---
title: "Invoices"
description: "View invoices, download PDFs, and manage payment status"
category: "admin"
tags: ["invoices", "invoice", "payment", "pdf", "credit note"]
createdAt: "2026-04-01"
updatedAt: "2026-04-01"
canonical: "https://help.softwear-prints.com/en/articles/admin/invoices"
---

# Invoices

In the Invoices section, you manage all invoices for your Corporate Shop. You can view invoices, download them as PDFs, and track their payment status.

::admin-link{path="/invoice" label="Open Invoices"}
::

## Invoice Overview

The overview shows all invoices sorted by date:

- **Invoice Number** - Unique reference
- **Date** - Invoice issue date
- **Customer** - Name of the invoice recipient
- **Amount** - Total invoice amount incl. VAT
- **Status** - Payment status (open, paid, overdue)

### Search and Filters

- **Free Text Search** - Search by invoice number, customer name, or email
- **Status Filter** - Show only open, paid, or overdue invoices
- **Date Filter** - Invoices from a specific period

## Invoice Details

Click on an invoice to open the detailed view:

### Header Data

- **Invoice Number** and **Date**
- **Order Reference** - Linked order number
- **Payment Status** - Current status
- **Payment Method** - How the customer paid

### Line Items

All invoiced items with:

- Product name and variant
- Quantity and unit price
- Finishing costs (if applicable)
- Line total

### Totals Block

- Subtotal
- Shipping costs
- Discounts / Vouchers
- VAT (broken down by rates)
- **Total Amount**

### Addresses

- Customer's billing address
- Shipping address (if different)

## Actions

### Download PDF

Click on **Download PDF** to save the invoice as a printable PDF. The PDF contains all relevant invoice information and can be sent directly to the customer or archived for accounting.

### Change Payment Status

For manual payment methods (e.g., bank transfer), you can manually update the payment status:

1. Open the invoice details
2. Change the status to **Paid**
3. Save the change

For payments via Stripe or PayPal, the status is updated automatically.

### Create Credit Note

If you need to refund an invoice fully or partially:

1. Open the affected invoice
2. Click on **Create Credit Note**
3. Select the items and amounts to be refunded
4. Confirm the credit note

The credit note is created as a separate document and can also be downloaded as a PDF.

## Payment Processing

### Online Payments (Stripe, PayPal)

For online payments, the entire process is handled automatically:

1. Customer selects payment method in checkout
2. Payment is processed via the payment service provider
3. On success: Invoice is automatically set to **paid**
4. On error: Invoice remains **open**, customer is informed

### Manual Payments (Bank Transfer, Cash Payment)

For manual payments:

1. Invoice is created with status **open**
2. Customer transfers the amount or pays in cash
3. You check for payment receipt
4. You manually set the status to **paid**

::admin-link{path="/invoice/payment" label="Manage Payments"}
::

## Invoice Settings

Under the Shop Settings, you can define:

- **Individual Invoices** - Whether individual invoices are created for each customer
- **Automatic Sending** - Whether invoices are automatically sent via email

::admin-link{path="/settings/shop" label="Open Invoice Settings"}
::

## See also

- [Order Overview](/articles/admin/orders) - All orders
- [Order Details](/articles/admin/order-details) - View individual order
- [Financial Reports](/articles/reporting/financial) - Financial analyses