Invoicing

Shopwaive syncs with Shopify POS enabling your employees to apply invoice charges and payments to in-store purchases with a single button press

Tip: You can add Shopwaive Smart Grid tiles on the Shopify POS cart page to process invoice charges, payments, view net 30 terms and much more. This guide is to allow customers to charge to an invoice with Shopify POS, if you wish to issue store credit instead, see Shopify POS Credit

Invoice in-store payments with Shopify POS Smart Grid tiles

Getting started

Follow this guide to set up Shopwaive's Invoice and Accounts Receivable services with Shopify POS. First, enable the Shopify POS setting toggle. To do this, open the app and click the left menu gear icon labeled Settings

Go to settings by clicking the gear icon in the left side menu panel

Once you click Settings, scroll down and toggle on the Shopify POS setting. Next, enable the Shopify POS Invoicing setting just below the Shopify POS setting. Shopwaive's Invoice and Accounts Receivable services for Shopify POS are built exclusively for brick and mortar shops and operate in a reverse way of Shopwaive Store Credit. See below for a more detailed description of the differences.

If you enable Shopwaive's Shopify POS Invoicing services, Shopwaive's Store Credit services will be automatically disabled

Overview

With Shopwaive POS Invoicing, customers are in debt to the merchant through an invoice account with net 30, 60, 90 terms. An invoice is opened for the customer and charged by way of a trade credit, in which trust is granted by the merchant to the customer such that the customer can receive goods now with the agreement for the customer to pay-in-full within 30 days.

Net 30 invoice terms can also be coupled with a discount. This discount is intended to encourage customers to pay more quickly. For example, an invoice with terms ‘3/10 net 30’, implies that customers can receive a 3% discount if they pay within 10 days. Of course, this also applies to other discounts, so a 2% discount on payments made within 10 days would read as ‘2/10 net 30’.

By contrast, with Shopwaive Store Credit the merchant's debt is to the customer in the form of credit that a customer can apply toward a future purchase. Shopwaive's Store Credit services for Shopify POS can be used both online and in-store, whereas Shopwaive's Invoice and Accounts Receivable services are built exclusively for merchants that transact in-store purchases only.

Set up Invoicing and Accounts Receivable

Shopwaive Invoicing is built for brick and mortar businesses that require net 30 charge accounts for their customers and all sales are conducted with Shopify POS. For Shopwaive Store Credit services for online and in-store sales see instead Store Credit

1. Install the Shopwaive: Credit & Payments app from the Shopify App Store. Signup for the Shopwaive Checkout subscription plan to use Shopwaive Invoicing and Accounts Receivable services for Shopify POS

2. Add the Shopwaive: Credit & Payments (Loyalty app) tile to your Shopify POS cart page

3. Add the Invoice (POS UI extension) tile to your Shopify POS cart page

4. Add the Shopify Flow automations below. The Invoicing Shopify Flows are designed for Shopify POS Invoicing services only, and are not applicable to Shopwaive Store Credit or online sales.

5. Import the Shopify Flow for Charging Invoices to process Invoice charges. See Charge an invoice

6. Import the Shopify Flow for Paying Invoices to process Invoice payments. See Pay an invoice

7. (Optional) Import the Shopwaive Invoicing Shopify Flow for Refunds to process Invoice refunds. See Refund an invoice. To process refunds with Shopwaive Store Credit instead, see Refund store credit.

8. (Optional) Install the Order Print app from the Shopify App Store published by Shopify. The Order Print tile can be conveniently added your Shopify POS Cart page to allow printing invoice receipts

Add your customer to the Shopify POS cart

Add the Invoice and Shopwaive: Credit & Payments Smart Grid tiles to your Cart page

Charge to an invoice

1. Scan items or search and add items to the Shopify POS cart

2. Search for your customer by email and add them to the cart. If your customer does not yet exist, click the Add customer tile and include their email address (required), then click Save

3. To view the customer's active open invoice, click the View invoice tile. If an invoice or account history exists, a ledger of the customer's invoice transactions are shown, in addition to the balance due, invoice origination date, and net 30 payment terms due date.

