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NextInvoice FAQs

Generate, send, and reconcile invoices automatically with NextInvoice

Updated this week

We’re thrilled to have you onboard and can’t wait to hear what you think of this new feature. 🎉

General

How do I set up my workspace?

Step 1: Log In

  1. Open your web browser and navigate to the NextInvoice login page.

  2. Click the "Continue with Google" button.

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  3. Follow the prompts from Google to select your account and sign in.

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    You should now be on the main NextPay dashboard or a page prompting you to set up your organization.

Step 2: Set Up Your Organization

If this is your first time logging in, you'll likely need to set up your organization (which includes creating your first workspace).

  1. If prompted for Organization Setup, you'll see the first page of the setup form.

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  2. In the "Legal Name" field, enter your company's official registered name.

  3. In the "Display Name" field, enter the name you want to see displayed in NextPay (e.g., "My Business"). This is like the "Workspace Name".

  4. Click the "Next" or similar button to proceed to the next step

  5. Fill in the required contact and address information on the second page.

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  6. Click the "Submit", "Create", or "Finish" button.

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    The system will set up your organization and workspace. You will then be redirected to your new workspace dashboard.

How do I navigate my dashboard?

Step 1: Navigate to the Dashboard

  1. Make sure you are logged into your NextPay workspace.

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  2. Look for the main navigation menu (on the left side).

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  3. Find and click on the "Dashboard" or "Home" link in the navigation menu.

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    You are now viewing the main Dashboard for your workspace.

Step 2: Locate Your Wallet Balance

  1. Look for the "Wallet Balance" card at the top of your dashboard.

  2. Notice the current balance displayed in large numbers.

  3. Below the balance, you'll see a chart showing how your balance has changed over time.

    This section gives you a quick view of your available funds.

Step 3: View Money Movement Summary

  1. Find the "Money In" and "Money Out" cards on your dashboard.

  2. The "Money In" card (in green) shows the total amount received from customers.

  3. The "Money Out" card (in red) shows the total amount transferred out or spent.

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    These cards provide a summary of your cash flow.

Step 4: Check Your Recent Transactions

  1. Scroll down to find the "Recent Transactions" card.

  2. Review the list of transactions, which includes:

    • The date of each transaction

    • The amount (color-coded: green for money in, red for money out)

    • The type of transaction

  3. Look for the payment you recorded in the previous tutorial - it should appear in this list.

    The transactions list displays your most recent financial activities.

Step 5: Use Quick Action Buttons

  1. Return to the top of the dashboard.

  2. Notice the action buttons like "Create Invoice" and "Transfer Funds".

  3. These buttons provide quick access to common tasks.

  4. Click on the "Create Invoice" button to see how it takes you directly to the invoice creation form.

    These buttons help you quickly start common tasks without having to navigate through menus.

Are invoices now BIR-accredited?

No, invoices are not BIR-accredited. This means you will still need to manually map the invoices generated in the system to their BIR-accredited invoice booklets.

However, you may use the PDF copies of Paid Invoices from NextPay as supporting documents for BIR compliance purposes.

Team Access

How can I invite team members?

Both Owners and Admins can invite team members.

What member roles are available?

  • Owner: Has full access to all features and permissions.

  • Admin: Has extensive access but cannot delete the workspace or invoices.

  • Member: Has read-only access to most features, with limited management capabilities.

Which user roles can void invoices?

The user roles that can void invoices are Owners and Admins.

Directory

How do I navigate and manage my customer profiles?

⚠️ Prerequisites

  • Permissions to manage customers in your workspace

Accessing the Customers Section

  1. Log in to your NextPay account

  2. Navigate to the Customers section from the main navigation menu

  3. The Customer's dashboard displays all your existing customers in a list view

  4. Use the tabs at the top (All, Individual, Business) to filter by customer type

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Viewing Customer Details and Activity

  1. From the Customers list, click on a customer's name to view their full profile

  2. The customer profile page shows:

    • Contact information

    • Address details

    • Invoicing history

    • Payment records

    • Total outstanding balance

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How do I add a new customer?

