Invoices on Authorize.net

Below are the steps on how to manage Invoices within the Authorize.net Merchant portal. If you need information on how to add and support Invoices via API Integration, please visit https://developer.authorize.net/api/reference/index.html#payment-transactions 

How do I create an invoice?

• Sign in to Authorize.net.
• Select Tools from the main toolbar.
• Select Invoicing on the bottom of the menu on the left-hand side. 
  
• Select the + Create Invoice link on the right-hand side of the main Invoicing page and enter the following information:
  • Bill to Name
  • Customers email address
  • Invoice Number
  • Due Date
  • Item ID
  • Item Name
  • Quantity
  • Price of item
  • Optional
  • Discount rate
  • Shipping Amount
  • Tax Amount
•  If you would like to add multiple items, you can select on the + Add Item link and add up to 30 items per Invoice.
• To remove an item that you added to the invoice, select on the “X” on the right side of the item line.

How do I edit an Invoice?

• Once an invoice is sent to the customer, you can edit it by selecting the invoice number from the Invoicing main page and clicking on the Edit icon in the upper right corner.

  • All fields are editable except the Invoice Number. If you update the email address, the customer receives a new invoice email.

•  If an invoice has been saved as a draft, you can do the following to edit it:

  • From the Invoicing main screen, select the Invoice Number you want to edit.

  • You can search by Invoice Number or sort your Invoices by Status.

  • Once you select the Invoice Number, you will be directed to the Edit Invoice page where you can edit the invoice as needed.

  • You can either send the invoice to your customer or save it as a draft again by selecting the Update Draft link at the bottom of the page.

•  Editing Customer Email
  • To edit the email sent to your customer, select the 'Settings' link in the upper right corner of the Invoicing main screen.
  • Under 'Customize your email', you can add a message that will appear on the invoice email.
  • Note that the maximum character limit is 2000.

Customizing Invoice Appearance

You can change your company logo, change colors, customize your emails, and choose if you want to send email reminders

To customize the look of the invoice:

• Select the 'Settings' link in the upper right corner of the Invoicing main screen.
• Under 'Customize your invoice', you can:
  • Add a logo to your invoice (logo size needs to be less than 1MB, allowed file types: jpg, png, gif).
  • Update the Business Name that appears on the invoice (will show on both the invoice and email sent to the customer).
  • Change the background color of the invoice header.
  • Change the font color of the header.
• The Settings page has a live preview screen that shows changes as you make them. Remember to select the 'Save' button at the bottom of the page.
  

FAQ
What is required to use Invoicing?

• To use Invoicing, you need to create an API Login ID and Transaction Key. Without these, you can create an Invoice, but your customers won't be able to open it.
• You also need the Customer Information Manager (CIM). When an invoice is created, CIM automatically creates a customer profile for storing customer information. If CIM is not enabled, you will receive a link to enable it before creating an Invoice.

What is the status of my invoice?

• From the Invoicing main screen, you can see the status of your created Invoices. The possible statuses are:
  • Sent - The invoice has been sent to the customer.
  • Paid - The invoice has been sent and paid by the customer.
  • Draft - The invoice is saved as a draft and not yet sent to the customer.
  • Canceled - The invoice was sent to the customer but later canceled.
  • Partial - The customer has partially paid the invoice amount.

How do I resent an Invoice? 

• On the main Invoicing screen, you see a list of the invoices you have created. If an invoice is in one of the following states, an option to resend the invoice appears under the Action column on the right-hand side:
  • Saved as a draft
  • Unpaid
  • Partially paid by the customer

How do I cancel an Invoice?

• On the main Invoicing screen, you see a list of the invoices you have created. If an invoice has been saved as a draft or the customer has not paid it yet, and you wish to cancel it, click the 'Cancel' link under the Action column on the right-hand side.
  • Once you cancel an invoice, you cannot resend it to the merchant. If a customer clicks on the link in their email for a canceled invoice, they receive a message that the "Invoice does not exist."

Email Reminders

• Customers receive a friendly reminder for unpaid invoices. Authorize.net automatically sends emails:
  • 5 days before the invoice is due
  • 1 day after the invoice is overdue
• If you wish to disable the reminder emails, follow these steps:
  • On the main Invoicing screen, click the 'Settings' link in the upper right corner. Note: Only Account Owners and Account Admins can access this link.
  • Under the 'Other Settings' section near the bottom, uncheck the box and click 'Save' at the bottom of the page.

Can custom invoice numbers be used?

• Yes, you can delete the invoice number that Authorize.net generates for you and instead enter your own custom invoice number.

If I enter the invoice number for the Invoice I created in the Virtual Terminal when processing a manual payment, will it update the invoice under the invoicing service?

• Yes, if you enter the applicable invoice number when processing a payment manually through the Virtual Terminal it will reflect on the invoice you created under the invoicing service. This effectively gives you the ability to process manual payments for the invoices you create within the Merchant Interface.

Can you back-date an invoice?

• Yes. When you create a new invoice, the due date field allows you to input any past or future date.

How long can the Item Number/Item ID be?

• The Item Number/Item ID can be up to 31 characters and can include both numbers and letters.

We do not offer discounts for our services. Is it possible not to show discounts on the invoice?

• Adding a discount is an optional field. If you do not enter a discount percentage, it will not show up on the final invoice sent to the customer.

Can I change the Invoice Status manually or mark the invoice as Paid?

• No, the invoice statuses will only change based on payment through the invoicing link or the Virtual Terminal.

After the customer pays the invoice, will I receive an email from Authorize.net confirming the payment?

• You have the option to sign-up to receive a Transaction Receipt. This receipt will be sent to you after the invoice transaction is successfully processed. For more information see: https://support.authorize.net/knowledgebase/Knowledgearticle/?code=000001286 

Does the invoice transaction settle automatically at the end of the day?

• Yes, in your account your transactions will be settled once per day, after your Transaction Cut Off Time. Here is how you can view these details in your account. For more information see: https://support.authorize.net/knowledgebase/Knowledgearticle/?code=000001244