The Invoices page lists all invoices for your facility: monthly rent, admin fees, deposits, late fees, manual invoices. This is the place to view and filter invoices by status, open an invoice to see its applied payments, create a manual invoice for a one-off service, or issue a refund.
Who this article is for
Viewing invoices is available to all roles. Creating a manual invoice and issuing refunds require the Owner or Manager role. If a button is greyed out or missing, ask an Owner on your team.
View the invoices list
Step 1.
From the left menu, click Invoices.
Step 2.
Four tabs are available above the list: All, Open (issued, awaiting payment, including a pre-authorized debit in progress), Overdue (past due date, unpaid), and Paid (settled in full). Use the Search invoices... field to filter by invoice number or customer.
The list shows each invoice's customer (with the unit number below), amount, status, creation date, and reference number (with a Late fee or Manual tag when applicable).
Open an invoice
Step 1.
Click an invoice in the list to open its detail page.
The detail page shows the invoice number as the title (for example 2X8M46P0-0008), a Recent activity section with the history of actions applied, a Summary section with the amount, taxes, and total, a Payments section with applied payments (card, pre-authorized debit, offline), a Customer section, an Information section (dates, status), and a Related rental section linking back to the booking that generated the invoice. A Refund button appears only for Paid invoices.
Download the PDF or resend the receipt
Step 1.
On the invoice detail page, click Download PDF to get a PDF copy of the invoice.
Step 2.
For an already-paid invoice, the Send receipt button resends the payment receipt email to the customer, for example if they misplaced it. The recipient (the customer's email address) is shown in the confirmation dialog before sending.
Create a manual invoice
To bill a one-off, off-cycle service (lock cut, cleaning fee, lost key):
Step 1.
Click New Invoice at the top right.
Step 2.
Choose the customer, the related rental if applicable, and add line items and taxes.
Step 3.
Save or finalize.
For the full walkthrough, see the Manual invoices article.
Record an offline payment
When a customer pays outside Stripe, for example by cash, cheque, Interac, debit, or bank transfer, Stortech cannot confirm that payment automatically. Open the invoice, use Change status, choose Paid or Partially paid, then select the method actually used. For the full walkthrough, see Record an offline payment on an invoice.
Issue a refund
Step 1.
Open the invoice detail page.
Step 2.
Click Refund.
Step 3.
Confirm the amount and reason.
The refund is issued via Stripe back to the original payment method. The Refund button triggers a real Stripe refund on your connected account. It is not a draft — confirm with your customer before clicking.
What happens automatically
For a rental whose start date is in the future, no invoice is generated before that start date: the first invoice appears automatically on the Invoices page once the start date is reached.
When an invoice is created, it is recorded and synced with Stripe based on the payment method, and an invoice email is sent to the customer if the template is active.
On a successful payment (card or pre-authorized debit), the status moves to Paid, a receipt email is sent to the customer, and gate access is restored if the rental was suspended for now-resolved delinquency.
On a failed payment, the invoice stays Open, and automatic protection may be applied to the rental to avoid a Stripe cancellation before the end of the legal period.
On a refund, the balance is returned via Stripe to the original method (card or pre-authorized debit). The invoice status may move to Refunded, or stay Paid with a partial refund attached.
Statuses and important fields
Item | Meaning |
All | All invoices for the facility. |
Open | Issued, awaiting payment (a pre-authorized debit may be in progress). |
Overdue | Past due date and unpaid. |
Paid | Settled in full. |
Recent activity | History of the invoice: creation, payments, refunds. |
Payments | List of payments actually applied. |
Related rental | Link to the booking that generated the invoice. |
Common issues
The invoice is Open but the customer says they paid.
What to check: for a pre-authorized debit, confirmation takes 1 to 5 business days. For a card, does the invoice's Payments section show an applied payment?
What to do: if it's a recent pre-authorized debit, wait for confirmation. For a card, check the Stripe object and recent activity. See Failed or declined payment.
The invoice is Overdue but the customer is on a pre-authorized debit in progress.
What to check: does recent activity show a payment currently processing with Stripe?
What to do: wait for Stripe to confirm the payment (up to 5 business days) or refresh the page. If nothing after 5 days, contact support.
The Refund button doesn't appear on an invoice.
What to check: is the invoice marked Paid? Does your role allow refunds?
What to do: if the invoice isn't Paid yet, a refund isn't possible. If your role is Staff, ask an Owner or Manager.
A refund fails with a Stripe error.
What to check: does the Stripe Connect account have available funds? Has the invoice already been refunded?
What to do: check the balance on the Stripe dashboard. If funds are insufficient, the owner needs to top up before retrying. See Failed or declined payment.
An invoice amount looks wrong.
What to check: the invoice's line items and applied taxes before any refund.
What to do: if you need to adjust, create a manual credit invoice or a partial refund. Avoid creating a double payment.
An upcoming rental (future start date) has no invoice.
What to check: is the rental's start date really in the future? Check the rental's Summary tab.
What to do: this is normal behavior, no action needed. The first invoice is generated on the rental's start date, not before it's created; it will appear automatically on the Invoices page on that date.
Common questions
How do I see all unpaid invoices? — Select the Open or Overdue tab above the list.
How do I record a customer payment received by cash, cheque, Interac, or bank transfer? — Open the invoice, use Change status, then choose Paid or Partially paid with the offline payment method. See Record an offline payment on an invoice.
How do I create an invoice for a one-off service like a lock cut? — Click New Invoice at the top right, choose the customer, and add the line items. See also the Manual invoices article.
How do I refund an already-paid invoice? — Open the invoice and click Refund. The refund is issued via Stripe back to the original payment method.
How do I resend the receipt to a customer who misplaced it? — Open the paid invoice and click Send receipt. The recipient shown is the email address on file for the contact.
Why is an invoice still Open when the customer says they paid? — For a pre-authorized debit payment, confirmation takes 1 to 5 business days, which is normal. For a card, check the Payments section of the invoice and the recent activity.
Why doesn't the Refund button appear on an invoice? — Either the invoice isn't yet in Paid status, or your role doesn't allow refunds.
A rental whose start date is in the future has no invoice yet. Is that normal? — Yes. Stortech generates a rental's first invoice on its start date, not before. Until the start date arrives, the rental already exists in Stortech (you can view its details from Rentals) but no invoice will be visible on the Invoices page for it. The first invoice appears automatically once the start date is reached.