⚠️ Prerequisites

  • Permissions to manage customers in your workspace

  • Adding customers is easier than you think — here are 3 ways to do it.

Adding a New Customer Manually

  1. On the Customers page, click the + Add New Customer button in the top-right corner

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  2. In the "Create Customer" dialog:

    • Select the customer Type: Individual or Business

    • For Individual customers:

      • Enter their First Name and Last Name

    • For Business customers:

      • Enter the Business Name

    • Enter their Email address (required)

    • Optionally add their Phone Number

    • Toggle the Add Address switch to show address fields if needed

    • Fill in the address fields as necessary

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Adding Customers During Invoice Creation

  1. Start creating a new invoice

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  2. In the customer selection step, click + Add New Customer

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  3. Fill in the customer details as described below

  4. After saving, the new customer will be automatically selected for the invoice

Importing Multiple Customers

  1. From the Customers page, click the Upload or Import Customers button

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  2. Download the provided template CSV file

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  3. Fill in the customer data following the template format

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  4. Upload the completed CSV file

  5. Review any validation errors or warnings

  6. Confirm the import to add all valid customers to your database

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How do I edit and delete my customer information?

⚠️ Prerequisites

  • Permissions to manage customers in your workspace

Editing Customer Information

  1. In the Customers list, find the customer you want to edit

  2. Click the three-dot menu (⋮) at the end of the customer's row

  3. Select Edit from the dropdown menu

  4. In the "Edit Customer" dialog:

    • Update any customer details as needed

    • Toggle the address section if you need to edit address information

  5. Click Save Changes to update the customer profile

Deleting a Customer

  1. In the Customers list, find the customer you want to delete

  2. Click the three-dot menu (⋮) at the end of the row

  3. Select Delete from the dropdown menu

⚠️ You cannot delete customers who have associated invoices or payments.

Is there a way to troubleshoot duplicate/errors for my customers?

  • Duplicate Customers: If you try to create a customer with an email that's already in use, you'll receive a notification that the email already exists

  • Import Errors: When performing a bulk import, check the validation results carefully for any formatting issues or missing required fields

Manage Invoices

How do I create an invoice?

Step 1: Navigate to Invoices

  1. In the main navigation menu, find and click on the "Invoices" or "Receivables" link.

Step 2: Start a New Invoice

  1. Look for a button like "+ New Invoice" or "Create Invoice". Click it.

The invoice creation form will open.

Step 3: Add Your First Customer (within the Invoice)

Now you need to specify who the invoice is for. Since this is your first one, you'll add the customer here.

  1. Find the field labeled "Customer" or "Bill To".

  2. Click on the field. You might see a search box or dropdown.

  3. Since "Client A" doesn't exist yet, look for and click an option like "+ Add New Customer" or similar within the customer selection area.

  4. A small form or panel will appear. Select the "Type" as "Business" (if prompted).

  5. Fill in the essential fields:

    • Business Name: Enter Client A.

    • Email: Enter the customer's primary business email address (e.g., [email protected]).

  6. Click the "Save" or "Create Customer" button within this mini-form.

  7. "Client A" should now be automatically selected in the invoice's "Customer" field.

Step 4: Add a Line Item

Line items describe what you are charging for.

  1. Look for a section labeled "Line Items" or "Items".

  2. Click a button like "Add Line Item" or "+ Add Item".

  3. Fill in the details for the item:

    • Description: Briefly describe the service or product (e.g., "Consulting Services").

    • Quantity: Enter 1.

    • Price: Enter the amount for this item (e.g., 500).

    The total amount should update automatically.

