🧾 Invoice Payment & Management

Invoice Payment & Management

🎬 Practical Video Guide – Invoice Payment

This video provides a step-by-step practical demonstration of all invoice payment and management operations explained below.
You will see how to verify offline and online payments, add fund invoices, issue new invoices, cancel, merge, split invoices, add taxes and payment fees, and change invoice currency in a real client account scenario.


Note: Watching the video first is recommended to fully understand the steps before performing them in WHMCS or client accounts.

Invoice Payment

🏦 Offline Payment Methods

(Bank transfer / Postal payment / Western Union)

  • If the client opens a ticket or mentions his payment in a ticket we have to ask for essential information so we can verify his payment:

    • 📄 Copy of payment receipt

    • 🧑 Name of account holder or person who made the transfer

    • 💰 Amount transferred

    • 🏷 Method of transfer

  • We should also transfer the ticket to the Accounting department, “in progress”.

  • At the same time, we should add an entry to the cash request sheet that is shared with the accounting department to verify its delivery.

  • We need to regularly follow up with the Accounting Department by email and phone calls to guarantee verifying payment as soon as possible.

  • If the KSA payment is verified, we could take the transaction from the transactions list shared on Google Drive, but if we get payment from EGY Banks, the postal or Western Union Accounting department will give us the Transaction number.

  • Adding payment to the invoice should be made from the invoice on WHMCS, inserting the exact amount that will be mentioned in accounting sheets, along with the transaction code.

  • Also,o it is very important that we modify the invoice payment method before we add payment.

  • After adding payment, we will need to verify that all services or domains registered or renewed successfully.

🚨 Exceptional Cases for Offline Payments

  • If the client sends us payment info through Chat or WhatsApp, we can directly open a ticket for him in the Accounting Department.

  • We should never move a ticket that is opened for a payment, even without information, to the Answered status until we verify payment.

  • If the Existing Client made a payment for renewing suspended service, the service should be directly renewed by adding the payment to the invoice without a transaction code till we verify his transfer, which will also be applied for (new service / renew service / renew domain) after confirmation of the section supervisor.

  • If a new client made a payment for his new order, we can activate service only, but domain registration should be made after verifying payment or you can take permission from higher management.

💳 Online Payment Methods

Methods: PayPal / Credit Card

📝 Steps:

1️⃣ Daily review of online payment history to ensure services/domains are activated or renewed.
2️⃣ List payments:

  • Billing → Invoices → Paid

  • Filter invoices via Search and Filter → Payment Method
    3️⃣ System adds automatically:

  • 15% VAT on all order amounts for Saudi clients, and 14% for Egyptian clients

🚨 Exceptional Cases for Online Payments

  • PayPal direct payments: Obtain transaction ID or copy → verify via PayPal Add-on → manually add payment if needed.

  • Credit Card issues: Report to higher management via email and phone.

    🖼 Example / Screenshot


     

📇 CRM Actions Needed

  • Move client from “Potential” → “Contacts” for new service payments.

  • Update labels: “Order incomplete” → “Accepted”

  • Record in the Sales Monthly Sheet for commission.

  • Close the thread after verifying the client received services.

💰 Adding Fund Invoice

Adding Fund Invoice:

  • If the client would like to add funds to his account as Credit, we can easily locate the client’s profile.

  • Click on “Create Add Funds Invoice”.

  • Define the amount that the client needs to put on as a credit.

  • Then, generate an invoice; we have to note that online payment fees may be applied to this invoice if the client pays with these methods.

  • Tax won’t be applied to this invoice because he will pay tax on services or domain invoices.

  • The agent should make sure that the amount shown in the Credit balance is after client payment.

  • There are no exceptions for adding a fund invoice except if the Agent escalates this to higher management.

📝 Issue a new invoice

  • From the client account summary, choose Create Invoice

  • It will redirect you to the invoice page

  • In the red shaded box you will type the service description

    • Ex. (Fast – (01/012/2018 – 01/12/2019)

  • The Yellow shaded box you will type the invoice amount as per the client currency (USD / SAR)

  • After that you will press Publish and send Email like it appear in top of page

❌ Cancelling invoice

  • You will go to client invoice’s and enter to the invoice you need to cancel

  • Press mark cancelled and it will be cancelled immediately

🔗 Merging 2 invoices

  • You will go to client invoices and mark the invoices you need to merge

  • After marking them, press merge as indicated in the red box, and they will be merged as shown in the next screen

  • You will notice that the two invoices have merged into one invoice, as shown in the previous screen

✂️ Split invoices

  • You would split invoices in case there is one invoice for more than one service like next screen

  • No.1- you will mark the black box to split the service in red box

  • No.2- you will choose split to new invoice

  • After that the service will be split to separate invoice

  • Notice that if the service have PayPal / Credit card fees like this invoice you should also mark it to split it with its service in new invoice

💸 Adding tax to the invoice

  • To add tax to invoice, we will follow 2 steps

    • No.1- we will enter the account profile and remove the mark from (don’t apply tax to invoices)

    • No.2- open the invoice and click OPTIONS

    • You will find The tax rate 0.00, you can change to be 5.00

    • After put the new tax rate click save changes and will find the VAT tax added

 

💳 Adding PayPal or credit card fees to the invoice

  • You will enter the invoice you need to add PayPal or a Credit card, and press the option

  • Then choose the Payment Method, PayPal or Credit Card, to add the fees to the invoice

🔄 Changing invoice currency

  1. You will follow step No.4 in the Account section (Changing account currency)

  2. Then open the invoice you need to change its currency and notice that:

    • When we change the currency from USD to SAR, we multiply the amount inthe  changing rate (3.75)

      • EX. $100 × 3.75 = 375 SAR

    • The same when you need to change SAR amount to dollars, you divide the amount by 3.75.

      • 375 SAR ÷ 3.75 = $100