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Invoicing Service

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FastSpring’s Invoicing Service is useful for organizations who need to submit a Purchase Order and receive an invoice before they can complete payment. Web Storefronts, Popup Storefronts and the Store Builder Library all support Invoice creation.

If the Invoicing Service is enabled, customers can select an invoice as their payment option at checkout. This prompts them for their name, email, zip code, and PO number instead of payment information. After they click Generate Invoice, the steps vary depending on whether the Order Flow is Manual or Automatic.

Invoices are not available when purchasing subscriptions with automatic rebills. Only Manual Renewal Subscriptions can be ordered with an Invoice.

Enable FastSpring’s Invoicing Service

If you would like to enable the Invoicing Service for one or more Storefronts in your Store, contact FastSpring Support and include:

  • Your Store name
  • The name(s) of the Storefront(s) where you want Invoices enabled
  • Whether you want the Deliver After Payment or Require Approval order flow.

Automatic Order Flow

Upon generating an Invoice, consumers are prompted to pay or print the invoice. FastSpring also emails the customer payment instructions. Customers can click Pay Now at any point to complete the purchase. All information except for payment information will be prefilled based on the original purchase order. These fields are not editable.

To see pending purchase orders, navigate to Sales > Orders > Awaiting Payment, or search for the  associated PO number.

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After they complete the payment, FastSpring sends emails the fulfillment and receipt to the customer. No manual intervention is required.

Manual Order Flow

The Manual Order Flow requires your approval of each submitted Invoice Order. The customer cannot pay unless you have approved their order. When they submit the order, FastSpring notifies them that their order is under your review.
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If you decline a pending Invoice Order, the order is canceled. If you approve the order, you can deliver the fulfillment immediately, or after payment is received. FastSpring sends a Payment Instructions notification to the customer, which contains a link to pay and a link to view the Invoice.

To see pending purchase orders, navigate to Sales > Orders > Awaiting Payment, or search for the associated PO number.

Approve or Decline an Invoice Order

  1. In the FastSpring App, navigate to Sales > Orders > Pending Approval. This page displays all declined and pending invoice orders.
  2. Select the order. You can search for it using the associated PO number.
  3. On the details page, approve or decline the purchase order:
    • Decline the order: click Options > Decline. This sends a decline notification to the customer.
    • Approve and deliver the fulfillment immediately: Click Approve – Deliver Before Payment. FastSpring sends the customer an email containing a link to their invoice and fulfillment details. The expiration date is immediately set for the fulfillments.
    • Approve and deliver the fulfillment after you receive payment: Click Approve – Deliver After Payment. FastSpring will send the customer an email with a link to the invoice. After they complete the payment, FastSpring sends a separate email containing the fulfillment.
  4. After the order is completed, FastSpring sends the consumer a receipt email message containing fulfillment information. The receipt message is the same as if the consumer had initially ordered using a credit card or PayPal.
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Access an Invoice

After generating an Invoice, customers can click View Invoice on the confirmation page, or in their email receipt to view it.

If your order flow is automatic, a Pay Now button appears on the invoice. This redirects them to the FastSpring storefront.

Customers in the US also see instructions to pay by check or money order. If the consumer mails a physical check or money order and FastSpring receives it before the payment due date, FastSpring marks the order complete.
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After completing the payment, the customer can still view and print an Invoice. However, the Pay Now button will no longer appear.
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Payment Due Dates

By default, the payment is due 45 days after the invoice is generated. FastSpring includes this information in the email receipt. However, we accept payments for 30 days following the due date. If they do not make a payment within 75 dates, FastSpring automatically cancels the pending order, and customers must restart the process.

If you would like to adjust the number of days a customer has to complete the purchase, submit a request to our support team. You can change it to any value between 14 and 90 days; this setting applies to all of the Storefronts in which Invoices are enabled.

In the FastSpring App, use the search bar on the Dashboard, or in the Sales page to locate invoice orders. You can enter:

  • Customer information, such as their last name or email address
  • Purchase Order number, if provided. Format the search PO: then the number, as pictured below.

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Webhook Events for Invoice  Transactions

The following table illustrates which webhook events fire for invoice transactions. Subscribe to some or all of these events to enable them to fire. Additional Webhooks may fire for Invoices on subscription transactions (which is possible with manual renewal subscriptions).

Only the order.approval.pending webhook event is unique to invoice transactions; the others listed in the table below can occur for other transaction types as well.

List of Webhook Events and Conditions

Event Name Fires When… Customer-Facing Email?
account.created An invoice order is placed with a consumer email address that has not previously been used for orders in your Store No
mailingListEntry.updated An invoice order is placed (or abandoned):

  • with a consumer email address that has not previously been used for orders in your Store
  • with a consumer email address that has previously been used, but with a different newsletter checkbox status
No
mailingListEntry.removed An invoice order is placed with a consumer email address that has previously been used for orders in your Store if the address was previously subscribed to your mailing list, and the consumer placing the PO order clears the newsletter checkbox No
order.approval.pending A new invoice order has been placed, and you have chosen the Require Approval order flow Order Pending Approval
order.payment.pending
  • A new invoice order has been placed, and you have chosen the Deliver After Payment order flow
  • You have chosen the Require Approval order flow, and you approve a pending invoice order
Payment Required for the Order
order.canceled You have chosen the Require Approval order flow, and you decline a pending invoice order Order Canceled
order.completed A consumer completes payment for an invoice order (not the submission of a new invoice order) Default Order Receipt
order.failed A consumer attempts to pay for an invoice using an instant payment method (e.g., a credit card), and the transaction is declined No
payoutEntry.created A consumer completes payment for an invoice No