  4. Click “Next” and set the Payment Details

Step 5: Save Your First Invoice

  1. Review the invoice details.

  2. Find and click the "Save as Draft" or "Save" button. (Don't worry about sending it yet).

    You should see a confirmation message that the invoice was saved. It will likely appear in the list on the Invoices page, probably with a "Draft" status.

How can I set up payment reminders for overdue invoices?

⚠️ Prerequisites

  • At least one sent invoice with "Unpaid" or "Partially Paid" status that is due or overdue

Identifying Invoices That Need Reminders

  1. Navigate to the Invoices section from the main navigation menu

  2. Use the Open or Overdue tabs at the top to filter your invoices

  3. Look for invoices with the following status badges:

    • Due this week (orange badge): Invoices due within the next 7 days

    • Due today (red badge): Invoices due today

    • Overdue (black badge): Invoices past their due date

    • Partially Paid (amber badge): Invoices with partial payment but still have a balance due

Sending a Manual Reminder for an Individual Invoice

  1. From the filtered invoice list, click on the specific invoice you want to send a reminder for

  2. In the invoice details view, look for the Actions button or dropdown

  3. Select Send Payment Reminder from the available options

  4. Click Send Reminder to dispatch the email

Understanding Reminder Escalation

NextPay automatically manages the escalation of payment reminders:

  1. First Reminder - Sent on the due date with subject "Payment Reminder: Invoice Due Today"

  2. Second Reminder - Sent 5 days after the due date with subject "Payment Overdue: Invoice #XYZ"

  3. Third Reminder - Sent 12 days after the due date with subject "Urgent: Outstanding Payment"

  4. Final Reminders - Sent after the third reminder with subject indicating days overdue

Each reminder has increasingly urgent language appropriate to how long the payment has been delayed.

Tracking Reminder History

To view the history of reminders sent for an invoice:

  1. Open the specific invoice details page

  2. Scroll down to find the Messages or Communication section

  3. Here you'll see a list of all reminders sent for this invoice, including:

    • The date and time each reminder was sent

    • Which reminder in the sequence was it (e.g., "Reminder Email #1")

    • The email subject line used

Troubleshooting

  • Can't Send Reminder: Rem©inders can only be sent for invoices in "Unpaid" or "Partially Paid" status

  • Customer Claims No Receipt: Check the customer's email address in their profile and verify that reminders show as "Sent" in the communication history

How do I create and apply payment terms to my invoices?

Understanding Available Payment Terms

NextPay provides several standard payment term options:

  1. Due on Receipt: Payment is due immediately when the invoice is received

  2. Net 30: Payment is due 30 days from the invoice date

  3. Net 60: Payment is due 60 days from the invoice date

  4. Net 90: Payment is due 90 days from the invoice date

Applying Payment Terms When Creating an Invoice

  1. Start creating a new invoice by navigating to Invoices > Create Invoice

  2. Fill in the customer and line item details

  3. In the Payment Details section of the invoice form, you can:

    • Set the Invoice Date using the date picker

    • Find the Due Date selector next to the invoice date

    • Click on it to open the payment terms dropdown

    • Select one of the standard terms (Due on Receipt, Net 30, Net 60, Net 90)

    • The system will automatically calculate and display the actual due date.

  4. Continue filling out the invoice and proceed to the Review and Send step

  5. Verify the payment terms in the Invoice Details section, where it shows "Payment Due By:"

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Adding a Custom Due Date

If you need a due date that doesn't match the standard terms:

  1. When creating or editing an invoice, go to the Payment Details section

  2. Instead of selecting a standard term, click the Pick a custom due date button

  3. Use the calendar to select any date after the invoice date

  4. The selected date will become the payment due date for this invoice

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Viewing Due Date Status on Invoices

The system automatically tracks due dates and shows status indicators:

  1. Navigate to the Invoices section to see your list of invoices

  2. Look for the status badges next to each invoice:

    • Not due yet: Invoice due date is more than 7 days away

    • Due this week: Invoice is due within the next 7 days (orange badge)

    • Due today: Invoice is due today (red badge)

    • Overdue: Invoice due date has passed (black badge)

How do I finalize and send my invoice?

