> ## Documentation Index
> Fetch the complete documentation index at: https://docs.florists.digital/llms.txt
> Use this file to discover all available pages before exploring further.

# Invoicing

> Invoice one order, invoice many orders for one customer, or run a bulk invoice across all account customers.

**Invoicing** turns the orders a customer has bought on account into a single, sent PDF on your letterhead. You can invoice one order at a time, combine several orders for the same customer, or sweep a date range across every account customer at once.

<Info>
  **This page covers features gated by Manager-tier permissions.** Managers and Admins have these by default; your administrator can adjust who has them in [Settings > Team](/settings/team).
</Info>

Invoicing requires the **Invoices (Manage)** permission, the same one that gates the rest of the **Business** page, and most of it lives under **Business** in your dashboard.

## Before you invoice — set up your template

Customise how your invoices look and who gets copied in from **Settings > General > Invoicing**. These settings apply to every invoice you send, whether single or bulk.

| Setting                      | Appears on                                                                                                                                                                                                                                                                          |
| ---------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Logo**                     | Top of the invoice PDF. Add your business name, address, phone, email, VAT number, and website below it so the page reads like a letterhead.                                                                                                                                        |
| **Invoice message**          | The thank-you message printed near the top of the invoice PDF, for example "Thank you for your order. Please see attached invoice."                                                                                                                                                 |
| **Footer**                   | The text at the bottom of the invoice PDF. Use this for bank details and payment terms, for example "Strictly 30 days".                                                                                                                                                             |
| **Invoice CC email address** | One or more addresses (separate several with a comma or semicolon) copied in on every invoice email, with the PDF attached. Point it at your accountant or your accounting software's inbox so each invoice is filed automatically. It applies to the whole shop, not per customer. |

The customer's **Payment Terms (days)** is set on their record under **Customers > Edit > Credit Account Details**, and Digital Florists uses it to calculate the due date printed on the invoice.

## What can be invoiced

For an order to be eligible, it must:

* Be paid to **Account** (the customer is a credit customer and the order's payment is allocated to their account).
* Not be cancelled.
* Not be linked to an event — event-spawned orders are invoiced through the parent event, not through this flow.
* Not already be on another invoice.

Orders paid by cash, card, or any other non-account method don't go through invoicing; they're settled at the point of payment.

## Invoicing straight from the Payment screen

When you finish a new order paid to **Account**, you can raise its invoice without going to **Business** first. After you click **Complete** and the payment is recorded, the **Payment** screen shows a **Create & Email Invoice** button next to **Print Receipt**, **Print Label**, and **Print Worksheet**. Click it and Digital Florists creates the invoice for that order and emails it to the customer, then the button changes to **Invoice Sent**.

This is the same as invoicing the order from **Business**; the order moves into the customer's invoices either way. Unlike the rest of invoicing, this button isn't gated behind the **Invoices (Manage)** permission, so counter staff can raise an account invoice as they finish the sale without opening **Business**. The button only appears for orders paid to **Account**, so orders settled by cash, card, or another method don't show it. The order detail screen has no invoice button of its own, so raise the invoice here as you complete the order, or from **Business** afterwards.

## Invoicing a single order

Use this when you want to send one order on its own.

<Steps>
  <Step title="Open the Business page and select the customer">
    Click **Business** in the sidebar, then pick the customer from the left-hand list. Only account customers appear there.
  </Step>

  <Step title="Switch to the Not Invoiced tab">
    The **Not Invoiced** tab lists every account order for that customer that's ready to invoice.
  </Step>

  <Step title="Click Invoice on the order's row">
    A small screen opens asking for the **invoice date**. Pick the date you want printed on the invoice — today's date works for most cases.
  </Step>

  <Step title="Confirm">
    Digital Florists creates the invoice, generates the PDF, and emails it to the customer. The order moves out of **Not Invoiced** and into **Unreconciled Invoices**.
  </Step>
</Steps>

Creating an invoice this way emails it to the customer straight away. The single-order screen has no option to create without sending. If you want to create invoices first and email them yourself afterwards, use [Bulk invoicing across every account customer](#bulk-invoicing-across-every-account-customer) with **Email** unticked instead.

