Introduction

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

Create order (Draft) → Add agents as lines → Activate order → Billing runs → invoice created → Send / edit / mark paid

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.

  • 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.

FieldWhat it means
Billing dayDay of the month billing runs (1–31).
Payment due daysDays after invoice date until payment is due (default 30).
Order start dateWhen the subscription begins.
Order has no end dateKeep ON for ongoing subscriptions. Turn OFF to set an end date or term.
Invoice email to customerAuto-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.

  • 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.

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.

What you can do with an invoice

ActionDescription
Send EmailEmail the invoice PDF to the customer (needs Settings → Email).
DownloadGet a PDF copy for your records.
Edit InvoiceAdjust lines, taxes, or dates — unpaid invoices only.
Mark as paidRecord payment and release any pending wallet credits.
Record PaymentLog bank transfer, cash, check, etc. with amount and reference.
Generate Payment LinkStripe checkout link (needs Stripe connected).

Paid invoices are locked. Once marked paid, an invoice cannot be edited. Double-check line items on unpaid invoices using Edit Invoice before confirming payment.

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: Credits & Wallets

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

Related: Subscription Pricing · Credits & Wallets · Billable Metrics