Invoices and CloudPay

Cloudflow finance workflows connect services, charges, invoices, payment collection, refunds, payouts, and commissions.

Invoices

Invoices can be created from services or quick-created where enabled. They can include charge line items, customer details, payment status, and links to public invoice pages.

Split Invoices

When generating an invoice from a service, turn on Split invoice to divide the service's charges across more than one invoice. Each invoice includes only the charges allocated to it, and the invoice number can carry an identifier such as "Split". Commissions follow the split: each commission is calculated once from the charges on the invoice, so splitting does not duplicate commission.

Deleting an Invoice

Unpaid invoices can be deleted from the invoice page or the invoices list. Paid invoices cannot be deleted. After a deletion, the service's payment status is recalculated from its remaining invoices, so the service does not stay marked as invoiced or paid because of an invoice that no longer exists.

Invoice Watermark

In Settings, under Invoices, turn on Invoice watermark to show a watermark on invoices. Choose one shared wording for everyone, or set the wording separately for each parent customer, including turning it on or off per parent account. Children of a parent customer use that parent's setting. Reset the watermark settings at any time to return to the defaults.

CloudPay

CloudPay uses Stripe-powered payment flows for online payment links, saved customer cards, refunds, payout summaries, and terminal-style payment actions where configured.

Customer Payment Methods

Customers can store payment methods when supported by the organization’s payment setup. Card request links can be sent to collect payment details securely.

Reconciliation

Use invoice and CloudPay views to reconcile invoice status, payment URLs, refunds, payouts, commissions, and related service activity.

Reconciling Invoices From a File

On the Invoices page, click Reconcile to update payment statuses in bulk from a CSV or Excel file, such as a remittance report. Use Download Template for the format.

• Each row needs an Invoice Number or Service Identifier, a Status, and a Payment Amount.
• The payment amount is checked against the invoice total before any status changes. Rows with a missing, invalid, or mismatched amount are not reconciled.
• Results are grouped as Updated (status changed), Confirmed (already matched), and Failed. You can export each group as CSV or view those invoices in the invoices table.
• Large files keep processing if you close the dialog. The Reconcile button shows progress.

To also move services forward, open Settings, then Invoices, and choose a Paid reconciliation service status. After an invoice is paid and reconciled, its service moves to that status. If the service has another linked invoice that is not paid, it is left alone.