Invoices

The Invoices page is available to Pixaro application admins. It is used to prepare invoice drafts, review details, edit line items, approve invoices, download PDFs, void invoices, and export invoice lists.

Purpose

Use Invoices to:

• Generate invoice drafts for selected stores and billing periods.
• Review invoice amounts before approval.
• Edit pending approval invoice line items.
• Approve invoices for payment processing.
• Download approved invoice PDFs.
• Void invoices that should not be collected.
• Export filtered invoice data.

Billing Preparation Panel

Navigation path: Billing > Invoices

Field or button	Purpose
Stores	Multi-select list of stores. Includes a sticky Select All option. Search by store name or ID.
Billing Month	Month to prepare invoice data for.
Billing Year	Year to prepare invoice data for. The dropdown covers a five-year range around the current year.
Prepare Billing Data	Generates or updates invoice drafts for selected stores and period.
Clear Selection	Resets month, year, selected stores, and messages.

Prepare Billing Data

1. Open Billing > Invoices.
2. In Stores, select one or more stores or choose Select All.
3. Choose Billing Month.
4. Choose Billing Year.
5. Click Prepare Billing Data.
6. Wait for the success or warning message.
7. Review generated invoices under Pending Approval.

What happens after clicking Prepare:

• The system validates the selected stores.
• It looks for active billing plan configuration for each selected store.
• It calculates invoice line items from the active plan setup.
• It prepares invoices for admin review.
• Stores without eligible billing configuration may be skipped.
• Existing pending approval invoices for the same store and period may be updated.
• Already-approved invoices for the same store and period are skipped.

Invoice Numbering

Invoice numbers follow this pattern:

Pix_<Store_Unique_ID>_<YYYYMM><Sequence_Number>

Example:

Pix_4RTM67U_202605001

The sequence number is three digits and starts at 001 for each store and billing month.

Additional invoices for the same store and billing month continue the sequence:

• Pix_4RTM67U_202605002
• Pix_4RTM67U_202605003

Existing pending approval invoices for the same store and period are updated during preparation. Already-approved invoices for the same store and period are skipped. If a later replacement is needed after a paid, void, or cancelled invoice, the next sequence number is used.

Invoice PDF Format

Approved invoices can be downloaded as PDFs.

The current PDF format shows:

• Pixaro logo without the old Business Operations subtitle.
• Invoice Number on the same line as its label.
• Bill To values only, without field labels:
• Store Name
• Complete Store Address, including Zip Code
• Email Address
• Billing Period as a column in the invoice line-item table.
• Order Management line description with the sales basis underneath, for example Sales :$22.74.
• Invoice summary without an Amount Paid row.

The Bill To email uses the Business Email when available. If Business Email is not available, the Store Owner email is used.

Invoice Summary Cards

Card	Meaning
Pending Approval	Draft invoices waiting for review and approval. Clicking filters the table to pending approval invoices.
Approved	Approved invoices. Clicking filters the table to approved invoices.
Void / Cancelled	Invoices closed for audit history and not eligible for collection. Clicking filters to those invoices.

Invoice Filters and Toolbar Actions

Field or button	Purpose
Search	Searches Invoice Number, Store Name, or Store ID.
Store	Filters by a selected store or All Stores.
Invoice Status	Filters by Pending Approval, Approved, Void / Cancelled, or All.
Billing Month	Filters by billing period month.
Billing Year	Filters by billing period year.
From Date	Shows invoices issued or created on or after the selected date.
To Date	Shows invoices issued or created on or before the selected date.
Reset	Clears filters and returns to Pending Approval for the current billing month/year.
Export	Downloads the currently filtered table as billing-invoices.csv.
Export Invoices	Header export button for the currently filtered invoice list.

Invoice List Columns

Column	Meaning
Invoice Number	Generated invoice number.
Store ID	Store unique ID when available; otherwise internal store ID.
Store Name	Store display name.
Billing Period	Date range or month/year covered by the invoice.
Invoice Date	Issue date, creation date, or billing cycle creation date.
Due Date	Payment due date.
Invoice Amount	Invoice total amount.
Invoice Status	Current invoice lifecycle status.
Generated By	Name of the user who generated the invoice when available.
Approved By	Name of the approver when available.
Actions	Row-level invoice actions.

Invoice lists include pagination. Use Rows per page to show 10, 25, 50, or 100 invoices at a time.

Invoice Row Actions

Action	Availability	Purpose
View	All listed invoices	Opens Invoice Details.
Download	Disabled for PENDING_APPROVAL invoices	Downloads the invoice PDF.
Approve	PENDING_APPROVAL invoices only	Approves the invoice and starts notification/PDF processing.
Void	Unpaid invoices that are not already Void or Cancelled	Opens the Void Invoice dialog.

Invoice Details Dialog

Click View to open Invoice Details.

