Invoicing

Invoices are billing documents generated from your saved event or quote information. A common workflow is to create a quote, book it into an event, and then open that event to view or email its invoice.

An invoice, a payment request, and a recorded payment are different things. Sending an invoice does not collect money. Apex can also send supported Stripe payment requests, and it can record payments received through other methods.

Accessing invoices

1. Open the calendar and select the booking.
2. Open the event's document actions.
3. Use View Invoice PDF to open the billing PDF, or Email Invoice to send the customer a document.

Invoice access requires permission to manage quotes. Sending an invoice also requires permission to send customer email and a working email-delivery setup. If the action is missing or denied, ask your administrator to check your access.

There is no separate invoice list in the normal main navigation. Start with the associated event. Related quote workflows can also generate invoice documents from the quote's saved information.

Invoice PDF

The PDF uses the relevant record's saved pricing and customer information. Depending on the booking, it includes the business branding, itemized charges, discounts, delivery, tax treatment, required deposit, recorded payments, and remaining balance.

Before sending it, check:

• The correct customer and booking dates.
• Item quantities, custom charges, and pricing.
• Delivery fees, discounts, and tax-exempt status where applicable.
• The deposit requirement and payments already received.
• Customer-facing notes and any attached layouts.

Do not assume an invoice has been paid because a PDF has been downloaded or emailed.

Emailing an invoice

1. Open the event and choose Email Invoice.
2. Confirm or change the recipient in Send invoice to email address. The event's customer email is offered as the default.
3. In the Send Document confirmation, answer Is this invoice already paid? Choose Receipt (Paid) or Invoice (Due).
4. Wait for the send result. If sending fails, correct the reported problem before retrying.

There is not an extra invoice-specific Save or Send step after that confirmation. Choosing the document option starts the email request.

The server also checks the saved payments. If the recorded paid total already covers the balance, it sends a receipt even when Invoice (Due) was selected.

Invoice versus receipt

Choosing Receipt (Paid) is not a substitute for recording the payment. Keep the booking's payment history accurate before sending a payment confirmation.

The invoice email can include itemized charges, business contact information, deposit and balance information, and any invoice-layout attachments. Email delivery must be configured; downloading a PDF does not require sending email.

Tracking what's been paid

Use the booking's payment controls to record money received. The Record Payment workflow is separate from the simple deposit-paid status control. That status control updates deposit tracking; it does not by itself create the same receipt or email as recording a payment.

Invoice documents read the saved payment information. You do not need to retype the paid amount merely to email the invoice.

See Deposits & Pickup Tracking for the payment and pickup workflow.

Taking a payment through Stripe

Apex supports Stripe customer payment requests when Stripe and email delivery are configured and the sender has the required access. These requests are separate from Email Invoice.

An authorized administrator can use the available payment-link controls for a deposit, remaining balance, or supported custom amount. The server checks the current amount due before accepting a custom request. A hosted payment request is not proof that the customer has paid: confirm the payment status after Stripe sends the payment update.

If your workspace enables the booking-deposit request option, eligible quotes can also offer that request during booking. It is optional and depends on the customer email, an outstanding deposit, and a ready Stripe/email setup.

See Stripe Payments for connection requirements and sending steps. Cash, checks, and other payments received outside Stripe still need to be recorded accurately in Apex.

Attaching layouts to invoices

Invoice attachments are managed separately from quote attachments.

1. Open the event's invoice-layout controls.
2. Review Invoice Layouts and attach the layouts intended for the billing document.
3. Check the selected layouts before sending the invoice.

Do not assume that attaching a layout to a quote automatically selects it for the invoice. The invoice email uses the invoice's own attachments and supported layout-viewing links. Layout-management actions have their own access requirements.

See Layouts for creating and sharing layouts.

Pricing after booking

Booking a quote carries its saved pricing into the event. Changing an inventory item's catalog price later is not a way to update an already-booked invoice.

To make a deliberate correction:

1. Open the event's edit form.
2. Update the appropriate items, custom charges, or pricing fields.
3. Save the event.
4. Open the invoice again and check the revised amounts.
5. Send the corrected document and explain the change to the customer if an earlier version was already sent.

A previously emailed document does not change in the customer's inbox. Resend the current version when the amounts or attachments change.

Gotchas

• Sending is not charging. Invoice email, Stripe payment requests, and recorded payments are separate actions.
• Use the right document. An unpaid invoice and a paid receipt communicate different things to the customer.
• Keep payment history accurate. Do not use a paid-looking document to work around a missing payment record.
• Check the recipient. The email prompt allows a different address from the one on the event.
• Check invoice attachments separately. A quote's layout selection is not the invoice's selection.
• Check the send result. A configured email account can still fail to deliver a particular request; resolve the reported error rather than assuming the invoice went out.