Invoice flow

WBAMS can create invoices from orders, recurring service due dates, operator actions, and API workflows. Each invoice carries customer, currency, tax, line-item, balance, status, gateway, and communication context.

Understand the states

Draft
Still being prepared and not yet part of customer collections.
Unpaid
Issued with a remaining balance and active due date.
Payment pending
A payment workflow has started but final confirmation is outstanding.
Paid
The balance is settled and transactions reconcile to the invoice.
Canceled
No longer collectible; preserve the reason and related service decision.
Refunded
Money was returned; reconcile the gateway transaction and customer balance.

Public invoice lookup

The navigation item labeled Invoice Lookup should lead customers to a lookup experience—not directly to invoice.php without an invoice identifier. Direct invoice rendering requires a valid invoice ID or secure token and must not expose another customer's data.

Billing controls

  • Use sequential numbering only after confirming local accounting requirements.
  • Review taxes, rounding, currency precision, and credit application.
  • Test reminders, late fees, cancellation, and service suspension in staging.
  • Do not mark invoices paid without a matching financial event or documented adjustment.
  • Reconcile gateway settlements against WBAMS transactions regularly.

Disputes and chargebacks

A dispute is raised by the customer with their payment provider, not with you, and it arrives as a notification from the gateway. WBAMS records the dispute against the transaction and tracks its state.

  1. Read the gateway log entry for the dispute so you know what the provider actually said.
  2. Gather evidence: proof of fulfillment, the service record, correspondence, and the invoice.
  3. Submit within the provider’s window. The window is short and it is theirs, not yours.
  4. Record the outcome against the transaction so the account’s history stays truthful.
Do not refund a disputed payment.

Refunding while a dispute is open can cost you the money twice. Resolve the dispute first.

Bulk actions on invoices

Tick rows in the invoice list and apply an action from the footer of the list. Bulk actions are applied immediately to every ticked row; there is no per-row confirmation, so check the filter before you check the boxes.