This feature is only available for ShopKeep merchants on select pricing packages.
Use Invoices to send customers a bill for goods or services to be paid at a later date online or from the register. From BackOffice, invoices can be sent via email, printed for delivery by mail or in person, and tracked individually by status. Invoices ready for payment can be rung up at the register and marked as paid in BackOffice, or paid online if online payments are set up.
Table of Contents
What are Invoices?
Invoices allow a business to bill customers for goods or services and collect payment at a later date. They can be used to manage special types of sales interactions, such as work orders, deposits, and mail orders. From BackOffice, invoices can be printed, emailed to customers, and tracked to see which are awaiting payment, past due, and paid.
Create an Invoice
Set up a new invoice in BackOffice to create a bill for items you sell or services you provide. Once created, an invoice can be emailed to its assigned customer or printed into a physical copy.
- In BackOffice, click ‘Invoices’.
- Click ‘Create invoice’.
- (Optional) Add a title.
This describes the purpose of the invoice and appears at the top, under the business information.Click ‘Add invoice title’.Enter a title and click ‘Save’.
- Select a customer from the 'Bill To' drop-down to assign to the invoice.
- Only existing customers with a saved email address will appear.
- Search for customers by name, email, or phone number.
Visit our Manage Customers article to learn how to create new customers or add emails to existing ones.
- Click the date icon to select a due date.
This is the date by which the customer must pay the invoice.
- (Optional) Add notes to the invoice.
Notes can include terms and conditions, payment instructions, or other details and appear below the customer name and due date.Click ‘Add invoice notes’.Enter notes and click ‘Save’.
- Add inventory items to the invoice.Click ‘Add new item’.Search for an item, then click to select it.
Enter the quantity. For open priced items, also enter the price.(Optional) Enter an amount to discount the line item.Repeat a – d in step 7 for each additional item.
- Basic items and items with variants are supported, but modifiers for basic items cannot be selected.
- (Optional) Toggle ‘Sales Tax’ off or on.For tax-exempt customers, ‘Sales Tax’ is always 0.00 regardless of the position of the sales tax toggle switch.
- Choose to either save as a draft or finish the invoice.
If you receive an error, visit our troubleshooting guide for help.To save as a draft that can be edited or deleted later, click ‘Save as Draft’.To finish the invoice and share it with the customer, click the arrow and select an option. Finished invoices cannot be edited or deleted but can be canceled before payment.Finish and Send | Send the invoice by email to the address on file for the customer. The email sends from firstname.lastname@example.org and its subject contains the store name and invoice number. If online payments are set up, emailed invoices can be paid online by the customer. If an emailed invoice is later canceled, the customer will automatically receive an email confirming the cancellation.Finish and Print | Print the invoice to a connected computer printer.
From BackOffice, check the status of existing invoices, edit or delete invoice drafts, and resend, reprint, or cancel finished invoices
Check Invoice Status
The status of an invoice shows whether it is a draft, open, paid, past due, or canceled. Visit the Invoices screen to check invoice statuses and view other details.
- In BackOffice, click ‘Invoices’.
- (Optional) Click any header with arrows to sort the table.
Invoice Number | Unique identification number generated by ShopKeep that cannot be changed.
Date Created | Date the invoice was created in BackOffice.
Date Due | Date by which the customer must pay the invoice.
Customer | Name or email of the customer assigned to the invoice.
Status | Draft, Open, Paid, Past Due, or Canceled. Learn about each status below in step 3.
Amount Due | Total invoice amount. This does not change when a customer pays an invoice.
- Check the ‘Status’ column for the status of each invoice.
Draft | Invoice is saved as a draft and can be edited or deleted.
Open | Invoice is finished, printed or emailed, and awaiting payment.
Paid | Invoice was marked as paid. Invoices paid at the register must be manually marked as paid in BackOffice. Invoices paid online are automatically marked as paid after the customer pays.
Past Due | Due date passed and the invoice was not marked as paid.
Canceled | Invoice was manually canceled while in ‘Open’ or ‘Past Due’ status because it was no longer needed.
- Click an invoice to view its items and other details.
Edit and Delete Draft Invoices
Edit an invoice draft to make changes before sending it to a customer. If a draft is no longer needed, delete it to remove it from BackOffice.