## Invoicing several orders for one customer

When a customer has a handful of recent orders and you want to send them as one invoice, multi-select inside **Not Invoiced**.

<Steps>
  <Step title="Open the customer's Not Invoiced tab">
    From **Business**, select the customer and switch to **Not Invoiced**.
  </Step>

  <Step title="Tick the orders to include">
    Tick the checkbox on each order you want on this invoice. All ticked orders must belong to the same customer.
  </Step>

  <Step title="Click Invoice">
    The **Invoice** action button appears at the bottom of the list once you've ticked at least one order. Pick the invoice date and confirm.
  </Step>
</Steps>

You get one invoice covering every selected order, on the same PDF template as a single-order invoice.

## Bulk invoicing across every account customer

When it's time to invoice your account customers for the month (or any other period), use **Bulk Invoice Orders** from the action bar at the top of **Business**. Digital Florists sweeps every eligible account order in your chosen date range, groups them by customer, and creates one invoice per customer.

<Steps>
  <Step title="Click Bulk Invoice Orders">
    The button sits in the action bar at the top of the **Business** page.
  </Step>

  <Step title="Pick the date range and date type">
    Choose the period to cover, then pick the **Date Type** to filter by — **Fulfilment Date** or **Order Date**. Most shops run a monthly bulk invoice on Order Date.
  </Step>

  <Step title="Review the eligible orders">
    Every uninvoiced account order in the range is listed, one row per order, with Order #, Customer, Fulfilment, Created, and Amount. Cancelled, unconfirmed, and event-managed orders are filtered out automatically. Untick any order you want to exclude from this run.
  </Step>

  <Step title="Pick the invoice date">
    The invoice date can be backdated to the latest of (a) the most recent order's created date and (b) the most recent fulfilment date in your selection — not earlier than that, and not after today.
  </Step>

  <Step title="Choose how to send">
    Tick **Email** to email each invoice to the customer (on by default). Tick **ZIP** to download every generated invoice PDF as one ZIP archive. You can pick either, both, or neither — if neither is ticked the invoices are still created and visible on each customer's record.
  </Step>

  <Step title="Process">
    Digital Florists creates one invoice per customer, generates each PDF, sends the emails, and (if you ticked **ZIP**) downloads a single archive of everything in this run.
  </Step>
</Steps>

To create invoices for review without sending them, untick **Email** when you process the run. The invoices are created and saved against each customer, ready to check and email later. Digital Florists doesn't mark which invoices have already been emailed, so keep your own note of where you've got to if you're working through a long list.

A bulk run with many customers can take a while. Leave the screen open until it finishes.

## Finding an existing invoice

Use **Search Invoices** in the action bar at the top of **Business** to find any invoice across all your customers. Filter by status (unpaid, paid, credit notes), date, or include archived and deleted entries.

You can also drill into a single customer and switch between **Unreconciled Invoices**, **Reconciled Invoices**, and **History** to see the invoices on that account.

## Re-emailing an existing invoice

If a customer didn't receive their invoice, or you created it without emailing, you can send it from here without creating a new one.

<Steps>
  <Step title="Open Search Invoices">
    Click **Search Invoices** in the action bar on the **Business** page.
  </Step>

  <Step title="Find the invoice">
    Filter by customer, status, or date until the invoice you want is in the list.
  </Step>

  <Step title="Click the email icon on the row">
    Digital Florists re-sends the existing invoice PDF to the customer (and to your invoice CC address, if you've set one).
  </Step>
</Steps>

Resending doesn't change the invoice — the number, date, and contents stay the same.

## Deleting an unpaid invoice

If you've invoiced the wrong order or the wrong customer, you can delete an **unpaid** invoice. The deletion is soft — the invoice is removed from active lists and the orders it covered go back to **Not Invoiced**, ready to be invoiced again.

