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Invoice Payments

Pay invoices with payment method​

Where to find it: Storefront → Transaction History → Open Invoices

When you'd use this: When a customer needs to pay an outstanding invoice using a modern payment method like Stripe or Shift4, and you want the payment to sync automatically with your ERP system.

What you need first:

  • At least one payment processor configured (Stripe, Shift4, or similar)
  • Active invoices in the system
  • Proper admin permissions to process payments

Using it day-to-day:

  1. Navigate to Transaction History → Open Invoices in the storefront
  2. Select the invoice you want to pay
  3. Choose to pay the invoice partially or in full
  4. (Optional) Add a comment to provide context like a PO reference, payment reason, or dispute details — this field appears for Business Central stores only
  5. Select a payment method (Stripe, Shift4, etc.)
  6. Complete the payment

The payment will be sent to your ERP system automatically, and the invoice balance will update on the confirmation page. If you added a comment, it will be saved against the invoice in Business Central.

When paying multiple invoices at once, you can add a single comment that will be applied to all invoices in the transaction. The system uses the first invoice number in the transaction when capturing the payment authorization with your payment processor.

If your payment processor has credit card surcharges enabled, the system will apply the correct surcharge rate for the customer. Customers with custom surcharge rates configured in their account will see their specific rate applied automatically—the same rate they receive during checkout.

After a successful payment, the customer receives a payment receipt email showing the invoice number, payment date, amount paid, currency, and payment method used. The receipt is sent to the customer's email address on file and uses your store's configured email address as the sender.

The Amount Due column and payment screen automatically deduct any early-payment invoice discount that is still valid. The invoice discount applies when the invoice has a positive balance, a discount amount is configured, and the discount date has not passed. The discount date is evaluated in your store's timezone—once the date reaches today or earlier, the discount expires and the full invoice amount is due. The gross Amount column shows the original invoice total without the discount applied.

The amount field displays the currency symbol to the left of the input with clear spacing. Multi-character symbols like CA$, CHF, or R$ display in full without overlapping the amount you enter.

The payment methods shown when paying invoices respect all the same exclusion rules configured for your payment processors. If you've set up conditions to show or hide specific processors based on customer payment terms, billing country, order total, or payment context, those conditions apply equally to invoice payments and regular checkout. The system evaluates exclusion conditions using the customer's stored profile information—their payment terms code and billing country—the same way it does during checkout.

Troubleshooting:

  • Invoice balance shows incorrectly on the success page after payment — This can happen if the payment wasn't transmitted to the ERP. Contact your administrator to verify the payment sync completed successfully and the ERP received the transaction.
  • Payment capture fails with unclear error message — If a payment authorization capture fails, the system now displays the specific error message from your payment gateway (such as "Capture can only be performed within 7 days of an original authorisation" or "Payment intent unexpected state"). Your administrator can use the correlation ID in the system logs to trace the full transaction details if needed.
  • Payment is captured but the ERP posting fails — When the card payment is successfully captured but the system cannot record the payment in your ERP due to a configuration issue, your administrator will receive an alert notification with the specific error details. The card charge has completed normally—your administrator will resolve the ERP issue and retry the posting. Check the Failed Invoices page in the admin to see the complete error message and payment reference.
  • Error message appears even though payment succeeded — If you see an error message on the confirmation page but the payment actually completed successfully, refresh the page to see the updated status. The system distinguishes between a payment that was never captured and a payment that was captured but is still settling with your ERP. If the card charge went through, the payment is considered successful from your perspective, and any ERP settlement issues will be resolved by your administrator without requiring you to retry the payment.

Pay multiple invoices at once​

Where to find it: Storefront → Transaction History → Open Invoices

When you'd use this: When you need to settle several outstanding invoices in a single payment transaction, rather than processing each invoice individually.

What you need first:

  • At least one payment processor configured (Stripe, Shift4, or similar)
  • Multiple active invoices in the system
  • Proper admin permissions to process payments

Using it day-to-day:

  1. Navigate to Transaction History → Open Invoices in the storefront
  2. Select the checkbox next to each invoice you want to pay, or use the select all checkbox to choose all payable invoices on all pages
  3. Click Pay Selected to proceed with the selected invoices
  4. Alternatively, use the bulk pay button to automatically select and pay invoices by status — the button may be labeled Pay All Invoices, Pay Due Invoices, or Pay Overdue Invoices depending on your store's configuration
  5. If your open invoices use more than one currency, a currency picker will appear — choose which currency to pay together
  6. Enter the amount you want to pay for each invoice — you can pay partially or in full for a single invoice, but when paying multiple invoices together, each invoice must be paid in full
  7. Select a payment method (Stripe, Shift4, etc.)
  8. Complete the payment

The invoices you select or pay must all use the same currency. When you click Pay Selected with invoices in different currencies, you'll see a notice prompting you to select invoices of a single currency to pay together.

When paying multiple invoices at once, each invoice in the batch must be settled in full. Partial payments are only supported when paying a single invoice on its own. This ensures that the payment is allocated correctly across all selected invoices without ambiguity.

