Orders & Invoicing
An order is the contract between you and a customer — which agents they use, when billing runs, and how they pay. Invoices are generated automatically from active orders. You don't create invoices manually; Paygent creates them when billing runs.
How it flows
Before you start
Make sure you have:
- At least one Customer with a billing address
- Agents with pricing configured (and optional plans)
- Optional: Settings → Taxes, Settings → Email, Settings → Integrations (Stripe for payment links)
Part 1 — Create an order
Sidebar → Orders → Create Order. The wizard has three steps.
Step 1 — Order Info
Pick the customer, optionally a billing contact, and give the order a name. The order name is for your team — customers see it on invoices too.
Order Info
Orders → Create Order — Step 1 of 3
- Customer — required. Billing address comes from the customer record.
- Contact (optional) — who receives invoice emails. Use Add Contact if none exist yet.
- Order name — required (e.g. “Acme Corp — Annual Support”).
Step 2 — Order details
Set when billing runs, how long the order lasts, and whether to email invoices automatically.
Order details
Step 2 — billing schedule, payment terms, and invoice email settings
| Field | What it means |
|---|---|
| Billing day | Day of the month billing runs (1–31). |
| Payment due days | Days after invoice date until payment is due (default 30). |
| Order start date | When the subscription begins. |
| Order has no end date | Keep ON for ongoing subscriptions. Turn OFF to set an end date or term. |
| Invoice email to customer | Auto-send on billing: off, invoice only, or invoice + Stripe payment link. |
| Taxes (optional) | Customer tax defaults apply automatically when available. |
Step 3 — Lines
Add the agents this customer is subscribing to. Each line is one agent (product). You can pick a billing plan or use default agent pricing.
Lines
Support Agent
Billing Plan: Standard · Pro Plan
Step 3 — add agents as order lines, then click Done
- Click ADD LINE → search agents → Add N Agent(s)
- Per line: choose Billing Plan (Standard / Custom) or “No plan (use default pricing)”
- If the agent includes credit benefits on platform fee, configure Prepaid wallet settings (rollover, overage) on this step
- Click Done — order saves as Draft
Part 2 — Activate the order
Draft orders don't bill. Open the order you just created and click Activate:
Status
DraftNew orders start as Draft. Open the order and click Activate so billing can run and generate invoices.
Orders → [your order] → Details panel
You can Edit a draft order anytime. Once active, use Deactivate to pause billing. The order detail page also has an Invoices tab showing invoices for that customer.
Part 3 — Invoices (automatic)
When billing runs on an active order, Paygent creates an invoice with line items from usage, platform fees, seat fees, and taxes. Find invoices under sidebar Invoices or on the order's Invoices tab.
Invoice actions
Invoices are created automatically when billing runs on active orders. You manage them from Invoices — send, edit (unpaid only), download, or mark as paid.
Invoices → [invoice number]
What you can do with an invoice
Send Email
Email the invoice PDF to the customer (needs Settings → Email).
Download
Get a PDF copy for your records.
Edit Invoice
Adjust lines, taxes, or dates — unpaid invoices only.
Mark as paid
Record payment and release any pending wallet credits.
Record Payment
Log bank transfer, cash, check, etc. with amount and reference.
Generate Payment Link
Stripe checkout link (needs Stripe connected).
Paid invoices are locked
Editing an unpaid invoice
Open the invoice → Edit Invoice. You can update:
- Invoice date, due date, contract ID, invoice number
- Customer name, GSTIN, billing address, place of supply
- Line items — description, period, quantity, rate, HSN/SAC
- Tax lines and payment terms / notes
Orders with credit wallets
If an order line includes agents with credit benefits (bundled credits on platform fee), configure wallet settings on the Lines step. When an invoice is generated, credits post as pending. When you Mark as paid, they move to the customer's available balance.
Full wallet guide:
Example: onboarding a new customer
- 1. Create customer “Acme Corp” with billing address in Customers.
- 2. Orders → Create Order → pick Acme, name “Acme — Support Agent Annual”.
- 3. Set billing day 1st, payment due 30 days, start today, no end date.
- 4. Add line: Support Agent, Pro Plan. Click Done.
- 5. Open order → Activate.
- 6. After billing runs → Invoices → open invoice → Send Email or Mark as paid.
Checklist
Customer exists with billing address
Order created (3 steps) with at least one agent line
Order activated
Invoice appeared after billing cycle
Invoice sent or marked paid
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