Billing Module Overview¶

The Billing module helps the Pixaro team manage store billing from setup through payment completion. Use it to map billing plans to stores, prepare invoice drafts, approve invoices, collect online payments, record offline payments, retry failed payments, and monitor billing status.

Use the pages in this section to find the task you need:

Customers: Review store billing accounts, payment method readiness, and billing plan mappings.
Invoices: Prepare invoice drafts, review and edit invoice details, approve invoices, download PDFs, and void invoices.
Payments: Monitor payment status, collect online payments, record manual payments, review failures, and retry payments.

Who Can Use Billing¶

Billing behavior depends on your role and the store currently selected in the application.

User type	What the user can access
Pixaro application admin with the Pixaro/admin store selected	Full Billing menu: Customers, Invoices, and Payments.
Store owner or authorized store user	Billing redirects to Payments. The user can review payment status and recover eligible failed payments for the currently selected authorized store only.
Store owner or authorized store user in Store Settings	The store-level Billing tab is used to add, update, or remove the saved payment method for that location.

If a menu item is not visible, confirm that your user has the required Billing permission and that the correct store is selected.

For users assigned to multiple stores, Billing follows the selected store context. Switching stores refreshes owner-facing invoice and payment data for that selected store.

Open the Billing module from the left navigation.

Available admin pages:

Billing > Customers
Billing > Invoices
Billing > Payments

Related store-level page:

Settings or Admin Stores > Store Details > Billing tab

The store-level Billing tab is where a store payment method is connected. The main Billing module is where admins configure billing plans, generate invoices, and process payments.

Billing Concepts¶

Customers¶

In Billing, a customer represents a store billing account. A customer row combines store details, Stripe customer details, saved payment method information, and billing plan assignments.

Use Customers when you need to answer questions such as:

Which stores have billing plans?
Which stores have active payment methods?
Which stores still need bank account or card setup?
Which plan types are assigned to a store?

Billing Plans¶

Billing plans define what a store can be billed for. Examples include Order Management, Transactions, and Surveillance.

A billing plan can contain pricing rules such as fixed amount, percentage amount, per-order amount, minimum amount, maximum amount, currency, and active status. End users do not create plan definitions from this screen; they map existing billing plans to stores.

Billing Plan Mapping¶

Billing plan mapping assigns one or more billing plans to one or more stores. Each mapping row controls how that plan behaves for the selected store.

Important points:

A store can have more than one active billing plan.
Each plan row has its own status, start date, billing cycle, and invoice due days.
The Billing Email is shared for the store's billing configuration.
Removing an existing plan row from a store configuration deactivates that store-plan assignment after saving.
Payment method setup is separate from plan mapping. A store can have billing plans before it has a saved payment method.
Channel attachment and detachment do not create billing plan mappings automatically. Configure mappings manually from Billing > Customers.

Payment Method¶

Payment methods are saved through Stripe Checkout. A store can use a bank account or card. The store owner provides the billing customer name and email used for Stripe customer details. The system stores only safe summary details such as method type, last four digits, card brand, bank name, and status.

A saved active payment method is required for automatic online payment collection. Without it, approved invoices move to the Manual category and must be collected outside Stripe, then recorded as offline paid.

Invoice Lifecycle¶

Invoices normally move through these statuses:

Status	Meaning
PENDING_APPROVAL	Invoice was prepared and is waiting for admin review.
APPROVED	Invoice was approved and can be collected if payment requirements are met.
PROCESSING	Payment collection was submitted and is waiting for provider confirmation.
PAID	Invoice was paid online or recorded as offline paid.
FAILED	Payment attempt failed. Review failure details and retry after the issue is resolved.
REQUIRES_ACTION	Payment provider needs action before payment can complete.
OVERDUE	Invoice is unpaid after the due date.
VOID	Invoice was voided and cannot be collected. It remains available for audit history.
CANCELLED	Invoice was cancelled and cannot be collected.

End-to-End Billing Flow¶

Connect a store payment method from the store-level Billing tab.
Map one or more billing plans to the store from Billing > Customers.
Prepare invoice drafts from Billing > Invoices.
Review, edit if needed, and approve each invoice.
Collect payment from Billing > Payments.
Record offline payments or retry failed payments when needed.

Best Practices¶

Configure billing plans before preparing invoices.
Add a payment method before the first automatic collection cycle.
Review all Pending Approval invoices before approving them.
Use invoice editing only for corrections before approval.
Use Void instead of deleting invoices so billing history remains auditable.
Review failure details before retrying failed payments.
Record manual payments only after payment is actually received.
Keep reference numbers and notes clear enough for later reconciliation.