Invoices in OwnPay provide a structured, itemized billing mechanism for charging customers for specific goods or services. Unlike a generic payment link, an invoice carries full line-item detail — descriptions, quantities, unit prices, a due date, and customer notes — giving both you and your customer a formal record of what is being billed. Once created, each invoice generates a unique checkout URL the customer can visit to pay using any of your configured gateways, such as bKash, Nagad, or card processors. The resulting payment is automatically recorded in your merchant ledger.Documentation Index
Fetch the complete documentation index at: https://mintlify.com/own-pay/OwnPay-Documentation/llms.txt
Use this file to discover all available pages before exploring further.
Accessing the Invoices Page
- Log in to the OwnPay admin panel.
- In the left sidebar under the PAYMENTS section, click Invoices.
Page Layout
The invoices module is split into two views: the Invoices List and the Create Invoice Form.Invoices List Table
The list table shows all invoices issued under the active brand context:| Column | Description |
|---|---|
| Invoice Number (#) | Unique serial identifier (e.g. INV-2026-001). Each number must be unique within a brand. |
| Customer | The registered customer assigned to this invoice. |
| Amount | The computed total of all line items in the invoice currency. |
| Status | Current payment lifecycle state (see Invoice Statuses below). |
| Due Date | Deadline for the customer to complete payment. |
| Actions | Edit the invoice details, or Copy Link to copy the customer-facing checkout URL for sharing. |
Create Invoice Form
Accessed by clicking + Create Invoice at the top right. The form is divided into two sections: Invoice Details — Core metadata:- Invoice Number, Customer, Currency, Due Date, and customer-facing Notes.
- Each row contains a Description, Quantity, and Unit Price. The system automatically calculates the subtotal and total as you add or edit rows.
Invoice Statuses
- Draft
- Sent
- Paid
- Overdue
- Cancelled
draft — The invoice has been saved but has not yet been shared with the customer. All fields can still be edited freely. Drafts do not appear in the customer’s checkout until the link is explicitly shared.Creating a New Invoice
Open the Create Invoice form
Click the + Create Invoice button in the top-right corner of the Invoices page.
Enter a unique Invoice Number
Type a unique serial identifier in the Invoice Number field (e.g.
INV-0001 or INV-2026-042). The system enforces unique invoice numbers per brand — duplicates will be rejected on save.Select the customer
Click the Customer dropdown and select the registered customer you are billing. If the customer does not appear in the list, you must first add them under People → Customers, then return to this form.
Set currency and due date
Choose the billing Currency from the dropdown (e.g.
BDT). Then click the Due Date calendar picker and select the payment deadline.Add a note (optional)
Enter any relevant instructions in the Notes field — for example, bank transfer details, checkout terms, or a personalized message to the customer. This text is shown on the customer’s checkout screen.
Add line items
Under Line Items, fill in the first row:
- Description: A clear name for the product or service (e.g.
Premium Cloud Server Hosting). - Quantity: The number of units (e.g.
1). - Amount: The unit price (e.g.
1500.00).
Sharing an Invoice With a Customer
Locate the invoice
Find the invoice in the list. Confirm its status is
draft or sent (a cancelled invoice cannot be shared).Copy the checkout link
Under the Actions column, click Copy Link. The unique checkout URL is copied to your clipboard. The invoice status automatically transitions to
sent.Invoice Fields Reference
| Field | Required | Default | Description |
|---|---|---|---|
| Invoice Number | Yes | — | Unique alphanumeric billing serial (e.g. INV-0001). Must be unique per brand. |
| Customer | Yes | — | Registered customer from the People → Customers list. |
| Currency | Yes | BDT | The currency in which the customer will be billed. |
| Due Date | Yes | — | Calendar date by which payment is expected. |
| Notes | No | — | Optional customer-facing instructions shown on the checkout screen. |
| Description (line item) | Yes | — | Name or summary of the product or service on each line. |
| Quantity (line item) | Yes | 1 | Number of units billed per line item. |
| Amount (line item) | Yes | 0.00 | Unit price per line item. |
Best Practices
Register Customers First
You cannot invoice an unregistered customer. Always create the customer record under People → Customers before opening the invoice form. This also ensures their contact details are correctly linked to the resulting transaction.
Never Edit Database Totals
Always update invoice amounts by editing the line items and letting the system recalculate. Manually modifying database totals bypasses the recalculation logic and produces inaccurate ledger entries.
Track Overdue Invoices
Regularly review invoices in
overdue status. Follow up with customers and consider whether to extend the due date or cancel the invoice and reissue a fresh one.Use Unique Invoice Numbers
Establish a consistent numbering convention (e.g.
INV-YYYY-NNN) from the start. Duplicate or gap-filled invoice numbers complicate accounting reconciliation and audit trails.Troubleshooting
| Symptom | Likely Cause | Fix |
|---|---|---|
Invoice total shows 0.00 BDT after saving | Line items were not added, or quantity/amount fields were left at zero. | Edit the invoice and enter valid quantities and unit prices for all line items. |
| Customer does not appear in the Customer dropdown | The customer has not been registered under the active brand. | Navigate to People → Customers, add the customer record, then return to the invoice editor. |
Invoice status stuck on sent after customer claims to have paid | Gateway webhook did not fire, or the SMS parsing device is offline. | Check Developer → Webhook Logs and confirm at least one active gateway is configured. |
Duplicate invoice number error on save | An invoice with the same number already exists in this brand. | Choose a different, unique invoice number. |
Related Pages
Transactions
View the transaction created automatically when a customer pays an invoice.
Ledger
Inspect the double-entry bookkeeping entries generated when invoice payments are processed.
Payment Links
For quick, non-itemized collections where a formal invoice structure is not needed.
Dashboard
Monitor invoice-related revenue alongside all other transaction activity.