Can I track invoice statuses and transaction details?

Yes. Track invoice statuses in the Invoices tab, and view payment details (successful and failed) under Payments → Transactions.

How can I retrieve voided invoices?

Go to Payments → Invoices, click Filters, select Status, and choose Void to see voided invoices.

Are audit logs kept for voided and refunded invoices?

Yes. BizStackPro maintains audit logs for void, refund, and other key invoice actions.

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How to Create, Manage, and Void Invoices – BizStackPro Help

How to Create, Manage, and Void Invoices

Q: How do I set up and manage late fees on invoices?

You can configure global late fees under Invoice Settings → Payments. For specific invoices, enable Late Fees configuration inside the invoice and customize the grace period, interval, and maximum fee amount.

Q: Can I use payment plans for invoices?

Yes. You can set up payment schedules with deposits, percentages, or fixed amounts and assign due dates for each installment.

Q: How do I void an invoice?

Go to Payments → Invoices, open the three-dot menu on the invoice, select Void, and confirm.

Q: What happens when I void an invoice?

Voiding removes the invoice from active statuses but does not delete it. You can still find it using the Void status filter. Once voided, an invoice cannot be reinstated.

Q: How do I issue a refund for a paid invoice?

Go to Payments → Transactions, locate the payment, open the three-dot menu, select Refund, and choose full or partial refund.

Q: How many files can I attach to an invoice?

You can attach up to 10 files per invoice with a total size limit of 20MB. Attachments are included only with the initial invoice email.

Create invoices, manage payments and statuses, apply late fees, process refunds, and keep clean records by voiding invoices when needed.

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Managing Invoices Without Losing Track of Payments

When handling multiple invoices, it can be difficult to keep track of what’s been sent, paid, overdue, or no longer needed.

The invoicing system allows you to create invoices, track their status, record payments, and manage actions like refunds or voiding from one place.

Without a clear process, invoices can become disorganized, payments may be missed, and records can be harder to manage later.

This guide will walk you through how to create, manage, and void invoices so your billing stays organized and easier to control.

To begin, review how to create and send an invoice within your account.

Create and Send an Invoice

Use invoices to bill customers, collect payments, and track what’s outstanding—all from the Payments area.

Go to Payments → Invoices & Estimates → All Invoices.
Click + New to create an invoice.
Add client details and your business/sender info (logo, address, notes, etc.).
Add products from your catalog (adjust price, quantity, and discounts as needed).
Optional: build a payment schedule (deposit, fixed amounts, or due dates).
Add terms/notes and attach files (up to 10 files / 20MB total).
Send via email or text, or use Copy and Mark as Sent for manual delivery.

Note: Attachments are included only with the initial invoice email.

Record and Manage Payments

Record payments directly from an invoice using a saved/new card (when available).
Log manual payments (cash/check/manual entry) when needed.
Review successful and failed charges under Payments → Transactions.

Manage Invoice Status and Tracking

Invoice status helps you see what needs attention and what’s completed.

Common statuses include Draft, Sent, Overdue, Paid, and Void.
Use filters to find invoices by status, date ranges, or customer.
Export invoice data when you need offline records.

Quick win: Check Transactions when a customer says they paid but the invoice still shows unpaid.

Invoice Settings (Late Fees, Taxes, Bank Transfer)

Customize invoice defaults in Invoice Settings → Payments (titles, terms, and related options).
Create taxes under your settings (name, rate, description, Tax ID).
Set late fees globally, or configure them per-invoice (grace period, intervals, maximum fee).
Enable bank transfers like ACH or SEPA when supported and in the correct currency.

Void and Refund Invoices

Void invoices (sent/overdue/paid) from the invoice three-dot menu.
If an invoice is paid, issue a refund first when appropriate.
Refunds are processed in Payments → Transactions (full or partial).
Audit logs are kept for void and refund activity.

Important: A voided invoice is not deleted. It remains accessible, but it cannot be reinstated.

How to Find Voided Invoices

Go to Payments → Invoices.
Click Filters → Status.
Select Void to view voided invoices.

Pro Tips

Use discounts to create $0 invoices when needed (example: 100% discount).
Double-check refund totals before confirming.
Backdate manual payments so reports match reality.
Use audit logs to track who voided/refunded and when.

Want billing that’s organized and easy to track?

BizStackPro helps you send invoices, accept payments, and handle refunds—without bouncing between tools.

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Frequently Asked Questions

How do I set up and manage late fees on invoices?

Configure late fees globally in Invoice Settings → Payments, or enable late fees on an individual invoice and set grace periods, intervals, and caps.

Can I use payment plans for invoices?

Yes. Create payment schedules with deposits, fixed amounts, or percentages and assign due dates.

How do I void an invoice?

Open the invoice menu (three dots) and select Void, then confirm.

What happens when I void an invoice?

It’s removed from active statuses but not deleted. Use the Void filter to find it later. Voided invoices can’t be reinstated.

How do I issue a refund for a paid invoice?

Go to Payments → Transactions, locate the payment, and choose Refund (full or partial).

How many files can I attach to an invoice?

Up to 10 files (20MB total). Attachments send only with the initial invoice email.

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Control Your Invoicing from One Dashboard

Create invoices, track payment status, apply fees, and handle refunds with clean records—so your billing stays predictable and professional.

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Better billing. Cleaner books.

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