMBER}</tt> placeholder with that invoice's number.
-#The "Next Paid Invoice Number" field allows you to set the next number to assign to an invoice.  Each time a customer pays an invoice, the number increases by 1. You may want to alter the number here if, for example, you remove an invoice or at the beginning of a new year, to start at 1 again.
+#If desired, update the value for '''Next Paid Invoice Number'''. This allows you to set the next number to assign to an invoice. Each time a customer pays an invoice, the number increases by 1. You may want to alter the number here if, for example, you remove an invoice or at the beginning of a new year, to start at 1 again.
-#The "Auto Reset Numbering" setting determines when WHMCS will automatically reset the Next Paid Invoice Number to use for newly paid invoices. This can be set to "Never", "Monthly" or "Annually".
+#If desired, update the value for '''Auto Reset Numbering'''. This determines when WHMCS will automatically reset the '''Next Paid Invoice Number''' to use for newly-paid invoices. You can set this to ''Never'', ''Monthly'', or ''Annually''.
-#You can enable the " Set Invoice Date on Payment" settingto have WHMCS change the Due Date of an invoice to the payment date.
+#If desired, enable '''Set Invoice Date on Payment''' to have WHMCS change the due date of an invoice to the payment date.
 Sequential invoice numbering is now enabled. Each time a customer pays an invoice, the system will apply the next number in the sequence.
@@ Line 83: / Line 83: @@
 ===Proforma Invoicing===
-Generally, you will use the sequential numbering in conjunction with proforma invoicing.  Invoices will display the term "Proforma invoice" while in unpaid status and "Invoice" once a customer pays. You can enable this under '''Setup > General Settings > Invoices tab >  Enable Proforma Invoicing''''
+Generally, you will use the sequential numbering in conjunction with proforma invoicing. Invoices will display ''Proforma invoice'' while in unpaid status and ''Invoice'' once a customer pays. You can enable this under '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > General Settings > Invoices > Enable Proforma Invoicing'''.

@@ Line 71: / Line 71: @@
 #On the "General Settings" tab, enable "Tax Support"
 #Then click on the "VAT Settings" tab
-#Next, enable " Proforma Invoicing/Sequential Paid Invoice Numbering"
+#Next, enable "Proforma Invoicing/Sequential Paid Invoice Numbering"
-#In the " Sequential Invoice Number Format" field below, you can then specify the format you want to use for the numbering - it doesn't just have to be a number - you could for example include your company's initials and the year to differentiate invoices for each year - eg. WHMCS2007-{NUMBER} - {NUMBER} placeholder gets replaced with that invoices number
+#In the "Sequential Invoice Number Format" field below, you can then specify the format you want to use for the numbering - it doesn't just have to be a number - you could for example include your company's initials and the year to differentiate invoices for each year - eg. WHMCS2007-{NUMBER} - {NUMBER} placeholder gets replaced with that invoices number
 #The "Next Paid Invoice Number" field allows you to set the next number to be assigned to an invoice.  Each time an invoice is paid, the number increases by 1.  You can alter the number here, such as when removing an invoice or at the beginning of a new year if you want to start at 1 again.
 # The "Auto Reset Numbering" setting is used to determine when WHMCS will automatically reset the Next Paid Invoice Number to use for newly paid invoices. This can be set to "Never", "Monthly" or "Annually".

← Older revision		Revision as of 14:17, 3 December 2019
Line 66:		Line 66:

	===Enabling Sequential Invoice Numbering===		===Enabling Sequential Invoice Numbering===
		+	[[File:Sequential_paid_invoice_numbering_1.png\|thumb\|Configuring Sequential Invoice Numbering]]

	#To enable this feature, begin by going to '''Setup > Payments > Tax Configuration'''		#To enable this feature, begin by going to '''Setup > Payments > Tax Configuration'''

@@ Line 67: / Line 67: @@
 ===Enabling Sequential Invoice Numbering===
-#To enable this feature, begin by going to '''Setup > General Settings'''
+#To enable this feature, begin by going to '''Setup > Payments > Tax Configuration'''
-#Then click on the Invoices tab
+#On the "General Settings" tab, enable "Tax Support"
-#Next, tick the box labelled "Sequential Paid Invoice Numbering"
+#Then click on the "VAT Settings" tab
-#In the field below, you can then specify the format you want to use for the numbering - it doesn't just have to be a number - you could for example include your company's initials and the year to differentiate invoices for each year - eg. WHMCS2007-{NUMBER} - {NUMBER} placeholder gets replaced with that invoices number
+#Next, enable " Proforma Invoicing/Sequential Paid Invoice Numbering"
-#The final field allows you to set the next number to be assigned to an invoice.  Each time an invoice is paid, the number increases by 1.  You can alter the number here, such as when removing an invoice or at the beginning of a new year if you want to start at 1 again.
+#In the " Sequential Invoice Number Format" field below, you can then specify the format you want to use for the numbering - it doesn't just have to be a number - you could for example include your company's initials and the year to differentiate invoices for each year - eg. WHMCS2007-{NUMBER} - {NUMBER} placeholder gets replaced with that invoices number
 That's all there is to it!  Sequential invoice numbering is now enabled and each time an invoice is paid, the next number in the sequence will be applied.