Introduction

Use Invoicing in Business Center to create invoices, share secure payment links, and track payment status. Customers pay on a Visa-hosted payment page with their card. You can allow full or partial payments, localize invoices in supported languages and currencies, and optionally use 3‑D Secure payer authentication.

Note: You are responsible for complying with all applicable legal and tax requirements when issuing invoices. Cybersource provides tools but does not certify compliance.

Overview

• Create invoices and send by email or share a payment link.
• Track statuses: Draft, Created, Sent, Partial, Paid, Canceled, and Pending.
• Configure branding, email language/messages, reminders, and payment options (including 3‑D Secure).
• Search and report on invoice activity from Business Center.

Prerequisites

• Business Center access with invoicing permissions.
• To use 3‑D Secure for invoice payments, Payer Authentication must be enabled on your account.

Procedure: Create an Invoice

1. In Business Center, go to Invoicing > Manage Invoices.
2. Select + Create Invoice.
3. Enter customer details: Bill‑to name and email address.
4. Set currency and due date (customers can still pay after the due date unless you cancel the invoice).
5. Review or enter an invoice number (pre‑populated; you may override while creating but not after).
6. (Optional) Enter a Customer ID to help you find all invoices for that customer.
7. (Optional) Add a description (up to 2,000 characters).
8. Add at least one item with Item ID, Item Name, Quantity, and Price. Use + Add Item to add up to 30 items.
9. (Optional) Add taxes, discounts, and shipping as needed (see “Taxes, Discounts, and Shipping”).
10. (Optional) Allow partial payments and enter the minimum acceptable amount.
11. Choose how to finalize:
    • Save as Draft (not sent; link not available to customers).
    • Share Invoice (generates a link you can copy and send).
    • Send Invoice (emails the invoice to the customer).
    • Cancel (discards the invoice you are creating).

Field Reference

Taxes, Discounts, and Shipping

• You can apply either item‑level tax rates or a single invoice‑level tax rate, not both.
• Shipping can include a tax rate that applies only to the shipping amount.
• Discounts can be a percentage or a fixed amount at the invoice level.

Invoice Statuses

View, Send, Resend, Share, and Cancel

Viewing an Invoice

1. Go to Invoicing > Manage Invoices.
2. Select an invoice number to open the View Invoice page. Review History and Details, and access actions.

• Share Invoice: copy the payment link for your customer.
• Send/Resend: email the invoice to the customer.
• Cancel: cancel the invoice; the payment link is disabled and the recipient is notified.

Sending or Resending

1. From Invoicing, locate the invoice.
2. Choose Send (if not sent) or Resend (if previously sent) and confirm.

Canceling

1. From Invoicing, select the invoice and choose Cancel.
2. Confirm to cancel the invoice. The recipient is notified and the payment link is disabled.

Editing an Invoice

1. Open the invoice and select Edit.
2. Update fields as needed and choose:
   • Update and Send (applies changes; no new email required), or
   • Update and Share (saves changes and provides a new link to share).

Notes:

• You cannot edit the invoice number after creation.
• Updating the bill‑to email sends a new payment link to the updated address and automatically cancels the previous link.

Custom Fields

Select Menu (Dropdown)

1. Go to Invoicing > Manage Invoices > Custom Fields.
2. Select Select menu.
3. Enter a Label and add options. Choose Add option to include more choices.
4. Select Add Field. The field appears on the invoice preview.

Text Field

1. Go to Invoicing > Manage Invoices > Custom Fields.
2. Select Text field.
3. Enter:
   • Label
   • Minimum character limit (greater than 0)
   • Maximum character limit (less than 100)
   • (Optional) Default text
4. Choose visibility:
   • Customer visible (shows on the payment page)
   • Customer read only (display only; not editable)
5. Select Add Field. The field appears on the invoice preview.

Notifications and Reminders

• Payment notifications: Enable email notifications for successful invoice transactions in Invoice Settings.
• Due date reminders: Business Center can send reminders five days before and one day after the due date (enable in settings).

Settings

Branding

• Upload a logo (PNG, JPG, JPEG, or GIF; up to 1 MB).
• Set Business Name (up to 100 characters).
• Choose header background and font colors.
• (Optional) Show VAT Number and enter your VAT ID.
• Set default currency for new invoices.

Email

• Select email language.
• Add a custom message (up to 2,000 characters).
• Enable reminder notifications.

Security and Payment Options

• View the enabled 3‑D Secure version for invoices.
• Enable or disable 3‑D Secure for invoice payments.

Find Invoices

1. Go to Invoicing.
2. Select Add a Filter and choose one:
   • Status
   • Invoice Number (exact match required)
   • Customer ID

The results list updates based on your criteria. Select an invoice number to open its details.

Transaction Management: Filter Invoice Payments

1. Go to Transaction Management > Transactions.
2. Select Add filter and choose Client Application = Invoicing, then Search.
3. (Optional) Add the Client Application column to the table to verify entries show “Invoicing.”

Reporting

1. Go to Reports > Downloadable Reports > Available Reports.
2. Select Create custom report.
3. In Advanced Report Features, set Connection Method = Invoicing and complete required report details.
4. Create the subscription, then review it under Custom Report Subscriptions.

Notes and Best Practices

• Use consistent invoice numbering and avoid duplicates for reconciliation.
• Verify taxes and jurisdictional rules before sending invoices.
• If a payment shows Pending, wait for completion or review before editing or attempting another charge.

Frequently Asked Questions (FAQ)

Can I add custom fields to my invoice?

Yes, you can add custom fields to your invoice to capture additional information from your customers or staff. To add a custom field:

1. Open 'Invoice Settings' and click the 'Custom Fields' tab.
2. Select an option:
   • Dropdown Menu: For selectable options to capture additional details.
   • Text Box: To capture text information.
3. Input the label name.
4. Set the minimum character limit (greater than 0).
5. Set the maximum character limit (less than 100).
6. Optionally, enter default text to be shown as replaceable placeholder text.
7. Choose the display option:
   • Display to Customers: If checked, the custom field is shown on the payment page.
   • Customer Read Only: The custom field is shown as non-editable on the payment page.
8. Select 'Add Field' to add the custom field and click 'Save' at the bottom of the page.

Will I receive payment notifications when my customers pay an invoice?

You can choose to receive email notifications for successful transactions on your invoices. To enable payment notifications:

1. Navigate to 'Invoice Settings' and select the 'Email' tab.
2. Locate the message: "Would you like to receive payment notifications for successful transactions on your account? Payer will continue to receive notifications."
3. Select the checkbox next to "Yes, send payment notifications."
4. Click 'Save' at the bottom of the page.

Are invoice links automatically disabled?

Yes, invoice links are automatically disabled one year from their due date. Additionally, receipts will no longer be displayed to payers 30 days after the invoice is fully paid.