4. If the customer wishes to charge items to an invoice, their open invoice is not overdue, and your employees approve of charging to a new or existing invoice, they can do so by simply clicking the Charge to invoice tile

5. Once the items are charged to the invoice, the checkout session is complete by simply clicking Checkout which automatically marks the order as paid with no immediate balance due

After an order is placed, you can click the View invoice tile to note the new balance due has been updated with the amount charged on the last placed order. In addition, the account ledger is updated with the details of the invoiced order. An option exists to generate a QR code that can be shown to the customer to view the order details on their own mobile device or print an invoice receipt with the Order Print tile

Note, you can press the Clear cart or Remove discount tile at anytime to remove the invoice charge from the Cart. The charge is only added to the customers invoice balance due after the order is placed and the financial status changes to Paid

View the customer's existing invoice by pressing the View invoice tile. Press Show details to view the NET30 terms, including the invoice origination date, due date, and status. If no previous transaction history exist, their summary details will indicate there is no open invoice or balance due.

Press the View invoice tile to view the customers existing invoice balance due (if it exists) prior to charging an invoice

Proceed with charging the invoice and completing the order by pressing Checkout

Press Charge to invoice to charge the purchase

A confirmation page will appear, affirming the order was created without any payment received. The invoice is now open and accessible through Shopwaive via the Smart Grid Tiles or the Shopwaive app

Press Checkout to complete the invoice charge and create a NET30 account

As shown below, once an invoice is charged, you can add the customer to an empty cart and press the View invoice tile at anytime to view their open invoice, balance due, transaction history, and NET30 terms.

Add customer to the cart to view their open invoice at anytime

View the post-purchase invoice by pressing the View invoice tile. Press Show details to view the NET30 terms, including the invoice origination date, due date, and status.

Invoicing and accounts receivable

View order details

You can press any transaction in a customer's account ledger to view the details of an order. You can generate a QR code the customer can scan with their mobile device or camera that will link them to the order status page with details of the transaction.

Generate an Order Status QR Code

Simply press the Order Status QR Code link at the top right on the Order details page to generate a QR Code that can be scanned for convenient viewing of the order details by your customer on their mobile device. For a paper copy of the invoice or order details, we recommend using Shopify's Order Print Smart Grid Tile to print hard copy receipts. You can also print an account record within the Shopwaive app by exporting all transactions to CSV.

View the details of an order. Generate a QR code for the customer to reference the details on their mobile device

Pay an invoice

Customers can pay down part of their invoice balance or pay in full. If a balance exists, the balance due is shown on the Invoice Smart Grid Tile from the Shopify POS cart page.

The subtotal invoice balance due is now $171.55, as shown on the Invoice tile

Option 1: Pay an invoice in Shopify POS

Simply press the Add custom sale tile and enter Invoice for the title. For the price, enter the amount the customer wishes to pay down or if they choose to pay in full enter the full invoice balance due. Choose to charge taxes (if applicable). The balance a customer owes on any given invoice always excludes the additional taxes due, so if taxable items were charged to the account previously you will charge taxes on the invoice payment received.

Pay an invoice from the Shopify POS cart by adding a custom sale titled "Invoice" with price set to the amount to be paid off

Option 2: Pay an invoice from the Shopify Admin

Create a draft order and add the customer to the order by searching for them by email. Click Add custom item and title it Invoice. Set the price equal to the amount to be paid toward the invoice balance, or if the NET30 full balance is due or past due, enter the full invoice balance amount. Check to add taxes to the custom item, since the invoice balance is always before taxes and the customer will need to pay taxes on the goods at the time the invoice payment is received.

Create an invoice payment with a draft order in the Shopify admin

What happens when an invoice is Paid in full?

When an invoice is paid in full, the invoice is closed out and NET30 terms are reset. Pressing the View invoice tile of the customer will show the invoice payment transaction and a badge indicating the order that closed out the invoice. As before, a QR code can be shown to the customer as a digital receipt and the Order Print tile can be used to print a hard copy receipt of the transactional details

Define an Admin pin and set invoice limits

If you'd like to place tighter controls on your invoicing accounts such that reaching a maximum invoice balance will prevent further charges to the account, you can do so from within the Shopwaive app settings. Then, just add the Shopwaive Admin Smart Grid Tile to your Shopify POS cart. When a customer's invoice balance exceeds the Admin max invoice balance defined, the customer's purchasing power is reduced. If an active cart session prior to purchase would cause the invoice balance to exceed the threshold, then the customer is only allotted the lesser of the total amount due or the difference of the max balance and their current balance.