Step 1: Find Your Draft Invoice

  1. Make sure you are logged into your NextPay workspace.

  2. Navigate to the "Invoices" section and locate the invoice you created previously (for "Client A"). It should have a status of "Draft".

  3. Click on the invoice row to open its detailed view.

Step 2: Review the Invoice

  1. Quickly look over the invoice details: Customer name, line items, amounts, and dates. Ensure everything looks correct.

  2. You can check different aspects of the invoice by clicking on the tabs labeled "Line Items", "Payment Methods", "Notifications", "Payment History", and "Audit Logs".

Step 3: View Payment Methods

  1. Click on the "Payment Methods" tab.

  2. Notice that NextPay will automatically generate payment options for this invoice when you finalize it.

  3. These payment details will be visible to your customer when they receive the invoice.

Step 4: Finalize and Send the Invoice

  1. With your draft invoice open, locate the "Finalize and Send Today" or "Finalize and Send on [Date]" button in the top-right corner of the page.

  2. Click the "Finalize and Send Today" button.

  3. Wait for the process to complete. You'll see a success message stating "Invoice scheduled to be sent on issue date".

Step 5: Confirm the Invoice Was Sent

  1. Check the "Notifications" tab to see communication related to this invoice.

  2. You should see a record of the email being sent to your customer.

  3. The system automatically sends the invoice to the email address you specified.

Step 6: Download a Copy (Optional)

You may want to download a copy of the finalized invoice for your records.

  1. Now that the invoice is finalized, look for the "Download Invoice" button in the top-right corner of the page.

  2. Click the "Download Invoice" button.

  3. The invoice PDF will download to your computer.

Step 7: Send a Reminder (Optional)

If some time has passed and your customer hasn't paid yet, you can send a reminder:

  1. Open the invoice again from the Invoices list.

  2. If the invoice status is "Unpaid" or "Partially Paid", you'll see a "Send Reminder" button with a mail icon.

  3. Click the "Send Reminder" button to send a payment reminder to your customer.

Can we delete invoices?

  • No deletion of Sent invoices is allowed. We understand that an invoice might be wrongfully encoded. If this is so, please set the Invoice status to Void

Can we unvoid/un-cancel invoices?

⚠️ Only Owners and Admins can void invoices

  • No, users cannot unvoid or un-cancel invoices. Once an invoice is marked as voided, it remains voided.

Get Started

Invoice Payments

How do I withdraw payments?

You can withdraw funds by creating a payout. Simply click send payouts and fill in all the details under the payout details.

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What are the cases when an invoice is uncollectible?

This is up to customers’ receivables management policies. Typically, an invoice might be deemed uncollectible due to factors like prolonged overdue status, customer bankruptcy, or other business-specific criteria.

Can my customers pay the invoice via OTC/bill payments?

No, unfortunately, banks do not accept interbank transfers. Should customers make an invoice payment, we advise using mobile banking/online transfers via QRPH provided or the merchant’s NetBank account number.

This goes the same for other digital banks & e-wallets. Banks do not accept OTC/bill payments for these; they should be online transfers.

What happens when the invoice is overdue?

The platform automatically follows a three-step reminder sequence to help customers collect payments on time:

  1. ⁠Due-Date Reminder

    • ⁠Sent on the invoice’s due date (or three hours later if the invoice is issued and due the same day).

    • Purpose: a polite nudge that payment is now due.

  2. First Follow-Up

    • Sent 5 days after the due-date reminder.

    • ⁠⁠Purpose: a friendly check-in for invoices that remain unpaid.

  3. Final Follow-Up

    • ⁠ ⁠Sent 12 days after the first follow-up (17 days after the original due date in total).

    • ⁠ ⁠Purpose: a last gentle reminder before you consider additional collection steps.

After the third reminder, no further automated emails are sent for that invoice.

