Invoices and credit notes

This article applies only if your supplier has invoicing switched on for their account. If they do, your invoices arrive by email ("Invoice … from …") with a private link. No login is needed, so you can forward it to your accounts person.

Good to know

anyone with the link can view the invoice. Invoices aren't listed in the portal, so keep the email or save the PDF.

#Reading an invoice

• Tax invoice with the invoice number and a status: Sent, Part paid, Overdue, Paid or Void.
• Issue date, Due date (or On receipt) and Payment terms.
• Who it's from (with their GST number where they're registered) and Billed to.
• Lines with Description, quantity, Unit price and Amount.
• Subtotal, GST and Total — or "Includes GST".
• Where there have been payments or credits: Amount paid, Credited and Amount due.
• All amounts in your currency.
• Notes, Terms & conditions, and Print or save as PDF.

An issued invoice never changes. Payments and credits are shown alongside it.

Banners at the top tell you where it stands: "Paid in full on … Thank you." or "This invoice has been voided and is not payable."

#Paying an invoice

• Pay online — when it's offered and something is owed. Payment is secure, and you're returned to the invoice afterwards.
• How to pay — otherwise, follow the instructions shown. Quote the Payment reference ("Please quote reference …") when you pay.

#Deposits

Some orders need a deposit before production starts. You'll get an invoice for the deposit. Once it's paid, your order carries on. Until then it may stay at the Order Placed stage.

#Credit notes

A credit note reduces what you owe on an invoice. It uses the same private link and layout, showing the credit note number, Against invoice, Reason and Credit note total, with Print or save as PDF.

The banner says whether it was refunded (in full or in part) or credited to your account. On the invoice it shows as Credited and lowers the Amount due.

"This credit note has been withdrawn and no longer applies" means it's been cancelled.

#Common questions

Where are my invoices? In your email. The link always opens the live invoice.

Can I pay by card? If Pay online shows, yes. Otherwise use How to pay.

What reference do I use? The Payment reference on the invoice.

I've paid but it still shows as owing. Online payments update automatically. Bank payments can take a little while to be matched. Message your supplier if it persists.

The invoice is wrong. Message your supplier. They'll issue a credit note or a corrected invoice.

The link doesn't open. Use the full link from the email, or ask your supplier to resend it.

Is a credit note a refund? The banner tells you: refunded, or credited to your account.