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Invoice Collection ​

Overview ​

Invoice Collection is where you bill business (B2B) customers for orders they placed with Invoice as the payment method. These orders are pushed to your POS as unpaid/open; this page lets you group a customer's open orders and send them a single invoice to collect payment.

Key Purpose: Collect payment for deferred ("pay by invoice") orders by sending customers an invoice and tracking it through to paid.

Purpose ​

This page lets you see which customers have unbilled invoice orders, send them a consolidated invoice (via Stripe) with a due date, and follow each invoice through Sent and Paid states.

Key Concepts ​

  • Invoice Order: An online-ordering order placed with the Invoice payment method. It is submitted to the POS as UNPAID/OPEN and waits here to be billed.
  • Consolidated Invoice: Multiple open orders from the same company are combined into one invoice when you send it.
  • Days Until Due: The payment term on the invoice (default 14 days, allowed range 1–90).
  • Tabs: The page has three tabs — Open (customers with unbilled orders), Sent (invoices issued, awaiting payment), and Paid (settled invoices).
  • Invoice Blocked: A customer can be flagged so new invoice orders are not accepted.

Route ​

  • Backoffice Route: /invoice-collection
  • Permissions: view-invoice-collection to view, manage-invoice-collection to send invoices.

Actions ​

Send an Invoice (Open tab) ​

On the Open tab you see each company with unbilled orders (company name, VAT number, number of open orders, oldest order date, total outstanding). Click the send action on a row to open the Send Invoice dialog, set Days Until Due (default 14), and confirm. A Stripe invoice is created for that company's open orders and emailed to the customer; the orders move out of Open.

Track Sent Invoices (Sent tab) ​

The Sent tab lists issued invoices (company, VAT, invoice ID, sent date, total billed) that are awaiting payment. Each links to its Stripe invoice.

Review Paid Invoices (Paid tab) ​

The Paid tab lists settled invoices (company, VAT, invoice ID, sent date, paid date, total paid). You can filter by date range and search.

Fields ​

Days Until Due ​

  • ID: days_until_due
  • Type: Number
  • Default: 14
  • Validation: Clamped to 1–90 days
  • Impact: Sets the payment term shown on the customer's invoice.

Open Orders Count ​

  • ID: open_orders_count
  • Type: Number (read-only)
  • Impact: How many of the customer's orders will be combined into one invoice.

Total Outstanding ​

  • ID: total_outstanding
  • Type: Currency (read-only)
  • Impact: The amount that will be invoiced for that company.

Business Rules ​

  • Only orders placed with the Invoice payment method appear here; enable Invoice under Online Ordering → Checkout → Payment methods (Mplus-only).
  • Invoices are issued through Stripe; each sent/paid row links to the Stripe invoice and PDF.
  • All open orders for a company are billed together on a single invoice.
  • A customer flagged as invoice blocked cannot place new invoice orders.
  • Payment status updates to Paid when the Stripe invoice is paid.

Customer Impact ​

  • Online Ordering: B2B customers who chose Invoice at checkout are billed later from this page rather than paying online.
  • Emails: The customer receives the Stripe invoice by email with a payment link and the due date you set.

FAQs ​

  • "How do I send my invoices?" → Open Invoice Collection, go to the Open tab, click send on the customer's row, set the due days, and confirm.
  • "Where do I collect payment for pay-by-invoice orders?" → On the Invoice Collection page; orders placed with the Invoice method are listed under Open.
  • "How long do customers have to pay?" → Set Days Until Due when sending (default 14, up to 90).
  • "How do I see which invoices are still unpaid?" → Use the Sent tab; paid ones move to Paid.
  • "Why doesn't a customer's order show up here?" → It only appears if the order used the Invoice payment method (enabled on Mplus locations).

Troubleshooting ​

  • No customers on the Open tab → No orders have been placed with the Invoice payment method yet, or Invoice isn't enabled in Online Ordering checkout settings.
  • Can't send an invoice → You need the manage-invoice-collection permission.
  • Customer can't choose Invoice at checkout → Confirm Invoice is enabled for the location and the customer is not invoice-blocked.

Assistant Guidance ​

When answering questions about invoices:

  • Distinguish Invoice Collection (you billing your B2B customers for their orders) from Billing (Upvendo billing the merchant for subscriptions).
  • For "how do I send invoices", route the user to Invoice Collection → Open tab → Send.
  • Mention the Invoice payment method must be enabled in Online Ordering checkout (Mplus-only) for orders to appear here.
  • Note invoices are issued via Stripe with a configurable due date.

Relations ​

Depends On ​

  • Online Ordering Invoice payment method: Generates the open orders billed here.
  • Stripe: Issues and tracks the invoices.
  • Customers: Orders are grouped by the customer's company / VAT.

Affects ​

  • Payment status: Settling an invoice marks the related orders paid.