Invoicing is ideal for handling sales that occur outside of your point-of-sale system including wholesale sales. With Thrive Inventory by Shopventory Invoicing powered by Stripe, you can create customer-specific orders, collect payments, and track order fulfillment. And, all fulfilled invoices will be deducted from your inventory automatically.

If you are wanting to use Thrive Inventory for Wholesale, be sure to check out this article to learn more:

Invoicing is included on the Standard plan and up (learn more about our plans and upgrading here).


Getting Started

Before you can send your first invoice, you’ll need to:

  • Create your new Stripe account

  • Add your first customer

  • Set up your inventory

Thrive Inventory uses Stripe to help you collect online payments from your customers. Follow the prompts on-screen to set up a new account.

NOTE: The Stripe account will be specific to Thrive Inventory. That means even if you already have a Stripe account for other purposes, a new one will need to be created.

To get started, click on the Invoicing tab on the left-hand navigation panel.


Next, click on the Customer's tab and press "Create Customer" to add your first customer profile. Customers require only a name and email address. Fill in the rest as you like!


Creating an Invoice

Remember, the products being added to the invoice must already have been added into Thrive Inventory!

Once your customer’s profile has been created, you can create an invoice.

  • Invoice No. can be anything you like. Feel free to choose a random starting number, and each invoice will automatically go up by 1 from there.

  • Due Date is the date your customer is expected to pay the invoice.

  • Shipping Location is where your inventory will be deducted from. You may add any quantity of items to your invoice, regardless of what is currently in stock.

  • The Customer is the one receiving and paying the invoice.

  • Invoice Type - either Regular or Wholesale depending on who you are selling to.

    • Wholesale will give you the option to add a pricelist. For more information on Wholesale & Pricelists, click here.


Add Products

There are two options for adding products to an invoice:

1 ) Scan to add products

It's as easy as it sounds. Simply fill out the top section of the Invoice (Invoice #, Due Date, Shipping Location, Customer, etc) and then start scanning! Each scan will count as a +1 for that item. If a barcode is scanned that isn't available at that location or in Thrive Inventory, an error message will appear at the top of the screen.

You can also scan a product and then manually edit the quantity, but just remember to click off of the quantity field when you start scanning again. This is because the scanner pretends to be a keyboard in Thrive Inventory. If you click on any blank white space in the Invoice, that should deselect any text fields, that should allow you to scan normally. If you are having any other issues with scanning on Thrive Inventory please refer to our Barcode Scanning FAQs article below:

The ability to use a scanner on an Invoice is included on the Professional plan and up (learn more about our plans and upgrading here).

3) The "Add Products" button

By clicking the blue "Add Products" button on the Invoice screen, you can filter and search to add products. Once the products are entered, you can then manually input the quantities you are wanting to order. If you are wanting to add a large number of products from a particular category or vendor, be sure to press the "Load All" as shown here:

Note: if a shipping location is not already selected, you will not be able to click the "Add Products" button.


Additional Details, Discounts and Net Terms

At the bottom of the invoice, you'll see the option to add discounts, shipping costs, taxes, net terms, any additional notes, along with your subtotal and total after discounts and shipping.

Additional details:

  • Discount Name (for entire invoice)

  • Discount - either a dollar amount ($) or percentage (%)

  • Shipping Price is passed on to your customer and included in the Total due. It is not taxed.

  • Taxes for overall invoice. (Note: The taxes for individual items can also be adjusted above for each line item).

    • If you don’t change this setting, we’ll use the tax rates you’ve already set for each product in the inventory section. If you want to choose a different tax rate just for this invoice you can do that, or elect not to apply any taxes at all.

Things to note about invoice discounts:

  • Line item discounts are specific to one product. This can be a flat value or percentage. Percentage discounts are rounded to the nearest cent.

  • After line items have been calculated, any invoice discounts are distributed proportionally between all the line items.

  • In the event of multiple invoice discounts, fixed amount discounts are handled first, followed by percentage discounts.

  • Taxes are calculated after discounts have been applied.

Net terms:

  • This field is typically only used on invoicing and means the number of days that the full amount is due for payment. This does not affect the Due Date in the previous section, but Net Terms are more to be used as a reference of when to expect full payment.


Sending and Collecting Payment

When your invoice is finalized and the draft is saved, just hit Send! We’ll email your customer their invoice with a button to pay online. All they have to do is click the link to enter a credit card and pay the balance.

If your customer is present and wants to pay with a credit card, you will be able to do that once the Invoice is officially in an Open status. Just scroll down and you'll be able to Log an Offline Payment.

Additional Actions

  • Send another email to your customer plus additional customers with the invoice link

  • Download a file for printing

  • See your customer’s view of the invoice (and enter a credit card payment)

------

If you collect any other payment types, you can log an “Offline payment” and it will be deducted from the balance due.

Partial payments can be made offline, but card payments via Stripe will always be for the total remaining balance.

The application fee for card payments is 3.5%.


Fulfillment

Invoices can be fulfilled before or after payment is made. To mark an invoice as Fulfilled and remove all inventory from stock, click in the top right corner:

This action fulfills the whole order, thereby adjusting your inventory counts, and cannot be undone.


Refunds

Refunds can be issued for specific items, or a custom amount, in the form of original payment. If a customer split their payment between online and offline payment types, there will be multiple refunds.

The refund amount cannot exceed the amount paid for the same method. For example, an online payment of $100 cannot be refunded for more than $100, even if the invoice is for more.

At the time a refund is given, you can elect to restock the inventory at the shipping location.


Settings and More

Email

From your Invoice Settings, you can add custom text which will appear at the bottom of your invoices. This is a great place to specify your return policy, privacy details, company info, or just say thanks. Changes made to email blurbs will be applied to all invoices past and present.

Tracking number

Use this field to store a tracking number or link for any shipments made, so you can refer back to it later.


Reporting

To see all regular (and wholesale) invoice payments and refunds for a given date or date range, go to the Invoicing Transactions Report. More information can be found here:


Things to Note:

  • Payouts will come from Stripe directly. To learn more, click here.

  • Invoicing is only intended for use in the United States. Tax requirements and regulatory requirements may be different in other countries, and all current processing is handled based on U.S. rules.


Related Articles

Still have questions? We are here to help!

Start a chat with us by clicking the chat bubble at the bottom-right of this page.

Did this answer your question?