Only drafts can be edited and deleted. ‘Open’, ‘Paid’, ‘Past Due’, and ‘Cancelled’ invoices cannot be modified.
If an ‘Open’ or ‘Past Due’ invoice is no longer needed, follow these steps to cancel it.
- Select a draft invoice from the Invoices screen.
- Make changes to the draft or click 'Delete Invoice' to remove it.
- If editing the invoice, choose to either save again as a draft or finish the invoice.
If you receive an error, visit our troubleshooting guide for help.To save as a draft that can be edited again later, click ‘Save as Draft’.To finish the invoice and share it with the customer, click the arrow and select an option to email or print. Finished invoices cannot be edited or deleted but can be canceled before payment
Resend and Reprint Invoices
If you or a customer needs a copy of a finished invoice or invoice cancellation, resend or reprint it from BackOffice.
- Select a non-draft invoice from the Invoices screen.
- Click the arrow and select ‘Print’ or ‘Send’.
Cancel an Invoice
We are slowly rolling out the ability to cancel an invoice to all merchants with invoices in their pricing package so this feature may not be currently available to you yet
Cancel an open invoice if it is no longer needed after it was printed or emailed to a customer. Canceled invoices remain on the Invoices screen after cancellation and cannot be uncanceled or paid.
Only ‘Open’ and ‘Past Due’ invoices can be cancelled. If a ‘Draft’ invoice is no longer needed, follow these steps to delete it.
- Select an ‘Open’ or ‘Past Due’ invoice from the Invoices screen.
- Click the arrow and select ‘Cancel Invoice’.
- Click ‘Continue’ to complete the cancellation.
If the invoice was emailed to the customer when it was originally finished, the customer will automatically receive an email confirming the cancellation.
Online Payments Setup
Set up online and mobile payments to allow customers to accept credit and debit card payments online for emailed invoices, sales run using the ShopKeep Pocket app, and orders placed via a ShopKeep eCommerce webstore. The ShopKeep account owner can fill out the application for online payments and connect a bank account from BackOffice, then run an optional test transaction to make sure everything works properly.
ShopKeep Business Owners can access the online payments setup flow in BackOffice to get approved for processing credit payments for emailed invoices, sales run in ShopKeep Pocket, and orders placed via a ShopKeep eCommerce webstore.
Accepting credit payments in a ShopKeep eCommerce webstore requires additional steps.
- Sign into BackOffice as the Business Owner.
- Click ‘Card Payments’, then select ‘Online and Mobile Payments’.
- Click ‘Get Started’.
- Select ‘Business Details’, then follow the prompts to enter your business information.
For this step, you will need to enter the:
- Business type (e.g. sole proprietor, company, etc.)
- Name, email address, date of birth, home address, phone number, and last 4 digits of the Social Security number of the Business Owner
- Industry and website of the business
- Click ‘Bank Account’, then follow the prompts to enter the details for the bank account where you want to receive deposits.
Provide your long-term choice of deposit account as this information cannot be updated in BackOffice. To learn how to change this account, contact email@example.com.
For this step, you will need to enter the:
- Routing number and account number of the bank account
- Wait for ‘Active’ to appear next to ‘Business Details’ and ‘Bank Account’, indicating approval for payments.
Most merchants will be approved within moments. If either status shows ‘Pending’, check back in 1 – 3 business days or wait to receive email confirmation that you were approved.
- Enter the DBA for your business in the ‘Doing Business As’ field, then click ‘Save’ to save changes.
The DBA must be 5 – 22 characters long, contain no special characters, and have at least 1 letter.
- The DBA, or ‘doing business as’ name, appears on customer credit card statements next to each online and mobile payment charge from your business.
- By default, the DBA is set to the website entered in the ‘Business Details’ section (see step 4). If you did not enter a website and do not update your DBA, it will default to ‘ShopKeep’.
- (Optional) Follow the steps here to enable payments for your ShopKeep eCommerce webstore.
- (Optional) Follow the steps in the section below to run a test transaction.
Run a Test Transaction (Optional)
After setting up online payments in BackOffice, run an optional test transaction by paying for an invoice online to confirm the setup was successful.
- Add a new customer in BackOffice using your own email address.
