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Invoices ​

Purpose: Detailed billing tool to create, customize, and issue itemized invoices to customers for custom goods or services.

Overview ​

The Invoices page enables you to issue structured, multi-item billings to your customers. Customers receive a unique payment link where they can choose their preferred payment method (such as bKash, Nagad, or card options) to complete the invoice. The billing amounts, currency, and line items are tracked natively in your merchant ledger.

Invoices List Overview

Getting Here ​

To access the Invoices page:

  1. Log in to the OwnPay admin dashboard.
  2. Under the PAYMENTS section in the left sidebar, click Invoices.

Page Sections ​

The invoices management dashboard comprises the list screen and the creation form:

1. Invoices List Table ​

Lists all issued invoices:

  • Invoice Number (#): The unique invoice serial ID (e.g. INV-2026-001).
  • Customer: The target billing customer.
  • Amount: The total calculated invoice subtotal.
  • Status: Current payment status (draft, sent, paid, overdue, cancelled).
  • Due Date: Deadline for invoice settlement.
  • Actions: Edit the invoice details or click Copy Link to share the checkout URL with the customer.

Empty Invoices List

2. Create Invoice Form ​

Accessed by clicking the + Create Invoice button:

  • Invoice Details: Contains Invoice Number, Customer Selector, Currency, Due Date, and internal Customer Notes.
  • Line Items: Dynamic multi-item editor where you specify Item Description, Quantity, and Unit Price.
  • Calculation Summary: Displays computed subtotal and total values.

Create Invoice Form

Fields & Options Reference ​

Invoice Form Fields ​

Field / OptionTypeRequired?DefaultDescription
Invoice NumberText InputYes—Unique billing serial number (e.g. INV-0001).
CustomerSelectYes—Dropdown listing registered customers. You must register a customer before invoicing them.
CurrencySelectYesBDTCurrency in which the customer will be billed.
Due DateDate PickerYes—The final date by which the payment is expected.
NotesText AreaNo—Custom instructions, bank details, or checkout terms shown to the customer.
+ AddButtonNo—Inserts a new line item row in the invoice.
DescriptionText InputYes—Summary of the specific product or service rendered.
QuantitySpinbuttonYes1Number of units billed.
AmountSpinbuttonYes0.00Unit price of the specific item.

Step-by-Step: How to Use This Page ​

Creating and Issuing a New Invoice ​

  1. Click the + Create Invoice button on the top right.
  2. Input a unique identifier in the Invoice Number field.
  3. Select your customer from the Customer dropdown list.
  4. Select the billing Currency (e.g. BDT).
  5. Choose a Due Date using the calendar picker.
  6. (Optional) Write a description in the Notes box (e.g., "Thank you for your business!").
  7. Under Line Items, write the description of the service (e.g. Premium Cloud Server Hosting).
  8. Input the Quantity (e.g. 1) and the Unit Price (e.g. 1500.00).
  9. (Optional) If you have multiple items, click the + Add button to append more rows.
  10. Click Create Invoice. The system will calculate the totals and redirect you back to the main list.

Filled Invoice Form

Configuration Guide ​

  • Invoice Status Transitions:
    • draft: The invoice has been saved but not sent to the customer.
    • sent: The invoice checkout link has been shared with the customer.
    • paid: The customer successfully processed payment via a gateway.
    • overdue: The due date has passed without successful payment.
    • cancelled: The invoice was marked as void by the merchant.
  • Auto-Recalculation: Saving or updating an invoice automatically recalculates the subtotal and total from the line items list. Stale line item calculations are purged on save.

Best Practices ​

  • ✅ Do: Create a customer entry first before attempting to draft an invoice for them.
  • ✅ Do: Click Copy Link to easily share the checkout URL via email, SMS, or Slack.
  • ❌ Don't: Manually edit the database values of invoice totals; always update the line items so the system recalculates them correctly.
  • ❌ Don't: Leave invoice numbers empty or duplicate them, as the system enforces unique invoice numbers per brand.

Must Do ​

⚠️ When editing or saving an invoice, ensure that at least one (1) line item is present. Invoices with zero line items will result in a total of 0.00 BDT and cannot be processed.

Optional / Can Skip ​

  • Notes are entirely optional and can be left blank if not required.

Common Mistakes & Troubleshooting ​

SymptomLikely CauseFix
Invoices total shows 0.00 BDT after saveLine items were not specified, or quantity/amount fields were left at zero.Edit the invoice and specify valid quantities and unit prices for all line items.
Cannot see a customer in the dropdownThe customer has not been added to your brand yet.Navigate to People → Customers, add the customer, and return to the invoice editor.
  • Customers — Register new customers to bill.
  • Transactions — View payments resulting from paid invoices.
  • Checkout — The customer invoice payment experience.