Billing & Invoices

The Invoices page under Sales & Billing provides full visibility into your organization's billing operations. Track invoice statuses, manage payments, and monitor resource usage from a single interface.

Accessing Invoices

1. Click Invoices in the sidebar (under Sales & Billing).
2. The invoice list loads showing all invoices across all customers.

Invoice Statuses

Each invoice progresses through a lifecycle represented by these statuses:

Searching and Filtering

Search

1. Use the search field at the top of the invoice list.
2. Search by invoice number (e.g., INV-2026-0042) or customer name.
3. Results filter in real time.

Date Range Filtering

1. Click the date range picker above the invoice list.
2. Select a preset range (This Month, Last Month, This Quarter, Last Quarter, This Year) or define a custom range.
3. The list updates to show only invoices within the selected period.

Status Filtering

1. Click the status filter tabs.
2. Select one or more statuses to narrow the list.
3. Click All to reset.

Combine search, date range, and status filters for precise results. For example, filter to "Overdue" within the last 30 days to prioritize collection follow-ups.

Invoice List

The table displays:

• Invoice Number -- Unique identifier (e.g., INV-2026-0042)
• Customer -- Tenant name
• Amount -- Total invoice amount
• Status -- Current status (color-coded badge)
• Issue Date -- When the invoice was created
• Due Date -- Payment deadline
• Paid Date -- When payment was received (if applicable)

Invoice Detail Sheet

Click any invoice row to open the detail sheet.

Contents

• Header -- Invoice number, customer name, issue date, due date
• Line Items -- Product name, description, quantity, unit price, line total
• Summary -- Subtotal, discounts, tax, total amount
• Payment Information -- Payment method, transaction ID (if paid)
• Timeline -- Chronological record of status changes with timestamps

The timeline is especially useful for auditing -- you can see exactly when an invoice was sent, when payment was received, and who performed each action.

How to Send an Invoice

1. Open the invoice detail sheet.
2. Verify the line items and amounts are correct.
3. Click Send Invoice.
4. The invoice status changes to Sent and the customer receives an email notification.

Note: Only Draft and Pending invoices can be sent. Ensure all line items are finalized before sending.

How to Void an Invoice

1. Open the invoice detail sheet.
2. Click the options menu (three dots).
3. Select Void Invoice.
4. Confirm the action in the dialog.

Voiding an invoice removes it from the customer's outstanding balance. Use this for invoices created in error. Voided invoices remain visible in the list for audit purposes.

How to Record a Refund

1. Open the detail sheet of a Paid invoice.
2. Click the options menu.
3. Select Refund.
4. Enter the refund amount (full or partial).
5. Confirm the refund.

The invoice status changes to Refunded and the refund amount is recorded in the timeline.

Bulk Actions

Select multiple invoices using the row checkboxes to access bulk operations.

How to Perform Bulk Actions

1. Check the boxes next to the desired invoices.
2. The bulk action bar appears at the top.
3. Click the desired action button.
4. Confirm in the dialog (for Send and Void actions).

Usage Tracking

The Usage page provides detailed resource consumption data that feeds into billing.

Accessing Usage Data

1. Click Usage in the sidebar (under Sales & Billing).
2. The usage dashboard loads with consumption metrics.

What Usage Tracks

• Compute -- vCPU hours, RAM-hours consumed per tenant
• Storage -- GB-months of block and object storage used
• Network -- Bandwidth consumed (ingress/egress)
• GPU -- GPU-hours consumed

Usage Reports

1. Select a customer or view aggregate usage across all tenants.
2. Choose a date range.
3. View the usage breakdown by resource type.
4. Export the data as CSV for integration with external billing systems.

Usage data is collected automatically from the provisioning and monitoring systems and updated periodically.

Best Practices

• Follow up on Overdue invoices promptly. Filter by Overdue status daily and take action -- send reminders or escalate to account managers.
• Review before sending. Always verify line items and amounts before sending invoices to avoid the need for voids or corrections.
• Use date range filters for monthly reconciliation and financial reporting.
• Export regularly for integration with your accounting system.

Related Guides

• Order Management -- Orders that generate invoices
• Tenant Management -- Customer accounts and billing context
• Reporting & Dashboard -- Revenue reports and analytics
• Settings -- Currency and billing configuration