- Create a new invoice, then select the customer created in step 1 from the ‘Bill To’ drop-down.
- Add an open priced item to the invoice, then enter a $0.50 price.
All invoices paid online require a minimum payment amount of $0.50.
- Click the arrow, then select ‘Finish and Send’.
- Locate the invoice in your email and follow the steps here to pay it online.
The credit or debit card used to pay for the test invoice must not be tied to the bank account used to set up online and mobile payments.
Customers can pay for an invoice in person at the register or online via the link in their emailed invoice. Learn below how to accept invoice payment using each of these methods.
Customers can pay emailed invoices online by credit card if online payments are set up. After a payment has been received, ring up the invoice’s items at the register to remove those items from inventory and to record the sale on BackOffice reporting.
An invoice can only be paid online if it was emailed to the customer after online payments were set up.
- Customer opens the invoice in their email.
- Customer clicks ‘Pay this invoice’.
- In the newly opened tab, the customer enters their credit card information and clicks ‘Pay Now’.
- Customer waits for their payment to finish processing.
The customer will receive an email receipt from firstname.lastname@example.org to confirm their payment.
- The Business Owner or an employee with ‘Manage Invoices’ permissions can check the invoice status to see it has been paid.
- At the register, a cashier rings up a sale for the items on the invoice.
- Learn how to check the invoice’s items here.
- Steps 6 – 10 add the paid invoice to BackOffice sales reports and update the quantity on hand of sold items, but are not required to receive the online payment.
- Cashier taps 'Select Customer' (iOS) or the customer icon (Android).
Some merchants using the iOS ShopKeep Register app will see the ‘Select Customer’ button on the right side of the screen. We are slowly rolling out the changes below to all merchants.
- Cashier searches for and selects the customer assigned to the invoice.
Tagging the customer to the sale links them to their purchase for reporting purposes.
- (Optional) Apply discounts as present on the invoice, and remove tax if the invoice was non-taxable.
- Cashier taps ‘…’ and selects 'External Credit' or ‘Other’ to tender the sale.
Don’t see these options? Learn how to enable additional tenders here.
Pay at the Register
Payment for an invoice must be rung up at the register when the customer is ready to pay. After ringing up an invoice at the register, manually mark it as paid in BackOffice.
- At the register, ring up a sale for the items on the invoice.
See how to check the invoice’s items here.
- Tap 'Select Customer' (iOS) or the customer icon (Android).
- Search for and select the customer assigned to the invoice.
- If necessary, apply line item discounts present on the invoice.
- If the invoice is non-taxable, tap the 'Tax' check button to remove the tax.
- Tender the sale as usual.
- In BackOffice, select the invoice from the Invoices screen.
- Click ‘Mark as paid’.
Marking an invoice as paid changes its status to ‘Paid’ and cannot be reversed.
View answers to common questions about invoices.
How do I customize the invoice logo and business address?
These details come from Receipt Settings. Visit our Receipt Setup article to learn how to upload a new logo and update business information.
Can I change invoice numbers?
No. Invoice numbers are created by ShopKeep, are unique for each invoice, and cannot be edited.
Can I add discounts to an invoice?
Yes, line items can be discounted by individual amounts while an invoice is being created or edited.
Can I change the email address invoices send from?
No, this address (email@example.com) cannot be changed and is not monitored.
Can I remove tax from an invoice?
Yes, tax can be manually toggled off and on while an invoice is being created or edited. However, for tax-exempt customers, tax is always 0.00 regardless of the position of the sales tax toggle switch.
Can customers pay invoices online?
Yes. Customers can pay email invoices online by credit or debit card. Learn more about how to set up online payments and how customers can pay for invoices here.
Do invoices paid online automatically appear in sales reporting?
No. To record an invoice in sales reporting, a cashier must manually ring up the invoice’s items at the register after the business receives confirmation the invoice has been paid.
Can I edit, delete, or cancel invoices?
Invoices can be edited or deleted if saved as a draft and not finished. Only ‘Open’ and ‘Past Due’ invoices can be cancelled.
Can I view invoices at the register?
No, invoices are available only in BackOffice.
How can I get help with a problem related to invoices?
Visit our Invoices Troubleshooting guide for help solving invoice-related issues.
If you have more questions about invoices, visit our BackOffice FAQ.