Track and Manage Invoices 

Invoices in WizCommerce come from your accounting system, not from WizCommerce itself. Once your ERP creates an invoice from an order, WizCommerce pulls it in and shows it against the matching order, along with its payment status.

This gives reps and admins a read-only view of what's been billed and what's still owed, and lets you export that data to a spreadsheet when you need it.

Table of Contents

Before You Begin

• Your account must be connected to your accounting system (ERP). Invoices are pulled from that integration, so only invoices that have synced will appear.
• Invoice visibility must be turned on for your account. If you don't see invoices, contact the WizCommerce support team.
• You need access to an order to see its invoices (see Section D). The same access rules apply to what you can export.

A. Orders vs. Invoices

These are two different workflow in WizCommerce, created in two different places, and it's worth being clear on the difference before you start.

• An order is created in WizCommerce and sent to your ERP. WizCommerce owns it.
• An invoice is created in your ERP and pulled back into WizCommerce. Your accounting system owns it.

WizCommerce never creates an invoice. The PDF WizCommerce generates from an order is an order acknowledgement, not an invoice, the invoice is the billing document your accounting system produces.

B. How Payment Status is Set

WizCommerce shows one of four payment statuses on each invoice. For most statuses, it works out the status itself by comparing the invoice amount against the amount paid. it does not take the status directly from your accounting system.

• Paid: The amount paid matches the invoice amount. The invoice is fully settled and nothing is owed.
• Partially Paid: Some payment has been recorded, but less than the full amount, so a balance is still owed. This is common when a customer pays a deposit, or pays for one shipment of a multi-shipment order while the rest is outstanding.
• Pending: No payment has been recorded or confirmed yet, so the full amount is still owed. This is the starting state for most invoices once they sync in.
• Refunded: A refund has been issued against the invoice, returning money the customer already paid. Unlike the other three, this reflects that a refund happened, not the paid-versus-owed comparison.

C. View and Open Invoices in WizOrder

The Invoices page lists every invoice pulled from your accounting system, with its status, total, and how much has been paid. From here you can open, download, or raise a claim on any invoice.

1. From the left menu, go to Sales > Invoices. (You can also select the Invoices tab from the top of any Sales page.)
   
   
2. Review the invoice list. Each row shows the Invoice ID, Customer name, Invoice Status (Open or Closed), Payment Status, Total Amount, and Paid Amount.
   
   
3. To narrow the list, type in the filter box below any column heading, for example, filter by Payment Status to see only Partially Paid invoices. You can also save a custom view using the All Invoices dropdown, or create a new one with the + button.
4. To act on an invoice, click the three-dot menu in the Actions column on the right. You can:
   • View : Open the invoice to see its details
   • Download: Save a copy of the invoice
   • Raise a claim: Start a claim against the invoice
     
     

D. Invoice Details Page

When you open an invoice (from the list, choose View in the three-dot menu), the detail page shows the full billing picture:

• Summary: Total Ordered, Total Open, and Total Shipped at the top, then Cart total, Total, Paid by customer, and Balance due.
• Notes and Terms and Conditions attached to the invoice.
• Payments: A table of every transaction against the invoice, showing Transaction ID, Type, Transaction Status, Amount, Payment method, and Time and Date.

 To act on a specific payment, click the three-dot menu on that payment row. You can:

• Download receipt: Save a PDF receipt for that transaction
• Share receipt : Send the receipt to the customer or another recipient 
• Refund: Return the payment to the customer

E. View Invoices in the Online Storefront (WizShop)

Buyers can see the invoices billed to their account directly in the online storefront, view or download each one, and pay without asking a rep.

1. Sign in to the online storefront and open your account.
2. In the sidebar, under Overview, click Invoices. The Invoices and Payments page opens.
   
   
3. Review your invoices in the list. Each invoice appears as a row you can sort and filter by colum, for example, Invoice ID, Customer name, Invoice Status, Order number, and Invoice Date. 
   
   
4. Sort any column using the arrows in its header, or type in the filter field below a header to narrow the list.
5. Pay an invoice using Pay Now in its row, or use Make a Payment at the top of the page.
   
   
6. Track the shipment for an invoice by clicking the shipment icon (truck) in the Actions column.
   
   
7. For everything else, open the three-dot menu in the Actions column:
   
   
   
   • View invoice: Open the invoice to see its full detail.
   • Download: Save a copy of the invoice.
   • Raise Claim: Start a claim against the invoice (see the buyer-facing File a Claim article).
     
     

F. Import-Export Invoices in Bulk

Bulk import and export use one shared spreadsheet. You export your invoices to get a template already matched to your setup, edit or add rows, and upload the same file back. Use export on its own for reconciliation and reporting, or edit and re-upload to create or update invoices in bulk.

Before you start

• You need admin access to perform import/export
• Export first: The template only contains the columns that apply to your account.

Export your invoices

1. Go to Manage> Import/Export
   
   
2.   Select the the Invoices tile, click on Export.
   
   
3. Open the file and go to the Data Sheet tab. Each invoice appears as one Invoice row followed by one Item row per product on that invoice, all sharing the same Invoice ID.  
   
   

Import (create or update invoices)

1. If this is your first time importing or exporting invoices, read the Instructions tab in the sheet before you begin.
   
   
2. In the Data Sheet tab, set each row's Type to Invoice or Item. An invoice can exist without items, but an item cannot exist without its invoice. 
   
   
3. Fill in the required fields (see the field reference below). 
   
   
4. Save the file and upload the same file back, not a copy or a renamed version.
   
   

Rules for filling the sheet

• Amounts must be numbers only.
• Enter dates as MM/DD/YYYY (add HH:MM:SS for the Created At and Updated At fields).
• Where a cell has a dropdown, select a value, those cells cannot be typed into. Copy-paste works, including into dropdowns.
• Enter all information in English.
• For Country, use the two-letter code (for example, US). For State, use the subdivision code (for example, US-AL).

Field reference

Only the fields that need explanation are listed below. The remaining columns are self-explanatory and can be filled in as labeled.

FAQs

1. Why does an invoice still show a balance after the customer has already paid?

A. Payment Status compares the invoice total against the amount recorded as paid against that invoice, so an invoice only shows as Paid once the full payment is recorded on the invoice itself. If the payment was taken against the order, applied to a different invoice or a deposit, or a charge like shipping or a surcharge was added after payment, the invoice can still show a balance until it is reconciled in your accounting system.

2. My invoice shows the wrong balance. Can I fix it in WizCommerce?

A. No. Invoices are owned by your ERP system, so the balance cannot be edited directly in WizCommerce. Correct the payment against the invoice in your accounting system, and the updated status flows back into WizCommerce.

3. Can customers pay their invoices online?

A. Yes. From the Invoices and Payments page in the online storefront, a buyer can pay a single invoice using Pay Now in its row, or use Make a Payment at the top of the page.