The upgrade is complete! Thank you for your patience.
Please note, there was downtime between 9 AM PST and 4 PM PST on Saturday, August 17th.
What has changed?
- There will be several minor changes and improvements to the way the invoicing panel looks as well as the appearance of invoices themselves.
- In addition there will be a number of improvements to the way invoices work, including refunds and credit notes.
Why have things changed?
- The improvements being introduced bring Optix into alignment with accounting best-practices.
- We’ve modeled these changes to integrate better with popular accounting platforms.
What do I need to do?
Get familiar with the changes by reading below and checking out some of the articles on the new features.
Improvements You Should Know About
Pending invoices are a preview of a user/teams next invoice. They are accessible via the users details tab from the Users panel. Pending invoices do not show up on the main invoices screen because they are subject to change and not finalized yet.
🔗 Learn More about Pending invoices
In order to move items from a Pending invoice to a Due (due date is today) or Upcoming (due date is in the future) invoice you must go to the Pending invoice and click Charge Early. This feature will allow you to select only the items you want to charge for and will allow you to select a date payment is due by.
🔗 Learn More about Charge Early
Pro-rated items, setup fees and refundable deposits
Initial plan payments (pro-rated items, setup fees and refundable deposits) now appear on the user/team's Pending invoice and will not be put on an invoice due immediately by default. If you wish to invoice for some or all of these items sooner, use the Charge Early feature.
🔗 See Pending Invoices & Charge Early
New invoices are a better preview of the invoice your creating. Allowing you to build the invoice before it becomes finalized. When building a New invoice it will not save until you click Create Invoice.
Record payment or refund
A smarter way to handle balances on invoices, you can now record a full or partial payment to an invoice or a full or partial refund when necessary.
🔗 Learn more about recording Partial Payments and Refunds
Automatic application of credit to new invoices
If a credit note (invoice with a negative balance for a member) exists and a new invoice is raised with a balance owing, the existing available credit will automatically be applied to a newly created invoice. This will happen until the full value of the credit is depleted.
Will this affect my existing invoices in any way?
No, your existing invoices will remain intact and process as expected.
Will my members' experience change?
No, members will still be able to access and pay invoices from the mobile app, or via auto-payments if enabled.
What if I have questions or need to chat?
Contact us at firstname.lastname@example.org or send us a message via Chat.
You will notice the removal of the Created Date* and the addition of Balance after Total. This is because it is now possible to add a partial payment to an invoice, so having an at-a-glance look an invoices Total as well as its remaining Balance is helpful.
*the Created date still exists inside the invoice.
A refreshed set of actions is available from inside an invoice, including Send Invoice, Print, Add Payment/Refund, and More.
The Amount column of line items no longer includes tax, instead all accumulated taxes are shown after Subtotal, if you have multiple taxes this is shown as well.
When you visit a Pending invoice, you have the ability to Charge Early, which will provide you with a screen to select which items you want to charge early for.