<Steps>
  <Step title="Open the invoice">
    From the customer's **Unreconciled Invoices** tab (or from **Search Invoices**), open the invoice.
  </Step>

  <Step title="Click Delete">
    Confirm when prompted.
  </Step>
</Steps>

<Warning>
  **You can't delete a paid or partially-paid invoice.** Once any payment has been reconciled against it, the invoice is locked. To undo a payment, see [Undoing a reconciliation](/business/payments-and-reconciliation#undoing-a-reconciliation). To credit a paid invoice back, issue a credit note — see [Credit Management](/business/credit-management).
</Warning>

## Invoice numbering

Invoice numbers are issued in the form `INV-0001` (a fixed **INV-** prefix followed by a sequential number) in the order they're created across your shop. The number is set by Digital Florists when the invoice is created and can't be customised per shop or reset.

## Common questions

<AccordionGroup>
  <Accordion title="Why isn't there an Invoice button on the order detail screen?">
    Single-order invoicing lives on the **Business** page, on the customer's **Not Invoiced** tab, so the order detail screen has no **Invoice** action of its own. The one exception is the moment you complete a new order paid to **Account**: the **Payment** screen offers a **Create & Email Invoice** button (see [Invoicing straight from the Payment screen](#invoicing-straight-from-the-payment-screen)). For any other order, open the customer in **Business** and invoice from there.
  </Accordion>

  <Accordion title="Why can't I invoice this order?">
    The most common reasons: the order isn't paid to **Account** (so it doesn't sit on a credit account), it's cancelled, it's been invoiced already, or it was created from an event. Event-spawned orders are invoiced through the parent event.
  </Accordion>

  <Accordion title="Can I create an invoice without emailing it?">
    Yes, through bulk invoicing. The single-order screen always emails the invoice, but **Bulk Invoice Orders** has an **Email** checkbox. Untick it and Digital Florists creates the invoices (and their PDFs) without sending anything. You can then open each invoice from **Search Invoices** to check it and email it later with the envelope icon on its row. This is the way to review invoices before they go out.
  </Accordion>

  <Accordion title="Can I combine orders for two different customers on one invoice?">
    No — one invoice = one customer. In the single-order flow, the **Invoice** button enforces this when you multi-select. In bulk invoicing, a multi-customer selection produces one invoice **per** customer, not a combined invoice.
  </Accordion>

  <Accordion title="Can I customise the invoice number format?">
    No. Invoice numbers are issued automatically as `INV-` followed by a sequential number, and aren't configurable per shop.
  </Accordion>

  <Accordion title="What happens to the order's status when I invoice it?">
    Invoicing doesn't change the order's status, fulfilment, or payment state — it just attaches the order to a new invoice. Reconciling the payment against the invoice is a separate step on the **Business** page.
  </Accordion>

  <Accordion title="Can I bulk-invoice retail customers?">
    No. Bulk invoicing only sweeps orders that have been paid to **Account**, which is only available on credit customers. Retail customers settle at the point of payment via a receipt.
  </Accordion>

  <Accordion title="Can I run invoicing from the Digital Florists App?">
    No. Invoicing is dashboard-only — sign in to Digital Florists from a browser.
  </Accordion>
</AccordionGroup>

## What's next?

<Columns cols={2}>
  <Card title="Business overview" icon="briefcase" href="/business/financials">
    Customer balances, recording payments, and reconciling invoices.
  </Card>

  <Card title="Credit Management" icon="receipt" href="/business/credit-management">
    Credit notes, manual adjustments, and customer credit balances.
  </Card>

  <Card title="Statements" icon="file-lines" href="/business/statements">
    Send monthly statements of outstanding invoices to account customers.
  </Card>

  <Card title="Customers" icon="users" href="/business/customers">
    Set up credit accounts, payment terms, and account-level discounts.
  </Card>
</Columns>