The bulk pay button automatically selects invoices based on their due date and status. The selection method determines which invoices are included:

  • Pay Overdue Invoices — selects only invoices where the due date has passed
  • Pay Due Invoices — selects invoices that are overdue or due today
  • Pay All Invoices — selects every invoice with an outstanding balance, regardless of due date

The bulk pay button is disabled when no invoices match the configured selection method. After the button auto-selects invoices, you can still adjust the selection manually before confirming payment—add or remove invoices, or change the payment amounts as needed.

When you use a bulk pay button and your open invoices span multiple currencies, a currency picker appears showing each currency and how many invoices use it. Choose a currency to pay all matching invoices in that currency together. The system loads every matching invoice in the selected currency to include in the payment. If the full set of invoices can't be loaded, the payment will be cancelled and you'll see a notice to refresh and try again.

Each invoice row shows the currency code next to the amount (for example, AUD) and displays the currency symbol in the Amount and Amount Due columns (for example, A$). The summary totals at the top of the page show Total Outstanding and Overdue amounts in your account's currency.

Clicking on an invoice row toggles its selection checkbox, making it easier to select multiple invoices quickly. Only the invoice number link and any navigation icon on the row will open the invoice detail page—clicking elsewhere on the row selects or deselects the invoice for payment.

When recording payments to Business Central, the system processes each invoice individually. If one or more invoices in the batch encounter an error during recording—such as a temporary deadlock or a closed ledger entry—the system captures and displays the specific error message for each affected invoice while allowing successfully recorded invoices to complete. The payment status shown in Payment Management reflects the individual recording outcome for each invoice.

When you pay a large batch of invoices together, the payment reference sent to your payment gateway is automatically shortened if it exceeds the gateway's character limit. This ensures the payment processes successfully even when the combined list of invoice numbers is very long. The receipt posted to your ERP system always includes the complete list of invoices being paid, regardless of the reference length.

The Amount Due column and payment screen automatically deduct any early-payment invoice discount that is still valid. The invoice discount applies when the invoice has a positive balance, a discount amount is configured, and the discount date has not passed. The discount date is evaluated in your store's timezone—once the date reaches today or earlier, the discount expires and the full invoice amount is due. The gross Amount column shows the original invoice total without the discount applied. The default payment amount for each invoice and the currency totals reflect the discounted amount due.

The payment methods shown when paying invoices respect all the same exclusion rules configured for your payment processors. If you've set up conditions to show or hide specific processors based on customer payment terms, billing country, order total, or payment context, those conditions apply equally to invoice payments and regular checkout. The system evaluates exclusion conditions using the customer's stored profile information—their payment terms code and billing country—the same way it does during checkout.

Troubleshooting:

  • Can't pay selected invoices due to mixed currencies — Verify that all selected invoices use the same currency code. Deselect invoices in different currencies and process them in separate transactions.
  • Pay Selected or bulk pay button does nothing — Make sure you've entered an amount greater than 0 for at least one invoice. The system will prompt you to enter an amount if all payment amounts are zero.
  • Cannot pay multiple invoices with a partial amount on one or more invoices — When paying multiple invoices together, each invoice must be paid in full. If you need to make a partial payment, pay that invoice on its own in a separate transaction.
  • Invoice must be paid in full when combined with others — This happens when the invoice's outstanding balance is finer than one cent (for example, 863.13 versus 863.129800 in the system). An invoice with a balance that includes fractions of a cent cannot be combined with other invoices because there is no payable amount that matches the balance exactly. Pay this invoice on its own in a separate transaction to settle it.
  • Bulk pay button stops with an incomplete set message — This happens when the system can't load every matching invoice. Refresh the page and try again, or select invoices manually instead of using the bulk pay button.
  • Bulk pay button shows "No invoices match the selected status" — No invoices meet the selection criteria for the configured method. If you're trying to pay overdue invoices and see this message, either no invoices are overdue, or the payable invoices haven't reached their due date yet.
  • Some invoices in a batch payment show as failed while others show as captured — When paying multiple invoices together, each invoice is recorded separately in the ERP. If the ERP encounters an issue with a specific invoice—such as a deadlock, a closed ledger entry, or a missing invoice record—that invoice will show as failed while the others may complete successfully. Check the complete error message for the failed invoice in Payment Management, then retry the failed invoice individually or contact your administrator if the issue persists.
  • Filtering or searching causes the Pay Selected button to disappear — When you filter or search the invoice list, the page resets and clears your current selection. Select your invoices again after filtering to continue.
  • Payment is captured but the ERP posting fails — When the card payment is successfully captured but the system cannot record the payment in your ERP due to a configuration issue, your administrator will receive an alert notification with the specific error details. The card charge has completed normally—your administrator will resolve the ERP issue and retry the posting. Check the Failed Invoices page in the admin to see the complete error message and payment reference.
  • Error message appears even though payment succeeded — If you see an error message on the confirmation page but the payment actually completed successfully, refresh the page to see the updated status. The system distinguishes between a payment that was never captured and a payment that was captured but is still settling with your ERP. If the card charge went through, the payment is considered successful from your perspective, and any ERP settlement issues will be resolved by your administrator without requiring you to retry the payment.

