Creating and sending invoices
This guide shows you how to build an invoice, send it to a customer, get it paid, and fix the issues that come up most often.
How invoices work
An invoice bills a specific customer for one or more line items (your products and prices). You can create one by hand, and invoices are also generated automatically by subscriptions at each renewal. An invoice moves through a few states:
| Status | Meaning |
|---|---|
| Draft | Being prepared — not yet issued. You can still edit everything. |
| Open | Issued and awaiting payment. |
| Paid | Paid in full. |
| Past Due | Not paid by the due date. |
| Void | Canceled — no longer owed. |
| Uncollectible | Written off as unlikely to be paid. |
| Partially Refunded / Refunded | Some or all of the amount was returned. |
Creating an invoice
- Start a new invoice and choose the customer (required).
- Add one or more line items — each is one of your product prices with a quantity. The currency is taken from the customer.
- Optionally add a memo, footer, or a custom invoice number.
- Confirm the invoice to issue it (this moves it from Draft to Open).
When you confirm, if the customer has a saved default payment method the invoice can be charged automatically; otherwise it is emailed to the customer to pay.
Sending an invoice and getting paid
Use Send invoice to email it (you can add extra recipients). The customer opens a hosted payment page and pays by card or another enabled method.
Editing, voiding, and deleting
- Line items can only be changed while the invoice is a Draft. Once it's issued (Open), the items are locked.
- You can still update the memo, footer, and metadata after issuing.
- Drafts can be deleted. An issued invoice can't be deleted — void it instead.
Common problems
"I can't edit my invoice"
-
Cause
Line items lock as soon as the invoice is issued (Open).
SolutionYou can still edit the memo/footer. To change the amounts or items, void the invoice and create a new one — or duplicate it — and get it right while it's still a Draft.
The invoice is Past Due / unpaid
-
Cause
The customer didn't pay by the due date.
SolutionRe-send the invoice email or share the payment link. If the customer has a saved card, automatic charges retry a few times. If it truly won't be paid, mark it Uncollectible.
The customer never got the invoice email
-
Cause
The amount due is zero (sending is skipped), the email is invalid, or it was filtered to spam.
SolutionConfirm the invoice has a positive amount and a valid customer email, ask them to check spam, then re-send.
"Invoice number already exists"
-
Cause
The custom invoice number you entered is already in use, or doesn't match the allowed format (letters, numbers, and dashes).
SolutionUse a different number, or leave it blank to have one generated.
Error message reference
| What you see | What it means | What to do |
|---|---|---|
| It isn't allowed to change status of this invoice. | The status change isn't valid for this invoice | Only Draft invoices can be edited/deleted; issued ones can be voided |
| Not has invoice items | You tried to issue an invoice with no line items | Add at least one line item before confirming |
| Invoice number already exists | That custom invoice number is taken | Use a different number or auto-generate |
| Must contain at least one email | No valid recipient to send to | Add a valid email address |
| No payment methods available for your location. | No payment method is set up for the customer's country | Enable a payment method for that region |
Still having trouble?
Contact Arca support and include:
- The invoice ID or number
- The exact message (a screenshot helps)
- Whether it's about creating, sending, or payment