02. Paying Invoices
How to view and pay outstanding platform invoices from the admin panel.
Overview
Invoices are issued for platform fees and services. Outstanding invoices can be viewed and paid directly from the admin panel - either individually or in bulk. Keeping invoices up to date is important, as overdue invoices may lead to restricted account access.
Invoice Types
There are three types of invoice:
Type | Description | Payable |
|---|---|---|
Invoice | A standard invoice for services or fees | Yes |
Proforma Invoice | A preliminary invoice or estimate issued before final billing | Yes |
Credit note | A deduction applied against previous charges | No |
Credit notes cannot be paid - they represent reductions to your balance and are applied automatically.
Viewing Invoices
Navigate to the invoices section in the admin panel to see all invoices for your company. The list displays:
Reference - the unique invoice number
Date issued and Due date
Net, VAT, and Gross amounts
Status - whether the invoice has been paid
Type - Invoice, Proforma, or Credit note
Urgency Indicators
Invoices are colour-coded to help you identify urgency at a glance:
Colour | Meaning |
|---|---|
Red | Overdue - the due date has passed |
Amber | Approaching due date - payment is due soon |
No highlight | Not yet due |
Paying Invoices
To pay outstanding invoices:
Select the invoices you want to pay using the checkboxes next to each one
A Pay button appears at the top of the page showing the total amount
Click Pay to proceed to the payment form
Complete the payment
Once payment is successful, the selected invoices are marked as paid.
Only invoices and proforma invoices can be selected for payment. Credit notes and already-paid invoices have their checkboxes disabled.
Paying Multiple Invoices
You can select multiple invoices to pay them together in a single transaction. The pay button shows the combined total of all selected invoices.
If you have invoices in multiple currencies, totals are grouped by currency and shown separately - you can only pay invoices in the same currency together.
Proforma Invoice Settlement
When a proforma invoice is paid, it is automatically converted to a standard invoice with a new reference number. If the invoice PDF was automatically generated, a new PDF is created to reflect the updated type and reference.
Downloading Invoices
If an invoice has an attached PDF document, a download button appears in the invoice list. Click it to download the invoice file.