Redeem customer credit when paying invoices​

Where to find it: Storefront → Transaction History → Open Invoices

When you'd use this: When a customer has available credit in Business Central and you want to apply that credit toward an invoice payment, reducing or fully covering the amount before entering payment card details. This feature is available for Business Central stores only.

What you need first:

  • Business Central integrated store
  • Available customer credit balance in Business Central
  • Credit redemption enabled for your user group
  • Active invoices in the system
  • Proper admin permissions to process payments

Using it day-to-day:

  1. Navigate to Transaction History → Open Invoices in the storefront
  2. Select one or more invoices you want to pay
  3. If your user group has credit redemption enabled and the customer has available credit, you'll see the apply credit step before the payment method screen
  4. Enter the amount of credit you want to redeem — up to the lesser of the available credit balance or the total invoice amount
  5. The system calculates the remaining amount to charge
  6. If the remaining amount is zero, finalize the payment without entering card details
  7. If a balance remains, select a payment method (Stripe, Shift4, etc.) and complete the payment for the remaining amount

The credit redemption and any card payment will be sent to your ERP system automatically. The confirmation page will show how much credit was applied and the card payment amount if applicable.

When redeeming credit against multiple invoices in a single payment, the system applies the credit to the oldest invoice first, then moves to newer invoices until the credit amount is fully allocated. This oldest-first allocation ensures that overdue invoices are settled before more recent ones. Business Central enforces this allocation order automatically.

When you apply credit to fully cover the invoice total without a remaining balance, the system settles the invoice using the credit redemption alone and does not post an additional payment document to the ERP. The credit application is the complete settlement.

If the card payment is captured but the ERP settlement step encounters an error—such as a currency mismatch or unavailable credit—the payment still shows as successful from your perspective. The card charge has completed, and your confirmation page displays normally. An administrator will be notified to resolve the ERP settlement issue and retry the posting. This separation ensures you're never told a payment failed when the card was already charged.

If credit redemption is disabled for your user group, or if the customer has no available credit, you'll proceed directly to the payment method selection without seeing the apply credit step.

The open invoices summary page displays your current available credit balance when you're allowed to redeem credit. The balance shown matches the redeemable credit in Business Central for your customer account. If your user group does not allow credit redemption, the available credit amount is not displayed.

The credit amount field displays the currency symbol to the left of the input with clear spacing. Multi-character symbols like CA$, CHF, or R$ display in full without overlapping the amount you enter.

Troubleshooting:

  • Apply credit step doesn't appear even though the customer has credit — Verify that credit redemption is enabled for your user group. Contact your administrator to check the user group settings if needed.
  • Cannot apply the full credit balance — You can only apply credit up to the total invoice amount. If your credit balance exceeds the invoice total, the remaining credit stays available for future transactions.
  • Credit amount is rejected — The credit amount must be greater than zero. Enter a valid amount to continue.
  • Payment is captured but the ERP posting fails — When the card payment is successfully captured but the system cannot record the payment in your ERP due to a configuration issue, your administrator will receive an alert notification with the specific error details. The card charge has completed normally—your administrator will resolve the ERP issue and retry the posting. Check the Failed Invoices page in the admin to see the complete error message and payment reference.
  • Error message appears even though payment succeeded — If you see an error message on the confirmation page but the payment actually completed successfully, refresh the page to see the updated status. The system distinguishes between a payment that was never captured and a payment that was captured but is still settling with your ERP. If the card charge went through or the credit was applied, the payment is considered successful from your perspective, and any ERP settlement issues will be resolved by your administrator without requiring you to retry the payment.

Sort and filter invoices by custom fields​

Where to find it: Storefront → Transaction History and Storefront → Transaction History → Open Invoices

When you'd use this: When you need to locate specific invoices using custom data from your ERP system—such as vendor name, vendor invoice number, PO number, project codes, or cost centers—rather than just standard invoice fields like date or amount.

What you need first:

  • Custom fields configured on invoice headers in your ERP system (Business Central or similar)
  • Active invoices with custom field values populated
  • Proper permissions to view transaction history

Using it day-to-day:

  1. Navigate to Transaction History or Open Invoices in the storefront
  2. Use the sort and filter controls for any custom field displayed in the invoice list
  3. Enter filter criteria to narrow down the results—for example, filter by a specific vendor

Download invoice PDFs​

Where to find it: Storefront → Transaction History and Storefront → Transaction History → Open Invoices

When you'd use this: When you need to view or save a PDF copy of an invoice for records, customer reference, or internal approval workflows. This feature is available for Business Central stores.

What you need first:

  • Business Central integrated store
  • Active invoices synced from Business Central
  • Proper permissions to view transaction history

Using it day-to-day:

  1. Navigate to Transaction History or Open Invoices in the storefront
  2. Locate the invoice you need
  3. Click the download link to view or save