Invoicing Your Customers

Creating an Invoice

In GrownBy, you can create invoices or orders for customers. It is important to understand the difference between adding an invoice (which is not connected to Products) and an order (which has specific products attached to it). In most cases, placing an order for your customers is the best route so that you're tracking your sales and inventory.

You may need to issue an invoice for a variety of reasons, including if you are selling a product which is priced imprecisely and you need to adjust the pricing to the actual product they are receiving. You might choose to send an invoice for an unusual one-off product instead of creating a whole new product or buying option. To read more about invoices, have a look at this article. 

Important: Invoices that are independent of orders cannot be paid by EBT because of SNAP/EBT regulations. 

To create an invoice for your customer, go to the customer's page and scroll down to the Invoices section. Click "New Invoice" which will open this pop-up:

Enter the amount, a note, and click Create Invoice. The "Mark invoice as paid offline" box is helpful if someone has already given you a check or cash and you need to record the payment. Otherwise, an invoice will be created and emailed to a customer with a link for online payment. The invoice is due when you create it.

The invoice note appears on the invoice in the "Item" area where a product name would appear. It also appears on the invoice .csv exports.

Adjusting an Invoice

You can also adjust unpaid invoices, both manually created and ones associated with orders. This feature is meant to cover situations where a customer has paid you partially for a given invoice, you need to provide them a retroactive discount, etc. Only invoices which have not been paid-in-full can be adjusted. If an invoice has been paid-in-full, you will need to issue a refund instead. You can only adjust an invoice down, not increase it.

To adjust an invoice, go to your Invoices page and click on the "...", then on Adjust Invoice.

Note: The "(ADMIN) Change Payments" function in this screenshot can only be performed by GrownBy staff. 

A pop-up will appear: 

Enter the adjustment amount and a note for you and your customer to be able to reference in the future. This note will show on the invoice and in your invoice exports. The adjusted amount due will be shown where the invoice total is displayed.

Still have questions? We have answers. Email GrownBy support directly at support@grownby.app, or schedule a one-on-one call with one of our team members. A real human with farming experience will get back to you as soon as possible!

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