Manual Invoices: Create, Send and Track Payment

1. Key Features

You can:

• Create an invoice.

• Copy the invoice link or send it directly to the customer.

• Review a previously created invoice (note: invoices cannot be edited after creation).

• Update the status of an invoice.

2. Accessing Invoices

Invoices are managed through the Supplier Dashboard in the Finance section.
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3. Invoice Management

3.1 Creating an Invoice

1. Navigate to Finance and click Manage Invoices​

2. Enter Recipient Details

   • Name of the person or business receiving the invoice.

   • Email address
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3. Enter Invoice Details

   • Short description (max 250 characters) of the item/service.

   • Quantity of the item/service.

   • Cost per item.

   • Total amount (auto-calculated as Quantity x Cost per item).

   • Due date for the payment.

   • Additional description (optional for further context).
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4. Send the Invoice

   • You will be given the option to send the invoice directly at the end of the creation

   • To send it manually copy the invoice link and send directly via email.

3.2 Statuses

• Unpaid: Default status until customer pays.

• Pending: Payment has been made and is on its way to your Stripe account.

• Paid: Payment completed and transferred to your stripe account. A hover-over tooltip will display the received date.

• Marked as Paid: You manually marked the invoice as paid, with a hover-over tooltip showing the date marked.

• Overdue: Invoice remains unpaid past the due date.

• Void: Invoice is cancelled and cannot be reversed.

3.3 Viewing Invoice

• Click on an invoice row to open an invoice

• Fields are locked from editing after invoice is created

• The invoice number is generated by stripe

• Note: If an invoice is Paid, Marked as Paid, or Voided, payment options are removed.

3.4 Managing Invoices

• Send or Resend Invoice: Send an email from the Pebble platform with the invoice details.

• Copy Invoice Link: Share the invoice link manually.

• Mark as Paid: Updates status to “Marked as Paid” - for example if you received a payment outside of Stripe (this action cannot be undone).

• Void Invoice: Cancels the invoice permanently (this action cannot be undone).

• Export invoices: Invoice finances are not included in the dashboard Finance Export but can be found in the download from the Invoice page
  
  

NOTE: Invoice URLs expire 30 days after the due date. If the invoice doesn’t have a due date, the invoice expires 30 days after it finalises. In all cases, the expiry window is never longer than 120 days. If an invoice URL expires then you can either reach out to Pebble support who will be able to share an updated URL with you - or VOID the original invoice and send a new invoice to the customer.

3.6 Invoice Details

The following details show at the top of your invoices:

• Your Business Name: This is the Display name set on your Stripe connect account
• Your Business Address: This is the account address set on your Stripe connect account
• OPTIONAL: You can also add your company VAT Number if desired

• Log in to Stripe and go to Settings (bottom left).
• Under Business Details, edit your Display Name to change the Business Name
• Under Personal Details, edit the address to your preferred business location. You may see a verification warning- normally this process completes instantly. ​

To add your VAT number: Email support@bookpebble.co.uk with your VAT number and we can configure this on your behalf to display on your invoices.

3.7 Refunding manual invoices

It's not currently possible to issue partial or full refunds of manual invoices via the Supplier Dashboard. Please request a refund via chat or by emailing support@bookpebble.co.uk and we will process this as promptly as possible. 

Once this has been processed, your customer will be notified and we will confirm back to you via your chosen contact method.