Billing
Billing is the finance desk for the whole portal — every invoice, payment and credit note across all accounts is raised and tracked here, and it is the same ledger the automatic subscription billing writes to. Use the Create Invoice tab to bill a person or a whole group; the Invoices tab is the running ledger, with clickable totals and ageing tiles that filter it and per-row actions to void, credit or chase a payment; Payments Received reconciles the money that has come in; and Credit Notes reduces what an invoice owes when something is forgiven or refunded without cash changing hands. The Default payment terms above the tabs set the due date on every new invoice for this environment — a house rule you set once and can still override per invoice.
Default payment terms
Invoices
The running ledger of every invoice raised across all accounts. The totals and ageing tiles along the top are live figures and one-click filters — click Overdue or 90+ days to narrow the list to just those rows. Search by user, number or description, or filter by status (pending, partial, paid, credited, void). Each row opens its PDF and offers the actions that fit its state: Void an unpaid invoice, start a Credit note against it, or Remind the customer by re-sending the invoice email. Export CSV downloads whatever the list currently shows.
Payments Received
Every payment that has come in, newest first — the other side of the Invoices ledger. Each row shows who paid, how much, by what method (card, PayPal or a manually recorded payment) and against which reference, with the date it landed. Search by user, reference or method, Refresh to pull the latest, and open the receipt PDF on any row. Payments here are what move an invoice from pending to partial to paid.
Issue a credit note
A credit note reduces what an invoice owes without any money moving — the record of a discount, goodwill or partial refund applied after the fact. Reach for it rather than Void when the invoice itself was correct and you are simply forgiving part of it: Void cancels an invoice outright, a credit note leaves it standing and writes down the balance. Where the invoice was already paid, the credit appears under Credit owed back to customers as a reminder — the money is still with you until you refund it, which is a manual step. Every credit note needs a reason, kept permanently for disputes.
Choose Credit against an invoice on the Invoices tab to begin.
Issued credit notes
New Invoice
Raise an invoice by hand — for one customer, or for a whole user list in a single pass. Pick the user (or a saved group), describe what it is for, set the amount and a due date (pre-filled from the default terms, and nudged off weekends), then create it. The invoice email goes out automatically with a pay-online link, and the invoice drops straight into the Invoices ledger. For a group, each member gets their own identical invoice — preview first to check them all as a single PDF.