Managing invoices efficiently is essential for maintaining smooth subscription billing. With PayWhirl, you can easily edit upcoming invoices before they are processed—whether you need to adjust the billing date, update customer details, or modify line items. This guide walks you through how to access, edit, and manage invoices to ensure accurate and hassle-free transactions.
Accessing Invoices
If you navigate to Main Menu > Invoices, you can see all of the invoices in your account.
If you click the invoice ID button next to a scheduled invoice, you can edit it to make any necessary changes before it is processed. The invoice details page contains all of the settings regarding a specific invoice, including any line items, the processing date, coupons applied, shipping, etc.
Editing Invoice Details
The Invoice Details page allows you to modify various invoice settings, including:
Line items (Products, Services, and Fees)
Processing date
Promo codes
Payment method
Shipping address & customer profile
Understanding Line Items
Products, Services, and Fees are the types of line items you can add to an invoice. Each type of line item acts a bit differently depending on your selection.
Products - Sales tax & shipping CHARGED.
Services - Sales tax & shipping NOT charged.
Fees - Sales tax & shipping NOT charged.
When editing an existing invoice, you can choose to add a line item only one time or have it recur with the subscription plan:
You will see the recurring symbol on the line items set to recur and remain with the subscription plan.
Also, if you add a line item with a negative number, it will subtract from the total, which can be used for discounting or partial refunds if needed.
As an admin you can also:
Add/Remove a Promo Code – Apply or remove a discount code to adjust the invoice total before processing.
Change the Payment Method – Select a different saved payment method or enter a new one for the invoice.
Change the Invoice Processing Date – Adjust when the invoice is charged, which can modify the customer's billing cycle.
Change the Shipping Address & Order Settings – Update the shipping address and order placement settings before processing.
Understanding the subscription-related fields of an invoice
On the right side under "Invoice Details" (on the desktop), you can view the subscription related settings for the invoice.
Most of the fields can't be changed because the subscription plan controls them. For example, tax and shipping rules are displayed as 'yes' or 'no' and can't be edited. If you want to change these options, you must change the rules of the selling pan that created the invoice.
For example, to change the shipping/tax rules for subsequent invoices going forward, navigate to Main Menu > Plans > Manage Plans and edit the plan that created the invoice:
For example, to change the shipping/tax rules for subsequent invoices going forward, navigate to Main Menu > Plans > Manage Plans and edit the plan that created the invoice:
Then adjust the settings as needed. These changes will apply on the next invoice that is generated.
NOTE: Customers are not grandfathered into their pricing. The next time the plan creates an invoice, the newly created invoice will be at the new rates and plan options. Existing invoices won't be affected.
If you want to change invoices that have already been created, you will have to edit those existing subscriptions manually and click on "update subscription".
Managing Invoice Actions
PayWhirl provides several actions to manage an invoice:
Charge Card – Process the invoice immediately and generate the next one.
Mark as Paid – If a customer has paid outside PayWhirl (e.g., in person or by check), mark the invoice as paid to trigger the next one.
Skip Installment – Prevent the charge for this invoice. Enable this in Account Settings > Advanced Settings to allow customers to skip their own payments instead of canceling.
Delete Invoice – Completely remove the invoice and, if linked to a subscription, cancel the subscription.
Print – Generates a printer-friendly PDF version of the invoice. Customize templates in Account Settings > Advanced Settings.
Invoice Logs & Restrictions
Every invoice logs changes made by the admin or customer, such as reschedules, applied promo codes, or declined payments.
Paid invoices cannot be edited, but they can be refunded if necessary.
By taking advantage of PayWhirl’s flexible invoice management tools, you can ensure accurate billing, make necessary adjustments with ease, and keep your customers’ subscriptions running smoothly. Whether you need to update details, process payments, or make changes to future invoices, PayWhirl gives you the control you need to manage your subscriptions effectively.
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Please let us know if you have any questions.
Sincerely,
The PayWhirl Team