Invoices
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Invoices go through a series of states dependent on how they are generated and how the collection process goes. The diagram below illustrates the possible state transitions for an invoice.
Most invoices are created in a not due state although it's possible for an invoice to be be due immediately.
Preparing - The invoice is being generated, i.e. usage-based charges are summarized and taxation is being calculated.
Tax failed - The taxation service was unavailable or unable to calculate tax due to missing or incorrect information.
Draft - The invoice is in draft state and will remain there until it's released to ready state. Only accounts with Produce draft invoices enabled will generate draft invoices.
Ready - The invoice is ready and will immediately move to due or not due state. This state is only for workflows to be able to detect readiness.
Not due - The invoice is not due yet.
Due - The invoice is due and payment is being attempted.
Unpaid - The invoice is due, but payment is no longer being attempted. This will stop the dunning process.
Paid - The invoice has been paid.
Voided - The invoice has been voided.
The invoice table lets you browse all invoices in the system. You can use the filters to drill down and create views that make it easier to locate types of invoices you often look for.
When viewing an invoice, the ... menu gives you access to a number of different operations that can be performed on the invoice, given its current state.
Depending on the current state of an invoice, different operations are available to the Bunny user.
Download a PDF version of the invoice.
Invoices in draft state can be edited before they are released to the customer. This allows you to partially or fully credit individual line items.
No that you cannot edit an invoice that was already shared with a customer. Instead, you would void the invoice, enable draft invoices for the account and then reissue the invoice.
Sends an email with a link to the invoice to one of the account's contacts.
If an invoice was voided due to incorrectness, for example, taxation was wrong or usage records were not uploaded to Bunny, you can reissue an invoice with a new invoice number. The invoice which will recalculate all the charges and produce a new invoice in draft state. This also requires the account to have draft invoices enabled.
Allows the Bunny user to update the PO number on an invoice. This is useful in situations where a quote was accepted before the PO number was known.
There are certain situations where an invoice has been sent due to an error. This operation allows the user to void the unpaid invoice.
In cases of dispute a refund can be issued for an invoice.
In the event that a customer has been invoiced, but refuses to pay, it can be necessary to write off the invoice so the revenue disappears from Bunny.
An unpaid invoice can be paid with a manual payment (check or wire) or using one of Bunny's payment processor options.
Taxation can fail for two reasons: the taxation service was unavailable or address information was invalid. This operation will attempt to calculate tax again and move the invoice to the ready state.
Invoices in draft state can be regenerated, which means that all charges will recalculate and address information, due date, PO number etc will be refreshed. This is useful when an invoice is incorrect, for example missing usage details.
Bunny uses a standard layout for all invoices. At the top of the invoice is your company logo and address. Below that is the customer's information and key information about the invoice.
The table with the line items is more dynamic and will vary depending on the types of charges and whether there is discounting and proration on the invoice. The general idea is to keep the invoice as simple and legible as possible.
Some countries require invoices to show the customer's tax ID. If you specify a tax ID on the account's billing tab, it will be printed on quotes and invoices right below the customer's address.