The dialog shows:

• Invoice Number
• Store Name
• Billing Period
• Invoice Date
• Due Date
• Invoice Status
• Line Items
• Subtotal
• Tax
• Discount when applicable
• Total
• Notes when available

Available dialog actions:

Action	Purpose
Close	Closes the dialog.
Edit	Available only for PENDING_APPROVAL invoices. Enables line item editing.
Download PDF	Downloads the invoice PDF. Disabled for PENDING_APPROVAL invoices.
Approve	Approves the invoice. Disabled while editing or when invoice is not PENDING_APPROVAL.
Void	Opens the Void Invoice dialog. Disabled while editing or when invoice cannot be voided.

Edit Invoice Line Items

Only PENDING_APPROVAL invoices can be edited.

Editable fields:

Field	Purpose
Service	Line item type or service name. Required.
Description	Description shown for the line item. Required.
Quantity	Units used for the line item. Must be greater than 0.
Rate	Unit amount. Cannot be negative.
Amount	Line total. Cannot be negative.
Tax	Invoice-level tax amount. Cannot be negative.
Notes	Optional invoice notes.

Edit actions:

Action	Purpose
Add Line	Adds a new line with default service ADJUSTMENT and description Manual adjustment.
Remove line	Removes a line item from the invoice draft.
Save	Saves updated line items, tax, and notes.
Cancel Edit	Discards unsaved changes and returns to read-only mode.

Calculation behavior:

• Changing Quantity or Rate recalculates Amount.
• Changing Amount recalculates Rate when Quantity is greater than 0.
• Subtotal is recalculated from line item amounts.
• Total is recalculated as Subtotal + Tax - Discount.

Validation rules:

• At least one line item is required.
• Service is required.
• Description is required.
• Quantity must be greater than 0.
• Rate cannot be negative.
• Amount cannot be negative.
• Tax cannot be negative.

Approve an Invoice

Use approval only after the invoice details are correct.

1. Open Billing > Invoices.
2. Filter to Pending Approval.
3. Click View to inspect the invoice.
4. If needed, click Edit, update line items, then click Save.
5. Click Approve from the dialog or table row.
6. Confirm the success message.
7. The invoice moves to Approved and becomes eligible for payment processing.

After approval, invoice email/PDF processing is triggered where configured.

Void an Invoice

Void an invoice when it should not be collected but should remain in the system for audit history.

1. Open Billing > Invoices.
2. Find the invoice.
3. Click Void.
4. Select a Void Reason.
5. Enter comments if needed. Comments are required when reason is Other.
6. Click Void Invoice.
7. Confirm the invoice appears under Void / Cancelled.

Void reasons:

• Duplicate Invoice
• Billing Error
• Wrong Store
• Customer Request
• Replaced by Another Invoice
• Other

Paid invoices cannot be voided. Already voided or cancelled invoices cannot be voided again.

Invoice Workflows

Prepare Invoice Drafts

1. Open Billing > Invoices.
2. Select stores.
3. Select Billing Month and Billing Year.
4. Click Prepare Billing Data.
5. Review generated and skipped invoice counts.
6. Open Pending Approval to review drafts.

Review, Edit, and Approve an Invoice

1. Open Billing > Invoices.
2. Filter to Pending Approval.
3. Click View on an invoice.
4. Check header fields, line items, totals, tax, discount, and notes.
5. Click Edit if changes are needed.
6. Save edits.
7. Click Approve.

Void an Invoice

1. Open Billing > Invoices.
2. Find the unpaid invoice.
3. Click Void.
4. Select a reason.
5. Add comments if required.
6. Click Void Invoice.
7. Confirm the invoice is listed under Void / Cancelled.

Export Invoices

Click Export or Export Invoices to download the currently filtered invoice rows as billing-invoices.csv.

The export includes invoice number, store, billing period, invoice date, due date, amount, status, generated by, and approved by.

Invoices Troubleshooting

Issue	What to check
Store is not available in Billing Preparation	Confirm the store exists and is not the Pixaro/admin system store.
Store skipped during invoice preparation	Confirm the store has at least one ACTIVE billing plan mapping with billing enabled.
Prepare Billing Data button is disabled	Select at least one valid store.
Invoice did not appear after preparation	Check whether it was skipped because an approved invoice already exists for the same period.
Edit button is missing	Only PENDING_APPROVAL invoices can be edited.
Save is disabled during invoice editing	Confirm at least one line exists, Service and Description are filled, Quantity is greater than 0, and Rate/Amount/Tax are not negative.
Download is disabled	PENDING_APPROVAL invoices cannot be downloaded until approved.
Approve is disabled	Invoice must be PENDING_APPROVAL and the dialog must not be in edit mode.
Void is disabled	Paid, void, and cancelled invoices cannot be voided.
Store owner or authorized store user cannot access Invoices	This is expected. Invoices is an admin-only page.