> ## Documentation Index
> Fetch the complete documentation index at: https://docs.subotiz.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Invoices

<AccordionGroup>
  <Accordion title="What are the different invoice types in Subotiz and what does each one mean?">
    Subotiz assigns an invoice type to indicate the billing scenario that generated the charge. The available types are:

    * **One-time payment** — generated when a customer completes a one-time product purchase.
    * **Free trial** — generated during free trial flows that require a payment method, such as trial activation or payment method collection.
    * **Subscription creation** — generated when a subscription is created and charged for the first time.
    * **Subscription renewal** — generated when a subscription renews automatically at the start of a billing cycle.
    * **Subscription change charge** — generated when a subscription is upgraded, downgraded, or modified and results in an additional charge.
    * **Subscription activation** — generated when a subscription becomes active and produces a billable charge.

    Invoice types are for business identification only and do not affect payment status or settlement results.
  </Accordion>

  <Accordion title="What are all the invoice statuses in Subotiz and what does each one indicate?">
    Subotiz displays seven invoice statuses:

    * **Paid** — payment completed successfully.
    * **Failed** — payment attempt did not succeed.
    * **Open** — invoice has been created but payment has not yet completed.
    * **Payment in progress** — payment is being processed and awaiting confirmation.
    * **Retrying** — a subscription renewal payment failed and is currently within the automatic Smart Retry period — the status updates automatically based on retry results.
    * **Refunded** — the full invoice amount has been refunded.
    * **Partially refunded** — a portion of the invoice amount has been refunded.

    Invoice statuses reflect the current payment or refund state and are distinct from invoice types which indicate the billing scenario.
  </Accordion>

  <Accordion title="How can I search for a specific invoice in Subotiz?">
    From the Invoices section in the Subotiz admin, you can search and filter invoices using several options:

    * Search by Customer email or Invoice ID using the search bar.
    * Filter by Status to view invoices in a specific payment or refund state such as Paid, Failed, Retrying, or Refunded.
    * Filter by Invoice type to view invoices from a specific billing scenario such as subscription renewal or one-time payment.
    * Filter by date range to narrow results to a specific time period.

    Multiple filters can be combined. Click any invoice row to open the full invoice detail page with complete billing and payment information.
  </Accordion>

  <Accordion title="Can I generate and download a formal invoice PDF for every invoice in Subotiz?">
    No. Invoice file generation is only available for invoices in three eligible statuses: Paid, Fully refunded, and Partially refunded. Invoices with a Failed status or invoices still in processing such as Open, Payment in progress, or Retrying are not eligible for invoice generation.

    To generate an invoice:

    1. Go to Invoices in the Subotiz admin.
    2. Open an eligible invoice.
    3. Click Generate invoice in the upper-right corner.

    A PDF file is generated and downloaded automatically.
  </Accordion>

  <Accordion title="If I update the billing recipient information when generating an invoice, will it change the customer profile?">
    No. Changes made to the billing recipient information (name, email, and billing address) during invoice generation apply only to the invoice file generated in that session. They do not modify the customer profile or any historical billing records. The fields are pre-filled from the invoice record and customer profile, but any edits you make are isolated to the generated PDF file only. This allows merchants to adjust invoice information for accounting or tax purposes without affecting customer data.
  </Accordion>

  <Accordion title="Can I regenerate an invoice PDF multiple times, and does regenerating affect the payment or subscription?">
    Yes. The same invoice record can generate multiple PDF files — there is no limit on how many times you can regenerate a PDF for the same invoice. Each time you generate, you can update or adjust the billing recipient information. Regenerating an invoice file does not affect payment results, refund status, or subscription relationships in any way. It is purely a document generation action. Note that previously generated invoice files are not updated automatically — each generated file reflects the information at the time it was created.
  </Accordion>

  <Accordion title="What information is included in a downloaded invoice PDF?">
    A generated invoice PDF includes:

    * Invoice ID
    * payment method and payment time
    * currency code
    * invoice issuer information (in Merchant of Record scenarios — in non-MOR scenarios this may not be shown)
    * billing recipient information (name, email, and billing address)
    * line items including unit price, quantity, discounts, and amounts
    * subtotal and total amount
    * refund details if applicable

    For partially or fully refunded invoices, refund details and adjusted totals are reflected in the file. Invoice issuer details come from the business profile — keeping business information up to date ensures accurate and professional invoices.
  </Accordion>

  <Accordion title="A subscription renewal payment failed — why does the invoice show 'Retrying' instead of 'Failed'?">
    When a subscription renewal payment fails, Subotiz activates the Smart Retry mechanism and the invoice status is set to Retrying rather than Failed. This status means the payment failed on the first attempt but the system is currently within the automatic retry period — it will attempt the payment again based on the Smart Retry schedule. The invoice status updates automatically based on the retry results: if a retry succeeds, the status changes to Paid; if all retries are exhausted without success, the status updates to Failed. No action is required from the merchant during the Retrying period.
  </Accordion>

  <Accordion title="I want to issue a refund — can I do it directly from the invoice page?">
    No. Refunds cannot be initiated directly from the invoice page. All refunds in Subotiz are processed through the corresponding Trade Order.

    To issue a refund:

    1. Go to the Trade Orders module.
    2. Locate the relevant order.
    3. Initiate the refund from there.

    The invoice status will then update automatically to reflect the refund outcome — Refunded for a full refund, or Partially Refunded for a partial refund. If the refund fails, the invoice status remains unchanged. The invoice page is for viewing billing records and generating invoice files only.
  </Accordion>

  <Accordion title="I see an invoice with a $0 amount — is this a system error?">
    No, a zero-value invoice is not a system error. Subotiz may generate invoices with a total amount of \$0 in certain scenarios. There are two main cases:

    1. In a subscription renewal scenario where a renewal cycle generates a \$0 invoice for the first time: the system may still initiate a payment flow to collect or verify the payment method. Once the payment gateway confirms the transaction even at \$0, the invoice status updates to Paid.
    2. For one-time purchases or accounts with an existing payment method where no payment method verification is required: the invoice is generated and immediately marked as Paid without triggering any payment process or creating a standalone payment record.

    Zero-value invoices are a normal part of billing and are used to record the billing event accurately.
  </Accordion>
</AccordionGroup>