Implementing invoices into your workflow
Rita Stemberga avatar
Written by Rita Stemberga
Updated over a week ago

Invoices are payment transaction records that give you more control over how payments are recorded, segmented, and sent out, allowing you to process payments more efficiently and reduce payment costs.

For use-cases where a recipient has multiple payments in a batch, you can leverage line items on an invoice to have it all consolidated into a single payment. This can be of particular use with differing payment purposes or other metadata per payout. *

Invoices allow ultimate flexibility whether splitting an invoice to be paid over two separate payments, multiple invoices under a single payment, or simply a single payment for an invoice.

* NOTE: If using the Trolley Tax Product, payments against multiple invoice line items that have different purposes will have multiple payment tax records created against a single payment.

Creating an Invoice in the Trolley Dashboard

The steps to create an invoice in your Merchant Dashboard are outlined below, however if you are using the Trolley API integration, you can find details on the API endpoints for Invoices here:

1. Open the Invoices page from the sidebar of your Trolley dashboard.

2. The Invoices page will initially be blank, but will list all of your invoices as you create them. To create a new invoice, click on the blue “Create Invoice” button in the top right corner of your screen.

3. Enter the name or Recipient ID of the recipient that will be paid with the invoice. You can also add other optional details such as Invoice Number and Description, along with Invoice Date and Due Date. Once you’ve filled out the necessary fields, create the invoice.

4. This will create an “Open” invoice that will first appear listed in your Invoices page. So once created, just click on the new invoice, and then click on “Add New Line” to add the first line item:

5. In each Line Item, you can add a description, payment purpose, quantity, amount due (including discounts/sales tax), and select whether the item is tax reportable.

You can add more line items (up to 500) by clicking the “Add Line Item” button in the bottom right corner of the list. The totals will automatically be summed below the list of line items.

Note: Individual Invoice line items may be negative, but the subtotal of the invoice must be positive

6. Once the invoice is complete and ready to be turned into a payment, click on “Pay Invoice”.

7. This will prompt you to add the invoice to either a new Batch or an existing Batch, which can be processed as a payment with your usual workflow.

OPTIONAL - To partially pay an invoice, click on “Show Details” in the “Pay Invoice” pop-out window shown above, and adjust the “Payment/Balance Due” amount:

8. The Payment created by the invoice will look identical to non-invoice payments, however you’ll be able to see related invoices in the sidebar that appears when clicking on the payment.

Invoice Status

Invoices as well as Invoice Line Items display a status indicating what stage the payment is in. The status will update automatically as the payment progresses. Below are all the available invoice status states you can see within Trolley:

Open - The invoice or line item is in a draft form and open to editing.

Pending - The invoice line item has been added to a batch and/or payment has been initiated however has not been completed.

Paid - The payment of line item(s) has been completed and payment has been made.

Partially Paid - A portion of the Invoice or Invoice line item has completed the payment, however, there is an outstanding balance to be paid.

Note: If a payment has been completed however it has come back as either failed or returned the Invoice status will be updated to Open.

Editing an Invoice Line Item
Invoices can be edited up to the point of payment initiated, once the invoice line item has been marked as Paid edit options will be disabled. A Paid invoice however can have new line items added which can then be added to a batch and paid to the recipient. *Invoices which have been created in an ERP platform and pulled into Trolley through our Sync product will not be able to be edited.

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