Invoices

Use Invoices to send customers a bill for goods or services to be paid at a later date. 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.

IMPORTANT

The Invoices feature is a limited pre-release beta version. To learn what to expect and how to provide feedback, continue reading the article below.

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.

  • Click to view a sample printed invoice
  • Click to view a sample email invoice
  • Invoices Beta Overview

    Before officially releasing Invoices, we are allowing some ShopKeep customers the chance to use a beta version of the feature. This section tells you what to expect from the beta version, what functionality is available, what future updates are planned, and how to provide feedback on this release.

    What does Beta mean?

    The Invoices beta is a limited pre-release version of the Invoices feature. As such, we are still working to make improvements and add functionality. Our team has tested the beta release to make sure it is reliable, but since it is not the final version, there may be issues we have not yet fixed.

    Visit our troubleshooting guide for help with any problems you encounter.

    What functionality is available in the beta?

    Invoice features currently available in this release:

  • Assign existing customers to invoices
  • Add a title, notes, and inventory items
  • Add discounts to invoice line items
  • Calculate tax and total due
  • Toggle tax on or off
  • Save invoice drafts
  • Edit and delete draft invoices
  • Print and email invoices
  • Mark invoices as paid
  • Accept online payments
  • What functionality is ShopKeep planning to add?

    Invoice features not currently available but either planned or proposed for a future beta release or the first general release:

  • Scheduled invoices
  • Accept partial payments
  • Edit invoices that have been sent or printed
  • Edit invoices with partial payments
  • Recurring invoices
  • Send invoices to the register
  • Create invoices from the register
  • How do I provide feedback?

    Email productfeedback@shopkeep.com with suggestions and other feedback. Specifically, we want to hear:

  • How you would like to use invoices
  • How your invoice customers obtain their goods or services
  • How you communicate and interact with invoice customers
  • How often you use invoices
  • Visit our Being a Beta Tester article to learn more about ShopKeep betas and how to provide feedback.

    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.

    1. In BackOffice, click ‘Invoices’.
    2. Click ‘Create invoice’.
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    3. (Optional) Add a title.

      This describes the invoice’s purpose and appears at the top of the invoice, under the business information.

      a Click ‘Add invoice title’.
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      b Enter a title and click ‘Save’.
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    4. 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.

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    5. Click the date icon to select a due date.

      This is the date the customer must pay the invoice by.

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    6. (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.

      a Click ‘Add invoice notes’.
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      b Enter notes and click ‘Save’.
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    7. Add inventory items to the invoice.
      a Click ‘Add new item’.
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      b Search for an item, then click to select it.
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      c Enter the quantity. For open priced items, also enter the price.
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      d (Optional) Enter an amount to discount the line item by.
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      e Repeat a – d in step 7 for each additional item.
    8. (Optional) Click to toggle ‘Sales Tax’ off or on.
      For tax-exempt customers, ‘Sales Tax’ is always 0.00 despite the position of the tax toggle switch.

    9. Choose to either save as a draft or finish the invoice.

      If you receive an error when doing so, visit our troubleshooting guide for help.

      a To save as a draft that can be edited or deleted later, click ‘Save as Draft’.
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      b To finish the invoice and share it with the customer, click the arrow and select an option. Finished invoices cannot be edited or deleted.
      Finish and Send | Send the invoice by email to the address on file for the customer. The email sends from no-reply@shopkeep.com 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.

      Finish and Print | Print the invoice to a connected computer printer.

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    Manage Invoices

    From BackOffice, check the status of existing invoices, edit or delete invoice drafts, and resend or reprint finished invoices.

    Check Invoice Status

    An invoice’s status shows whether it is a draft, open, paid, or past due. Visit the Invoices screen to check an invoice’s status and view other details of the invoice.

    1. In BackOffice, click ‘Invoices’.
    2. (Optional) Click any header with arrows to sort the table.
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      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, or Past Due. Learn about each status below in step 3.
      Amount Due | Total invoice amount. This does not change when a customer pays an invoice.

    3. Check the ‘Status’ column for each invoice’s status.
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      Draft | Invoice is saved as a draft and can be edited or deleted.
      Open | Invoice is finished, has been printed or emailed, and is awaiting payment.
      Paid | Invoice has been 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 has passed and the invoice has not been marked as paid.

    4. Click an invoice to view items and other details.
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    Edit or 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 or deleted. ‘Open’, ‘Paid’, and ‘Past Due’ invoices cannot be modified.

    1. Select an invoice draft from the Invoices screen.
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    2. Make changes to the draft.

      Or, click ‘Delete invoice’ to remove it.

    3. Choose to either save again as a draft or finish the invoice.

      If you receive an error when doing so, visit our troubleshooting guide for help.

      a To save as a draft that can be edited again later, click ‘Save as Draft’.
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      b 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.
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    Resend or Reprint Invoices

    If you or a customer needs a copy of a finished invoice, resend or reprint it from BackOffice.

