Invoices

Invoices are a core part of Wayfront. You can create invoices manually, or use our self-service order forms. Regardless of how the payment is made, there will be a corresponding invoice for it in Wayfront. Most of the reporting features in Wayfront are based on data from invoices.

Invoice details

You can personalize your invoices in Settings → Payments. Here are some of the options you can change:

Invoice numbering

Invoices can be numbered sequentially starting from the number of your choice, e.g. INV-1, INV-2, INV-3. The prefix can be customized to match your company’s name.

You can also choose to number invoices on a client level. So user #123 will have invoice numbers INV-123/0001, INV-123/0002 while user #456 would have invoices starting from INV-456/0001.

Seller’s details

Most countries require the seller’s company information to be visible on the invoice. In Wayfront, you get a free-form text field where you can input information about your company. Typically that’s name, tax ID, and address.

Buyer’s details

We’ll automatically add customer’s first and last name to their invoices. Optionally, you can add a billing address field to your order forms. Details from this field will be populated to the invoice.

Note: When tax is enabled the billing address field automatically becomes required in your order forms. This is because we need the customer’s billing details to calculate their tax.

The billing address field also has an option where clients can provide their company information and tax ID.

Manual invoices

Sometimes, you might want to create a one-off invoice for a customer. Whether it’s for some custom work, a package of various services, or different pricing you can do it from Invoices → Add Invoice.

Assigning invoices

You have the option to select an existing client from the dropdown menu, or create an invoice that anyone can pay. For existing customers, the invoice will be immediately visible in their Wayfront account.

If you create an invoice without selecting a customer, you’ll need to grab the invoice sharing link and send it to the client directly. Once they pay, it’ll automatically create their account in your workspace.

Additional options

At the bottom of the invoice creation page there are several options:

Note to client
Add a note or text to your invoice for your customer.

Send email notification
For existing customers, send an invoice due email notification when you save the invoice.

Partial upfront payment
Split the invoice into two — one for the deposit amount that the client pays now, and another for the remaining balance to be collected later.

Custom currency
By default, the invoice will use your account-level currency. You can change to an alternative by clicking this option and entering a currency code (e.g. USD, GBP, etc.).

Once the invoice is saved, you can click the Actions dropdown in the top right to share the invoice, email it, get the payment link, or charge the customer (if there is a payment method on file).

You can also edit the invoice if needs be, or download it as pdf.

Hiding invoices

If your business doesn’t require invoices, you can remove the link to invoices from your client portal’s Sidebar Editor.

Invoice statuses

Invoices move through the following statuses:

Abandoned — A shopping cart was created but the client hasn’t proceeded to checkout yet.
Unpaid — The invoice has been created (by the client checking out, by an admin manually, or via an order form) and is awaiting payment.
Payment Pending — A payment has been initiated (e.g., a Stripe PaymentIntent was created) but hasn’t been confirmed yet. This is a temporary state.
Paid — Payment has been confirmed. Orders are created automatically when an invoice is marked as paid.
Void — The invoice has been voided by an admin. No payment was collected.
Refund — A credit invoice created when a refund is issued against a paid invoice.

Refunds

To refund an invoice, open the paid invoice and click the refund option. You can issue:

Full refund — Refunds the entire amount. A credit invoice is created and all associated orders are canceled.
Partial refund — Refunds a portion of the invoice. A credit invoice is created for the partial amount.

For Stripe payments, the refund is processed through Stripe automatically. For other payment methods, you’ll need to handle the actual money transfer separately.

Voiding an invoice

If an invoice was created by mistake or is no longer needed, you can void it. Voiding an invoice marks it as canceled without collecting payment. Unlike refunds, voiding is only available for unpaid invoices.

Account balance and credits

If a client has credit on their account (from refunds, manual credits, or prepayments), this balance is automatically applied at checkout to reduce the invoice total. If the credit covers the full amount, no additional payment is needed.

For more details, see Account Balance and Credits.