How do I handle partial payments and payment allocations?

⚠️ Prerequisites

  • At least one sent invoice with "Unpaid" status

Recording a Partial Payment for a Specific Invoice

  1. Navigate to the Invoices section from the main navigation menu

  2. Find and select the invoice you wish to record a partial payment for

  3. In the invoice details page, locate and click on the Payments tab

  4. Click the Adjust Payments button (with the plus icon) in the "Payment Records" card header

  5. In the "Add Payment Record" dialog:

    • Enter the partial amount received in the Amount field

    • Select Manual Reconciliation from the Type dropdown

    • Keep Credit selected for the Kind field

    • Set the appropriate Payment Date using the date picker

  6. Click Submit to record the payment

The invoice status will automatically update to Partially Paid and appear with an amber/yellow badge.

Viewing Pending Allocations

If a customer makes a payment that hasn't been allocated to specific invoices:

  1. Navigate to the Payments section from the main navigation

  2. Look for payments with a Pending Allocation status (displayed with a yellow badge)

  3. The system shows the total unallocated amount in a highlighted yellow section at the top of the payments list

Allocating Unallocated Payments

When you have unallocated payments from a customer:

  1. Select the payment with the Pending Allocation status

  2. Click on Payment Details from the dropdown menu

  3. In the allocation view:

    • See the customer's open invoices

    • Enter the amount to allocate to each invoice

    • The system will show the remaining unallocated amount

  4. Click Apply Allocations to confirm the allocationTroubleshooting

Troubleshooting

  • Overpayment: If a customer pays more than the invoice amount, the extra amount will be tracked as an unallocated balance for future use

  • Misallocated Payment: If you need to adjust a payment allocation, look for options to reverse or edit the allocation in the payment details view

How do I record payments?

Step 1: Find Your Sent Invoice

  1. Make sure you are logged into your NextPay workspace.

  2. Navigate to the "Invoices" section using the main navigation menu.

  3. Locate the invoice you sent previously. Its status should be "Unpaid" or. "Overdue".

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  4. Click on the invoice row to open its detailed view.

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    You are now viewing the sent invoice.

Step 2: Navigate to Payment Records

  1. In the invoice details page, find the tabs at the bottom of the screen.

  2. Click on the "Payments" tab (it has a credit card icon).

    You should now see the "Payment Records" card, which likely shows "No data" if no payments have been recorded yet.

Step 3: Initiate Payment Recording

  1. In the "Payment Records" card header, look for the "Adjust Payments" button (it has a plus icon).

  2. Click this button to open the payment recording dialog.

A dialog titled "Add Payment Record" will appear with a form for entering payment details.

Step 4: Enter Payment Details

  1. Amount: Enter the exact amount received. For example, if the invoice was for ₱500, enter 500 in the Amount field.

  2. Type: Select "Manual Reconciliation" from the dropdown.

  3. Kind: Keep "Credit" selected, as you're recording money received.

  4. Payment Date: By default, this is set to today's date. You can adjust it if the payment was received on a different date.

All required fields are now filled in.

Step 5: Confirm Payment Recording

  1. Review the payment details you entered.

  2. Click the "Submit" button at the bottom of the form.

The dialog will close, and you'll see a success notification stating "Payment added successfully". The Payment Records table will update to show the new payment entry.

Step 6: Observe Invoice Status Change

  1. Look at the invoice's status at the top of the page. It should now show "Paid" (if you entered the full amount) or "Partially Paid" (if you entered a lesser amount).

  2. Notice that the payment you just recorded appears in the Payment Records table with the date, amount, and type.

The system has now updated the invoice status based on the payment you recorded.

Step 7: Return to the Invoices List

  1. Click the "Back" or "Invoices" button to return to the main Invoices list.

  2. Observe that the status of the invoice in the list has also been updated to "Paid" or "Partially Paid".

The payment status is now visible from the main invoice list view.

