Invoice page
Opening an invoice from the invoice list shows the invoice as the customer will see it, with the actions a supplier needs: chase payment, record money, cancel, see the history, and print.
Who uses it
- Supplier staff with full or read-only invoice access. Buttons appear or disappear by role.
- Restaurants see the same invoice as a PDF and in the restaurant app, not this page.
How it works
Header
- A back arrow, the customer's initial, "Invoice to be sent to" and the customer name. The name is the one saved on the order when it went out (see Customer info), so later renames don't change old invoices.
- A status chip, see Status chip.
- Chat and phone icons, for users with chat access. Chat opens a conversation pre-filled with "Hi {customer}, can we chat regarding the invoice for order {invoice number}?".
Buttons
| Button | Shown when | Needs | Does |
|---|---|---|---|
| Notify to Pay | The invoice went out, is Unpaid or Partially paid (not Processing), and its total is above $0. It needn't be overdue. | Full invoice access | Sends a reminder by email, SMS and push. Then disabled for 5 minutes ("Wait for 5 min to get activated"). See Overdue & Notify to Pay. |
| Manage Payments | Ready for Delivery or Delivered, or Canceled / Void (read-only) | Full invoice access | Opens the Manage Payments panel |
| Cancel Invoice | Any status except Canceled | Full order access, and the order cancellation permission on the server | Starts the cancel flow (reasons, what happens to the stock, and a refund if anything was paid). After cancelling, Back to Invoice returns here. See Returns & cancellations. |
| Activity Log | Always | Full or read-only order access | Opens the order's history: status changes (with View Invoice / View original Invoice links to the stored PDF), payments recorded, updated and deleted, bank payments clearing or failing, and invoice-date changes. |
| Print Invoice | Always | Full or read-only invoice access | Opens the invoice PDF in a new tab |
Buttons a user isn't allowed to use are hidden, not greyed out.
Status chip
| Order status | Chip |
|---|---|
| Placed | Pending |
| Confirmed | Packing |
| Out for delivery | Ready for Delivery |
| Delivered | Delivered |
| Cancelled | Canceled |
| Any order with returned items | Item(s) Returned (shown instead of the stage) |
The invoice
The page shows the same content as the PDF, section by section:
- Supplier block: logo (hidden while the payments panel is open), name, address, phone, email.
- INVOICE, the invoice number, Ref. No (if the order has a reference number), and the payment status in capitals: UNPAID, PARTIALLY PAID, PAID, PAYMENT PROCESSING, VOID or CANCELED. Badges Payment Refunded and Items Returned when they apply.
- Ship To and Bill To: name, address and phone. Bill To uses the customer's billing address, or the shipping address if there isn't one (OIB-001 to OIB-003).
- Terms, Order Placed, Invoice Date (shown exactly as stored,
YYYY-MM-DD), Due Date, Sales Rep, Driver. - Items: PRODUCT ID, Product Name, QTY, SIZE/UNIT, Weight (only if something is sold by weight), Price, Total. Then Total Items, Total QTY, Total Weight and Subtotal. See Line totals & rounding. An invoice that only carries a balance forward from before the supplier started on Clipp has no lines; it shows Balance carried forward instead, and the amount owed is in the totals box.
- Returned Item(s), when there are returns, with negative quantities and totals, and Additional Return(s) for goods the order never sold (no value). See Returns & credits.
- Notes, if the order has any.
- Payment Method and Refunded Method lists, e.g. "Check (1042): $200.00", "ACH: $60.00 · Processing".
- The totals box (below).
| Totals row | Shown when | Value |
|---|---|---|
| Subtotal, or Subtotal After Return | Always | Sum of lines (after returns) |
| One row per discount, promotion, Clipp promotion, loyalty discount or fee | When above $0 | See Adjustments & fees |
| Store Credits | Store credit was applied | −credit applied. It is a payment, so the total above it is unchanged. |
| Payment, or Net Payment when Paid | Something has been paid | Money received |
| Refunded Amount | Something was refunded | −refunds |
| Balance Due | Always | Total − paid − store credit applied − Clipp payout + refunded, never below $0.00. $0.00 for Void, and for an order canceled before delivery. |
| Outstanding Balance | Not Paid, and the customer record doesn't hide it | Everything this customer owes the supplier, across invoices |
| Available Refund Amount | The customer has paid more than the total | Paid + store credit applied − total − refunded |
There's no editor on this page. The invoice date, due date and payment terms are changed on the order; see Invoice date and Due date & payment terms.
Calculations
Balance due, with real numbers: total $380.00 (after a $120.00 return), paid $500.00, refunded $0.00 → Balance Due $0.00, Available Refund Amount $120.00. Balance Due never goes below zero; the overpayment shows as Available Refund Amount instead.
Where it shows up
Supplier app → Invoices → an invoice. Links from emails to the supplier ("View Invoice") land here.
Permissions
| Role | Opens page | Notify to Pay, Manage Payments | Cancel Invoice | Print, Activity Log |
|---|---|---|---|---|
| Admin, Clerk | Yes | Yes | Yes | Yes |
| Driver, Warehouse, Sales Person | Yes | No | The button shows (it checks full order access), but cancelling is refused: the server needs the order cancellation permission | Yes |
Decisions
- The invoice date is shown exactly as stored. Converting it showed the wrong day in other time zones. (#2499, #2500)
- The customer's details come from the copy saved on the order. A later rename or address change doesn't rewrite issued invoices. (dual-data specs)
Specs
The Bill To scenarios (OIB-001 to OIB-003) are embedded on Invoice PDF → Specs; the page and the PDF follow the same rule.
The preview's customer-name and address resolution is also covered by DDIL-003, DDIL-005 and DDIL-010 in the Customer info specs.
Known limitations
- Notify to Pay's 5-minute pause lives in the browser; reloading the page re-enables it.
- The Cancel Invoice button isn't hidden for roles without the order cancellation permission; they see an error when they try.
- Issue Refund isn't offered while a bank payment is still clearing (the invoice is Processing). See Manage Payments.
FAQ
Why is there no Notify to Pay button? It shows only on invoices that went out and still owe money (Unpaid or Partially paid) with a total above $0, and only for users with full invoice access. It's hidden while a bank payment is still processing.
Balance Due is $0.00 but the customer paid too much. Where is the extra? The customer paid more than the invoice now totals, usually after a return. The extra shows as Available Refund Amount.
Where do I change the due date? On the order: change the invoice date or the payment terms; the due date follows. See Due date & payment terms.