Invoices

Bunny invoice states from preparing and draft to due, paid and voided, plus draft invoices, the invoice table, invoice actions and invoice layout.

Invoice statesLink to Invoice states section

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.

Invoice state diagram: preparing, tax failed, draft, ready, not_due, due, unpaid, paid and voided, with allowed transitions

Most invoices are created in a not due state although it’s possible for an invoice to be due immediately.

  • Preparing - The invoice is being generated, i.e. usage-based charges are summarized and taxation is being calculated.
  • Failed - Tax calculation failed: the taxation service was unavailable or unable to calculate tax due to missing or incorrect information. Use Retry tax calculation once the problem is fixed.
  • Draft - The invoice is in draft state and will remain there until it’s released to ready state. Only accounts with Generate draft invoices enabled will generate draft invoices. When an invoice is in draft state, it can be edited before you approve it for payment.
  • 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.
  • Queued - When Consolidated billing is enabled for an account, mid-cycle invoices stay queued until the next bill run, where they are combined into a new invoice.
  • Consolidated - The queued invoice has been combined into a new invoice by a bill run.
  • Due - The invoice is due and payment is being attempted.
  • Processing payment - A payment has been made but hasn’t settled yet, for example a bank debit that takes a few days.
  • 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.
  • Merged - The draft invoice was merged with others into a combined invoice.

Draft invoicesLink to Draft invoices section

Draft invoices give you a chance to inspect things before they are released to the customer. This can be a very useful setting for large customers as well as when you implementing Bunny for the first time or rolling out new offerings.

When Generate draft invoices is enabled on an account, all new invoices will go to a draft state where the invoices can be edited before it’s approved. Here you can add line comments and credits as well as regenerate the invoice in case address or tax information changed or usage records are missing.

Invoice tableLink to Invoice table section

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.

Billing > Invoices table filtered by State is Not due, showing account, invoice number, dates, state and amount

Invoice table

InvoiceLink to Invoice section

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.

Invoice view with the ... menu open showing Pay, Email invoice, Download, Void invoice and Update PO number actions

View invoice

Invoice layoutLink to Invoice layout section

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.

Annotated invoice layout: discount and proration columns appear only when used; quantity and unit price hidden for one-time charges

Invoice layout

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.

Tax IDLink to Tax ID section

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.