Invoices

An invoice is a generated representation of a particular billing state. It is used for Merchant Accepted Payment method. It notifies customers of their closing balance for the current billing cycle. You can define when an invoice is generated by defining the how many days before a billing cycle closes are required for generating the invoice.

Invoices are part of Subscribe customer notifications, which can automatically be issued at predefined moments in the billing cycle, using customized templates. Notices may be defined to notify your customer of billing events (imminent, in-process, successful, or failed), to generate invoices, to warn of a pending subscription expiration, to inform of an overdue balance, or to simply keep customers informed of changes in their subscription plan. Work with Vindicia Client Services to create templates to keep your customers informed and engaged in their relationship with your company and your products.

An Invoice typically lists an opening balance, previously submitted invoices, payments, credits, current charges, and an ending balance for a given billing cycle.

Subscribe automatically generates email messages in parallel with Invoice processing. An Invoice template is required. You may create your own, custom template, or use one of the default templates provided. In either case, Subscribe saves an image of each Invoice sent to a customer, as a PDF, which may be retrieved at a later date for bookkeeping or record keeping purposes.

In the Portal:

  • Invoices can be generated as part of a new subscription.
  • Once an invoice is created, it can be viewed in the Portal and a PDF image of it is available for bookkeeping purposes.
  • Payments can be made to an invoice.
  • Write off an invoice, if you won't be able to collect its debt.

Subscribe Requirements to Generate Invoices

In order to generate Invoice emails from Subscribe:

  • Supply a custom invoice template to Vindicia Client Services. Vindicia provides a Default Invoice Template, which may be used in place of your own customized template.
  • Supply an email template to Vindicia Client Services. This template will be used to generate email notifications to your customers, and must be supplied or no invoice will be mailed to your customers.

  • Define the events for which the emails should be sent - Open Invoice (can be generated a merchant specified number of days before the end of every billing cycle); Payment due (1st dunning Notice ); Overdue (2nd Dunning Notice)

Once you supply an email template and define an invoice template, whether a custom one or using the default invoice template, you'll be able to provide customers with an invoice when purchasing a subscription through the Merchant Accepted Payment method. The invoice can be sent as an attachment (PDF) or inline an email as HTML text.

The generated Invoice page can include Subscribe generated information such as Invoice ID, Total Payments, Current Charges, Balance, Invoice Date, Due Date/Pay by Date, and Total Amount Due.

Dunning Notices

Additionally to invoices, Subscribe offers Dunning notices. These are reminders of overdue balances and they serve as an extension of the Invoicing process. Dunning notices systematically remind customers that payment is overdue, and inform them of the payment process. Dunning notices typically progress from reminders of overdue payment, to notice of imminent account closure.

Subscribe allows you to define the timing of each step in this process. By default, the first dunning/overdue notice is issued a week after the initial due date, to allow time for payments arriving on the due date to be processed and entered into the system.

Supply an email template and a Dunning Notice template to Vindicia Client Services for these notices to be created and emailed.