Pricing

What are the invoice transaction fees?

  • 1% of the payment collection amount, minimum of PHP20 and maximum of PHP500. It is also shown in the tooltip of invoice creation

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Others

How can I export reports?

Exporting Invoice Data as CSV

  1. Navigate to the Invoices section from the main navigation menu

  2. Use the filters and tabs to narrow down the invoices you want to export:

    • Use the tabs at the top (All, Open, Overdue, Not due yet, Paid) to filter by status

    • Use the search box to find specific invoices by customer name or reference number

  3. To export specific invoices, check the boxes next to the invoices you want to include

  4. Click the Export selected button in the top action bar

  5. The system will automatically generate and download a CSV file with your selected invoices

Alternatively, to export all filtered invoices:

  1. Apply the desired filters as described above

  2. Click the Export all button (or use the dropdown next to Export selected)

  3. The system will download a CSV file containing all invoices in your current filtered view

Downloading Individual Invoice PDFs

To download a PDF copy of a specific invoice:

  1. Navigate to the Invoices section

  2. Click on the invoice you want to download to view its details

  3. In the invoice details page, click the Download Invoice button

  4. The PDF will automatically download to your computer with a filename that includes the invoice number and status

For a customer portal invoice:

  1. Navigate to the invoice in the customer portal view

  2. Click on the three-dot menu (⋮) next to the invoice

  3. Select Download PDF from the dropdown menu

Using Downloaded Data in Accounting Systems

  1. Open your accounting software (e.g., QuickBooks, Xero, etc.)

  2. Look for an import or data upload option (typically under a "File" or "Import" menu)

  3. Select the CSV file you exported from NextPay

  4. Map the CSV columns to the appropriate fields in your accounting system:

    • Invoice ID/Number

    • Customer name

    • Date

    • Amount

    • Status

  5. Complete the import process according to your accounting software's instructions

Troubleshooting

  • CSV Format Issues: If your accounting software has trouble reading the CSV, try opening it in Excel or Google Sheets first, then save it in a compatible format

  • Missing Data: Ensure you've applied the correct filters before exporting to include all relevant data

  • PDF Download Errors: If the PDF download fails, try refreshing the page or checking your internet connection.

Is there a way to merge or transfer data from NextInvoice (Legacy) platform to NextInvoice web invoicing platform?

  • Only the list of merchants' customers (via export in nextpay.world and import customers in NextInvoice Platform)

What is the difference between NextInvoice Legacy (old)) and NextInvoice?

The main differences with the new and improved NextInvoice are:

  • Better reconciliation of invoices and their payments

  • Partial payments

  • Recurring payments (customer opt-in)

  • Invoices will already have QR codes to encourage easy payment

Feature

NextInvoice (Recommended)

NextInvoice Legacy (Old)

Primary Use Case

Actively collect payments from customers through a professional, feature-rich invoicing system.

Track receivables and manage cash flow by creating a record of invoices. It cannot be used to receive payments.

Payment Acceptance

Yes. Customers can pay you directly through the invoice using various methods.

No. This feature was discontinued on January 15, 2024. This tool is for tracking purposes only.

Payment Methods

Multiple options supported, including QRPH, e-wallets (GCash, Maya, GrabPay), and bank transfers.

Not applicable.

Automated Reminders

Yes. Set up automatic follow-ups to remind customers of upcoming or overdue payments.

No. All tracking and follow-ups must be done manually.

Branding & Customization

Yes. You can add your company logo and customize the look and feel of your invoices for a professional appearance.

No. Basic invoice generation with no customization options.

Real-time Status Tracking

Yes. Track invoice status automatically from "Sent" to "Viewed" to "Paid."

No. Status must be updated manually by the user.

Best For

Businesses of all sizes that need an efficient and automated system to bill clients and get paid faster.

Users who need a simple, internal ledger to keep track of money owed to them without needing direct payment collection.

Get Started

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