For Admins | Invoices | Optix Support

Quick Guide to Invoices

As an admin, learn how to navigate the Invoices section of the Optix dashboard

Written by Alison Parker
Updated over a week ago

About Invoices

How are invoices generated in Optix?

As an admin, learn about the invoicing logic used in Optix

Written by Alison Parker
Updated over a week ago

What types of invoices are created in Optix?

As an admin, learn about the types of invoices you'll see in your dashboard

Written by Alison Parker
Updated over a week ago

How are initial invoices generated for users and teams on plans?

As an admin, learn what a user or team's invoice might include if subscribed to a plan

Written by Alison Parker
Updated over a week ago

How are recurring charges for plans invoiced?

As an admin, learn about the invoices created for plan usage

Written by Alison Parker
Updated over a week ago

How are ‘off-plan’ bookings invoiced?

As an admin, learn how users who aren’t subscribed to plans are invoiced for their bookings

Written by Alison Parker
Updated over a week ago

What time do invoices process on an organization's billing date?

As an admin, learn when your users' invoices are processed

Written by Alison Parker
Updated over a week ago

How do I see whether a payment has successfully been processed?

As an admin, learn about the record-keeping page in the Invoices page of your dashboard

Written by Alison Parker
Updated over a week ago

When do invoices become overdue?

As an admin, learn when users' invoices are overdue in your organization

Written by Alison Parker
Updated over a week ago

How do users see and pay for their pending invoices?

As an admin, learn how users can view their pending invoices in the app

Written by Alison Parker
Updated over a week ago

How does Optix process payments and can I trigger a charge manually?

As an admin, learn what Optix does when an invoice payment fails, and how to view transaction attempts for a particular invoice

Written by Alison Parker
Updated over a week ago

How do I access a user’s invoice?

As an admin, learn how to view any of your user’s invoices in the dashboard

Written by Alison Parker
Updated over a week ago

Creating Invoices

How do I create a manual / one-time invoice?

As an admin, learn how to create a new invoice for a user manually

Written by Alison Parker
Updated over a week ago

How do I generate an invoice due today for additional charges?

As an admin, allow invoices to be due today for additional charges made by members

Written by Alison Parker
Updated over a week ago

How do I manually add a custom line item to an invoice?

As an admin, learn how to make adjustments to an invoice

Written by Alison Parker
Updated over a week ago

Editing Invoices

How do I modify a line item from a user’s invoice?

As an admin, learn how to edit and make changes to a line item in an invoice

Written by Alison Parker
Updated over a week ago

How do I modify the due date of an upcoming, due, or overdue invoice?

As an admin, learn how to update the due date of an invoice for your users

Written by Alison Parker
Updated over a week ago

Managing Invoices

How do I record payment or partial payment on an invoice?

As an admin, record a payment or partial payment on a user's invoice

Written by Alison Parker
Updated over a week ago

How do I filter my invoice list?

As an admin, learn how to filter your invoice list

Written by Alison Parker
Updated over a week ago

How do I get Optix invoice data in to my accounting system?

As an admin, learn how to import Optix invoice data in to Xero, QuickBooks and other accounting systems

Written by Alison Parker
Updated over a week ago

Can I manage invoices and billing at the location level?

As an admin, learn how you can keep the financial administration of your locations separate while using Optix

Written by Alison Parker
Updated over a week ago

How do I export finalized invoice reports?

As an admin, learn how to export finalized invoice information from your dashboard as a spreadsheet

Written by Alison Parker
Updated over a week ago

How do I provide a discount as a line item on a user’s upcoming invoice?

As an admin, learn how to give a user a discount on their invoice using credit

Written by Alison Parker
Updated over a week ago

Why are some of my users' payments getting declined?

As an admin, learn how to investigate failed charges and read the error messages

Written by Alison Parker
Updated over a week ago

Managing Credit

How does credit work in Optix?

As an admin, learn more about credits on your users' invoices

Written by Cassi M
Updated over a week ago

How is credit applied to an invoice?

As an admin, learn how to turn automatic credit creation on and off in your dashboard

Written by Alison Parker
Updated over a week ago

How do I add a new charge or credit to a user's invoice?

As an admin, learn how to charge more or credit a user on a payment

Written by Alison Parker
Updated over a week ago

How do I add credit from finalized negative invoices to due invoices?

As an admin, learn how to apply credit from one invoice to an upcoming invoice

Written by Alison Parker
Updated over a week ago

How do I remove credit from an invoice?

As an admin, learn how to undo credit allocation

Written by Alison Parker
Updated over a week ago

Managing Refunds

How do refunds work in Optix?

As an admin, learn where to process refunds externally and allocate credit to Optix invoices if need be

Written by Alison Parker
Updated over a week ago

How do I use my payment gateway to process a refund for a user?

As an admin, learn how to process a refund for a user externally

Written by Alison Parker
Updated over a week ago

How do I record a refund from an invoice?

As an admin, learn how to mark invoices as refunded in Optix

Written by Alison Parker
Updated over a week ago

Can I add refunded plan hours back onto a user's account?

As an admin, learn how to add a discount or partial refund through Optix to your users

Written by Alison Parker
Updated over a week ago

Managing Pending Invoices

What are Pending Invoices?

As an admin, learn more about what Pending Invoices are in Optix

Written by Alison Parker
Updated over a week ago

Where do I access individual pending invoices?

As an admin, learn where to check on a user’s pending invoices

Written by Alison Parker
Updated over a week ago

How do I view a full list of my pending invoices?

As an admin, learn where to access all pending invoices in your dashboard

Written by Alison Parker
Updated over a week ago

How do I charge early for items on a pending invoice?

As an admin, learn how to finalize a pending invoice manually

Written by Alison Parker
Updated over a week ago

Can I edit a pending invoice?

As an admin, learn how to manage your pending invoice before it becomes finalized

Written by Alison Parker
Updated over a week ago

Can I mark pending invoices as 'paid'?

As an admin, learn how to manually mark a pending invoice as ‘paid’

Written by Alison Parker
Updated over a week ago

How do I remove and void a line item on a user's pending invoice?

As an admin, learn how to void a line item on a pending invoice

Written by Alison Parker
Updated over a week ago

How do I export my pending invoice item data?

As an admin, learn how to export data on pending invoices

Written by Alison Parker
Updated over a week ago

Removing or Voiding Invoices

How do I remove a payment, partial payment, or refund from an invoice?

As an admin, learn how to delete payments from a specific invoice

Written by Alison Parker
Updated over a week ago

How do I remove an invoice item on an upcoming, due, or overdue invoice?

As an admin, learn how to void invoice items

Written by Alison Parker
Updated over a week ago

How do I void an invoice?

As an admin, learn how to completely void any of your user's invoices

Written by Alison Parker
Updated over a week ago