Create an Admin pin and define a max invoice charge balance from within the Shopwaive app

Take for example, if the maximum invoice balance is set by an Admin as $1000 USD, a customer's current invoice balance is $500 USD accumulated from previous purchases, and the customer's new cart total at checkout is $1200 USD, then the customer will only be able to charge an additional $500 USD toward the open invoice, whereas they will need to use a conventional (i.e. CC) form of payment or cash to cover the remaining $700 USD due to complete the transaction.

In the example below, since the invoice limit was set by an Admin to be $1000 USD, the customer's purchasing power is maxed out at $1000 USD. If the customer had an existing balance of $200 USD, then only $800 USD would be available to charge. In the example below, a new form of payment such as credit card or cash is required to pay the remaining $141.70 due to complete the order.

In this example, the customer has no existing balance due, but the cart exceeds the invoice limit of $1000

In a similar example below, a customer has an existing invoice balance of $11.30 due and a cart subtotal of $1243.00. Since the max invoice balance is set to $1000 USD by the Admin from within the Shopwaive app settings, the customer has a reduced purchasing power of $988.70 charged to the account as shown. Without an admin override, the remaining cart due will require an alternative form of payment.

Net 30 customers have reduced purchasing power when invoice limits are enforced

Admin override of an invoice limit set

An admin or store manager can override the invoice limit set if needed. Press the Admin Smart Grid Tile and enter the Admin pin to temporarily lift the invoice limit.

Enter the Admin pin to lift an invoice limit restriction set within the Shopwaive app

After receiving the success message, close the dialog and remove only the customer from the cart to reset the invoice restriction in place. Once you add the customer back to the cart, you can proceed with the completing the invoice charge.

Invoice limits are lifted after an Admin enters their pin to override the cart restrictions

Refund an invoice

You may erroneously charge to a customers invoice or a customer may wish to return items that were previously charged. You can process a return and refund with Shopwaive's Shopify Flow for Invoicing Refunds using Shopify's native refund process.

To process refunds with Shopwaive Invoicing from Shopify POS follow these steps:

1. Save the Shopwaive Invoicing Refunds flow to your local drive and then import it into the Shopify Flow app. After importing, click Turn on flow

2. Begin a refund using Shopify's native refund process

3. Select the quantities your customer is returning for each line item

4. Select to Restock items if you wish items to be restocked

5. For Reason for return, add the keyword Invoice along with any other description you want to add for your own records. For instance, for Reason for return you could enter "Refund Invoice. Customer did not need items and can be restocked". Shopwaive uses the Invoice keyword to refund items associated with the return

6. For the Refund amount, enter 0.00. This is the amount you plan to refund to the original form of payment. Since we are crediting a charged invoice that is not associated with any other form of payment, we enter 0.00. Shopwaive will credit the customer's invoice based on quantities selected after discounts

7. If you would like to use Shopify's native Refund email template to notify your customer, you will need to edit the Refund notification with Shopwaive's Refund liquid template. Contact [e-mail] for help making changes to the Refund Notification template

(Optional) Manually adjust invoice balances

Manual adjustments to a customers invoice balance are not typically required, since the Charge to invoice and Invoice payment actions automatically synchronize with a customers invoice and balance due. However, if you need to make a manual adjustment you can in several ways, see below.

Option 1: Smart Grid Tiles

To increase a customers balance due, add the Refund tile. To decrease a customers balance due, add the Remove tile.

Option 2: Shopwaive app

To adjust a customers balance manually outside of Shopify POS, follow these steps:

• Within the Shopwaive app, import existing customer accounts using the Bulk import editor or search for your customer by email using the Customers dashboard. Click the customer in the list or click the ellipsis to View account. Teams can also use the Shopwaive API to make account changes
• Make edits to your customer available balance, notes, or send an email notification. Once you make edits to a customer account, if an account does not already exists a Shopwaive credit account is automatically created.