Create and Send Invoices in Pay Advantage

Pay Advantage makes it easy to create, send and manage invoices directly from your account. No accounting software or Xero integration required.

Create professional invoices, send them to customers by email or SMS, and give customers an easy way to pay online. Payments are linked back to the invoice, helping you keep track of what’s been paid, what’s outstanding and what needs following up.

Why use Pay Advantage Invoicing?

Using Pay Advantage for invoicing means you can manage your invoices and payments in one place. You can:

• Create and send invoices without connecting an external accounting system.

• Automatically keep track of paid, outstanding and overdue invoices.

• Send automatic payment reminders to help reduce time spent following up customers.

• Accept partial payments when customers don't need to pay the full balance at once.

• Pass on eligible payment fees where on-charging is available.

• Create reusable products and tax codes to make future invoicing quicker.

Creating an Invoice

You can create an invoice directly within Pay Advantage and customise it to suit the goods or services you're billing for.

When creating an invoice, you can add multiple line items and enter a description, quantity and unit price for each item. You can also apply discounts to individual line items where required.

To create an invoice, click on the Invoice tab on the left hand side menu panel > Create Invoice

Products and Tax Codes

If you regularly invoice for the same products or services, you can create reusable Products and Tax Codes to save time when creating future invoices.

You can select an existing product or tax code when building your invoice or create a new one as you go.

You can set them up in advance by going to:

Settings > Tax Codes & Settings > Products

Once created, they'll be available to select from the relevant drop-down menu when creating an invoice, so you don't need to enter the same information each time.

You can also choose whether your invoice amounts are tax-inclusive or tax-exclusive. Where GST applies, Pay Advantage will calculate it automatically.

Invoice Details

You can customise additional information on your invoice, including:

• Invoice number – use an automatically generated number or enter your own.

• Issue date and due date.

• Reference.

• External ID.

• Invoice notes.

When adding notes, you can choose whether they're visible to your customer or kept as an internal note for your business.

Sending an Invoice

Once your invoice is ready, you have several ways to get it to your customer.

You can:

• Send the invoice directly by email or SMS.

• Share a hosted payment link.

• Provide a QR code for the customer to scan and pay.

This gives you the flexibility to send invoices in the way that works best for your business and your customers.

Getting Paid

Customers can pay their invoice online using the payment methods you've made available, including Card, PayID, BPAY or Payment Plan.

When an invoice balance reaches $0, Pay Advantage will automatically mark the invoice as Paid, so there's no need to manually reconcile its status.

You can also:

• Allow partial payments and set a minimum payment amount.

• Apply an existing payment to an invoice.

• Apply available customer credit towards an invoice.

• Take payment on behalf of a customer using the Virtual Terminal.

Pay Advantage invoices will appear in the Virtual Terminal alongside Xero invoices, making it easy to locate the invoice and take payment.

If a payment linked to an invoice is later refunded or charged back, the invoice will automatically reopen and display the remaining outstanding balance.

Managing Your Invoices

The Invoice List gives you one place to keep track of your invoices and their payment status.

You can search and filter invoices, quickly identify overdue invoices and use bulk payment options for eligible invoices.

Automatic Payment Reminders

To help you spend less time chasing outstanding payments, you can configure automatic payment reminders to be sent to customers before or after an invoice due date.

On-Charge Payment Fees

Where available, you can also choose to on-charge eligible payment fees to your customer when they pay their invoice.

Your available payment methods and fee settings can be managed from Settings > Payment Settings.

Invoices for Recurring Payments

If you use Recurring Templates to create Direct Debits, you can also configure invoice preferences as part of the template.

You can choose to:

• Generate invoice on settlement – automatically create an invoice when a payment settles.

• Automatically send invoice to customer – automatically send the generated invoice to the customer.

New Direct Debits created from the Recurring Template will automatically inherit these invoice settings.

This is particularly useful if you regularly collect recurring payments and want customers to receive invoices without needing to manually create and send one after each payment.