Invoices

An invoice records what a customer owes. Payments are separate records applied against that balance, and a subscription can generate invoices for recurring cycles.

Create and share an invoice

You need access to manage invoices. Confirm the active account and environment.

1. Open Collections → Invoices and select Create invoice.
2. Select or create the customer and complete the billing information needed for the invoice.
3. Add the commercial items, review quantities, amounts and currency, and configure the dates and options offered by the form.
4. Check the preview and save.
5. Open the invoice detail to review the balance, download its PDF or use the available customer delivery and payment-link actions.

Saving or sending an invoice is not proof of collection. A customer can also consult payable invoices through the Customer portal. Share customer-facing links or PDFs, not an internal dashboard URL.

Choose creation and delivery

The editor offers Create only, Create and send, or a scheduled delivery. Review the recipient, copied emails, accepted payment methods and optional automated reminders. Creating only does not request the initial email delivery; scheduling requires reviewing the send date. These choices do not charge a customer.

Recurring invoice series

Choose the recurring invoice option to configure a series. Set its frequency, time zone, start and end conditions and payment terms, then review the upcoming occurrences before creating it. A series generates invoices according to its schedule; it is not proof that those invoices will be paid automatically.

Open Collections → Invoices → Invoice series and select a series to consult its next invoice and history. Edit future settings to change recipients, payment terms, accepted methods and reminders for future invoices. Pause, resume or cancel the series using its available actions. Review the confirmation and existing invoices separately: stopping future generation does not settle a balance or refund payments.

Understand the state and balance

Review total, paid and outstanding amounts together. A partial payment reduces the balance but does not settle the invoice until the full amount is covered. Automatic and customer-initiated collection use the current outstanding amount.

Issue credit notes and refunds

Use Issue credit note to credit original lines or add an adjustment. On an open invoice, the credit reduces the balance and can settle it. On a paid invoice, the invoice remains PAID; the note records a refund to the original payment, an external return, or both. It does not cancel or pause a subscription, change its current period, or prevent its next invoice.

Each note has its own number, PDF, settlement status and history. A refund can remain pending or fail without reopening the invoice. You can retry the unsettled amount or record it as returned outside Pharos. Fiscal documents already issued by a provider cannot receive a new credit note yet.

Record money collected outside Pharos

Use Apply payment to record a full or partial external payment. Enter its effective date, type, optional reference and note. Mark as paid uses the same record with the amount fixed to the complete outstanding balance.

These actions record money you already collected. They do not charge a card or send a customer payment notification. Verify the receipt before recording it, then check the new paid and outstanding amounts and the payment entry.

Duplicate or close an invoice

• Duplicate invoice opens an editable one-time draft from the original commercial fields. It does not copy payments, deliveries, history or attachments. Review and save it as a new invoice.
• Mark uncollectible stops normal collection, keeps the unpaid balance and requires a reason. It does not mark the invoice paid.
• Void invoice requires a reason and is available only before any payment has been applied. It closes the invoice and stops pending collection and delivery work. External invoice cancellation, when applicable, is shown separately and may remain in progress.

Read the confirmation and check the result in the activity history. Voiding or marking uncollectible is not a refund.

Troubleshooting

• Pending: review processing instructions and attempts before initiating another collection.
• Paid but no card charge: check whether an external payment was recorded.
• Cannot void: check applied payments; even a partial payment prevents this action.
• Customer still owes money: review partial payments and the outstanding balance.
• PDF or delivery unavailable: refresh and review document or delivery status. Do not infer delivery from invoice creation.

Continue

• Collection follow-up and recovery
• Manage customers
• Manage subscriptions