Invoices are the financial heart of your Stortech facility. They represent charges to customers for rental fees, deposits, late fees, and other services.
What is an Invoice?
An invoice is a bill sent to a customer requesting payment. In Stortech, invoices are used for monthly rental charges, pro-rated first month charges, deposits, late fees, and insurance.
Accessing Invoices
To view invoices, log in to Stortech, select your facility, and click Invoices in the left sidebar under Billing. You can also access invoices from the Dashboard (Invoices to Collect widget), from Contacts (customer invoice history), or from Subscriptions (booking-related invoices).
Invoice Statuses
Draft - Invoice created but not yet finalized or sent. Can still be edited or deleted. Will become Open when finalized.
Open - Invoice has been created and sent. Payment has not been received yet, but the due date has not passed.
Paid - Payment has been successfully received. Invoice is fully settled. No further action needed.
Overdue - Due date has passed and payment has not been received. Immediate action required. Contact customer and consider applying late fees.
Payment Collection Workflows
For Online Bookings (Stripe): Invoice is created automatically. Stripe charges the customer's card on file. If successful, invoice is marked Paid. If failed, Stripe retries 3 times over 2 weeks. Your action: monitor failed payments in the dashboard.
For Offline Bookings (Cash/Check): Invoice is created. Customer pays via cash, check, or bank transfer. You verify payment and manually mark the invoice as Paid. Always record payment method and date for accounting purposes.
How to Mark an Invoice as Paid
Open the invoice detail page, click Mark as Paid, enter the payment date, select the payment method (Cash, Check, Bank Transfer), add notes if needed, and click Confirm.
Managing Overdue Invoices
Day 1: Send friendly payment reminder email with invoice PDF and payment link.
Day 3-5: Follow up with phone call and verify customer received invoice.
Day 7: Apply late fee if configured and send formal overdue notice.
Day 14: Send final notice and consider restricting unit access.
Day 30+: Consult legal counsel if needed.
Common Questions
Why does my invoice show no due date? Some invoices like paid invoices, deposit invoices, or Stripe automatic payment invoices may not have due dates.
Can I edit an invoice after it is created? No, invoices are immutable financial records. To correct, issue a credit note or create a new invoice.
Can customers view their invoices? Yes, customers with online bookings can log into the customer portal to view invoices, download PDFs, and make payments.