> ## Documentation Index > Fetch the complete documentation index at: https://docs.oncoeverything.com/llms.txt > Use this file to discover all available pages before exploring further. # Invoices > Raise an invoice, send it, record the payment, and correct a mistake. Invoices live under **Invoices** in the sidebar. Before your first invoice, set your payment details in [Billing settings](https://docs.oncoeverything.com/billing/settings.md). ![The invoices list](https://mintcdn.com/oncoeverything/UEKRQw1m7FgJs3Iu/images/screens/invoices.png?fit=max\&auto=format\&n=UEKRQw1m7FgJs3Iu\&q=85\&s=2356e8f11e96a6f9f3d597b111e143ab) Invoices ## Raise an invoice The fastest method starts on a request with an accepted quote. Click **Raise the invoice**. The lines come from the quote. To start with a blank invoice, click **New invoice**. You can also click **New invoice** on an organization's page. **1. Fill in who pays** Fill in **Organization**, **Bill to** (accounts payable, or a person), **Email**, **Billing address**, **PO number** if they gave you one, and **Terms, days**. **2. Choose who gets the reports** In **Who gets the reports once it is paid**, pick the person who gets the files. When the invoice becomes **Paid**, that person gets their copies automatically. **3. Add the lines** Each line has a **Description**, a **Quantity** and a **Unit price**. If the line is a catalog report, pick it under **Report**. Add **Tax, if any**, and **Notes on the invoice**. **4. Click Raise as draft** The draft has no number yet. The platform sends nothing. ## Send it Open the draft. Under **When it is ready**: * **Issue and send** gives the invoice the next number, sets the due date, and emails it to the bill-to address. The email has a **View the invoice** button that opens a page with the invoice and a PDF. * **Issue without sending** gives the invoice a number and sends no email. To send it later, click **Send again**. > [!WARNING] > > You cannot edit an issued invoice. If it is wrong, void it and raise a new one. ## Payment by card When card payments are on, the invoice page shows **Pay by card** under the invoice. The payer does not need an account. * The payer enters the card and the billing address. The button shows the amount outstanding, for example **Pay \$1,250**. * A card payment always pays the full amount outstanding. * When the card is approved, the platform records the payment. The invoice becomes **Paid**, and the organization gets access to every report on it. * The platform emails the bill-to address that the payment was received. * A declined card changes nothing on the invoice. The payment shows on the invoice with the method **Card**, the last four digits of the card, and the card processor's transaction number. ## Payment by bank account When bank payments are on, the invoice page and checkout also offer **Bank account (US)**. The payer enters the routing number and the account number, and authorizes a one-time debit. * A bank payment takes several business days to settle. Until then, the invoice shows **Bank payment on its way**, and nobody can pay it again. * A report bought by bank is granted when the payment settles. * When the payment settles, the platform records it with the method **Bank payment**, and the invoice becomes **Paid**. * If the bank returns the payment, nothing is recorded. The payer gets an email, and the invoice can be paid again. The receipt for a report bought by bank is voided. When the card processor's reporting access is set up, the platform checks its reports every hour and records each payment when it settles. Until then, and at any time, you can record it yourself. Open the invoice. Under **Bank payment on its way**, click **Mark as settled** or **Mark as returned**. ## Record a payment ![An issued invoice with Record a payment and Void](https://mintcdn.com/oncoeverything/UEKRQw1m7FgJs3Iu/images/screens/invoice.png?fit=max\&auto=format\&n=UEKRQw1m7FgJs3Iu\&q=85\&s=4aa171e31b53ca187ab065cc6d8843f5) An issued invoice When money arrives, open the invoice and click **Record a payment**. Enter the **Method**, the **Amount**, the date **Received on** and the **Bank reference**. * A payment for less than the balance makes the invoice **Part paid**. * A payment of the full balance makes it **Paid**. The organization then gets access to every report on the invoice, and the person you chose gets their copies. The platform sends no email when you record a payment by hand. ## Refund a card payment You can refund a card payment that the platform took, from checkout or from the invoice page. Refund a payment you recorded by hand through your bank. **1. Open the invoice** Under **Payments**, find the card payment. Click **Refund**. **2. Enter the amount** Type the **Amount to refund**. The field starts at the full amount that is left. You can refund less. **3. Send the refund** Click **Refund to the card**. The card processor sends the money back to the card that paid. * The payment stays on the invoice. The invoice shows the refunded amount, and the badge shows **Refunded** or **Part refunded**. * The platform emails the bill-to address that the refund was sent. * The organization keeps access to the reports on the invoice. To end it, revoke the access. > [!NOTE] > > If the card processor does not answer, the refund waits. Check it in the Run Merchant portal before you try again. ### Refunds and chargebacks in the Run Merchant portal Every night, the platform reads the card processor's reports. This starts when the processor's reporting access is set up. * **A refund or void you made in the Run Merchant portal:** the platform records it on the invoice. The history says "refunded to the card in the Run Merchant portal". The platform emails the bill-to address. * **A refund that waits for an answer:** when the report shows it, the platform records it as done. * **A chargeback:** the platform adds it to the invoice history with the case number and the reason. Respond to the chargeback in the Run Merchant portal. Each chargeback also sets off the payments alarm. The alarm emails the person who maintains the platform. If a report does not match one payment, the platform records nothing and sets off the same alarm. ## States | State | Means | | - | - | | **Draft** | Not numbered, not sent. You can edit or delete it. | | **Issued** | Numbered and sent. Waiting for payment. | | **Part paid** | Some money received | | **Paid** | Paid in full | | **Void** | Canceled. It keeps its number. | An issued invoice past its due date shows a red **Overdue** badge. ## Correct a mistake Click **Void**. Give a reason. The invoice keeps its number and shows as void. Raise a new invoice with the right amount. > [!NOTE] > > You cannot void an invoice that has a recorded payment. To give money back, [refund the card payment](#refund-a-card-payment). Refund a payment you recorded by hand through your bank. This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.