    1. Select a non-draft invoice from the Invoices screen.
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    2. Click the arrow and select ‘Print’ or ‘Send’.
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    Online Payments Setup

    Set up online payments to allow customers to pay emailed invoices online with a credit card. Request that online payments be enabled for your existing ShopKeep Payments account, then locate and submit the credentials needed for payment processing setup.

    This feature is currently only available to ShopKeep Payments merchants. Visit our FAQ to learn more about ShopKeep Payments or get a free quote here.

    1. Contact us to request online payments be enabled for your ShopKeep Payments account and to receive a login for the Payeezy payment gateway.

      Already have a Payeezy login? Skip this step and go to step 3.

    2. Wait for 2 separate emails to arrive within 2 - 3 business days containing your Payeezy login credentials.

      Both emails are sent from noreply@gge4mailer.com. One contains your username, and the other contains a temporary password.

    3. Click here to visit the Payeezy payment gateway.

      If you need a login for the gateway, contact us for help.

    4. Enter your login details and click ‘Login’.
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    5. Click ‘Administration’.
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    6. Select ‘Terminals’.
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    7. Click your store listed under ‘Terminal’.
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    8. Make note of the ‘Account’, ‘MID’, and ‘Transarmor Token’.
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    9. In BackOffice, click ‘Settings’ and select ‘Online Payments’.
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    10. Fill in the fields with information from step 8, then click ‘Submit Credentials’.
      • ‘DBA Name’ is the ‘Account’ from the gateway and ‘Merchant ID’ is the ‘MID’.
      • Double-check these credentials before submitting as incorrect information will delay setup of your account.
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    11. Wait for an email from ShopKeep confirming online payments setup is complete.

      This will take 5 – 7 business days. Invoices created before receiving this email must be re-created if you want to accept payment for them online.

    12. Process a test transaction to make sure everything works properly.
      a Add a new customer using your own email address.
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      b Create a new invoice and select the customer created in step 12a from the ‘Bill To’ drop-down.
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      c Add the ‘Misc Non-Taxable’ item to the invoice and enter a $0.01 price.
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      d Click the arrow and select ‘Finish and Send’.
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      e Locate the invoice in your email and pay for it online.
      If you have any problems, visit our troubleshooting guide for help.

    Invoice Payment

    After an invoice has been finished, a customer can pay for it 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.

    Pay at the Register

    Payment for an invoice can 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.

    1. At the register, ring up a sale for the items on the invoice.

      See how to check the invoice’s items here.

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    2. Tap 'Select Customer' and select the customer assigned to the invoice.

      Tagging the customer to the sale links them to their purchase for reporting purposes.

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    3. If necessary, apply line item discounts present on the invoice.
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    4. If the invoice was non-taxable, tap the green check to remove the tax.
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    5. Tender the sale as usual.
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    6. In BackOffice, select the invoice from the Invoices screen.
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    7. Click ‘Mark as paid’.

      Marking an invoice as paid changes its status to ‘Paid’ and cannot be reversed.

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    Pay Online

    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 in BackOffice reporting.

    An invoice can only be paid online if online payments are set up and the invoice has been emailed to the customer.

    1. Customer opens the invoice in their email.
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    2. Customer clicks ‘Pay this invoice’.
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    3. After a new tab opens in their browser, the customer clicks ‘Pay Now’.
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    4. Customer enters their credit card information and clicks ‘Continue’.
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    5. Customer waits for their payment to finish processing.

      The customer will receive an email receipt from no-reply@shopkeep.com to confirm their payment.

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    6. Business checks the invoice status and sees it has been paid.
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    7. At the register, a cashier rings up a sale for the items on the invoice.
      • See how to check the invoice’s items here.
      • Steps 7 – 11 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 itself.
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    8. Cashier taps 'Select Customer' and selects the customer assigned to the invoice.

      Tagging the customer to the sale links them to their purchase for reporting purposes.

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    9. If necessary, the cashier applies line item discounts present on the invoice.
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    10. If the invoice was non-taxable, the cashier taps the green check to remove the tax.
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    11. Cashier taps ‘More…’ and selects 'External Credit' or ‘Other’ to tender the sale.

      Don’t see ‘External Credit’? Learn how to enable it here.

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    FAQ

    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 Email Receipts article to learn how to upload a new logo and our Paper Receipts article to learn how to update your 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 an amount while an invoice is being created or edited.

    Can I change the email address invoices send from?

    No, this address (no-reply@shopkeep.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 despite the position of the sales tax toggle switch.

    Can customers pay invoices online?

    Yes. If online payments are set up, customers can pay email invoices online by credit card.

    Do invoices paid online automatically appear in sales reporting?

    No. To record an invoice as a sale, 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?

    Only invoice drafts, not finished invoices, can be edited or deleted.

    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.


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