Falaah Falaah AI

Customer Invoices

Create, send, and track customer invoices. Real-time status tracking, email delivery with PDF attachments and a payment link, automated reminders, and recurring templates.

Customer Invoices are the accounts-receivable side of Finance, the order-to-cash screen. They capture what customers owe you, send branded email notifications with a PDF attachment and a secure payment link, track delivery and payment, and let you recover overdue balances through a reminder workflow. Paired with Recurring Invoices, AR Aging, and the Funds module, Customer Invoicing gives your team a single view of every incoming dollar.

How Customer Invoicing Fits Together

Draft Invoice → Send (email + PDF + payment link) → Viewed → Paid (in full or partial) → Reconciled
                                                  ↓
                                                Overdue → AR Aging reminders
Surface What It Does
Customer Invoices The outbox of customer obligations: draft, sent, viewed, partial paid, paid, overdue, void
Recurring Invoices Templates that auto-generate invoices on a monthly / quarterly / annual cadence
AR Aging & Collections Overdue-invoice queue, per-customer collection score, reminder ladder

Customer Invoices

Viewing Invoices

  1. Navigate to Finance → Customer Invoices (/invoicing)
  2. The invoice list shows every outgoing invoice with status, customer, amount, issue date, due date, and collection score
  3. Filter by status: draft, sent, viewed, partial_paid, paid, overdue, void
  4. Click a row to open the invoice detail

Invoice Statuses

Status Meaning
draft Created but not yet sent. No email dispatched; not visible to the customer
sent Emailed to the customer with the PDF attachment and payment link; awaiting payment
viewed Customer opened the invoice email or downloaded the attached PDF
partial_paid One or more payments applied, but amount_due is still above zero
paid Fully paid; amount_due is zero
overdue Past its due_date and not yet paid or void (derived, not stored)
void Cancelled with a reason; the invoice’s payment link stops working

Creating an Invoice

  1. From Customer Invoices, click New Invoice (or press N)
  2. Pick a customer:
    • Start typing in the Customer picker; matching CRM people appear
    • Or type a name + email to bill an ad-hoc customer not yet in the CRM
  3. Nonprofit tenants only: pick an optional Fund to tag this AR line for Fund-level reporting
  4. Set Issue Date and Due Date (defaults to today + 30 days)
  5. Add one or more line items. Each row captures description, quantity, and unit price; amount calculates automatically
  6. Enter Tax and Discount if applicable:
    • If automatic tax is turned on in your tax settings, Muin adds the tax for you. Type an amount to override it, or switch back to the automatic amount
    • The discount is a fixed amount and cannot exceed the subtotal + tax. A discount that would make the total negative is rejected before the invoice saves
  7. Click Create Invoice

New invoices use your organization’s base currency. Every invoice is saved as a draft first and stays private: nothing goes to the customer until you click Send. Only drafts can be edited.

When a CRM person is selected, Muin pre-fills the customer name and email from the CRM record; manual overrides are preserved.

Sending an Invoice

Click Send on a draft invoice to email it to the customer. Muin:

  • Generates a branded PDF with your tenant’s logo, address, and invoice line items
  • Creates a secure payment link unique to this invoice
  • Emails the customer at customer_email with the PDF attached and the payment link in the message
  • Stamps last_sent_at on the invoice
  • Transitions status from draft to sent

Customers do not need a Muin account to pay. They follow the link to a hosted payment page and pay by card or bank transfer (ACH). A payment link expires 30 days after it is created by default.

Preview before sending: click Preview to see the exact subject, body, and PDF filename Muin will dispatch. Useful for verifying branding and wording before it hits the customer’s inbox.

Resend: already-sent invoices show a Resend button, useful after a customer reports the email was caught by spam or sent to the wrong address. Resending emails the customer again with the same payment link; it does not create a second link.

Voiding an Invoice

Sometimes an invoice is issued in error, cancelled by agreement, or superseded by a credit note. Void captures the reason and deactivates the payment link:

  1. Open the invoice’s actions and click Void
  2. Enter a reason (required, becomes part of the audit trail)
  3. Confirm

Voiding:

  • Transitions status to void
  • Deactivates the invoice’s payment link right away, so a customer who opens it can no longer pay
  • Keeps the invoice visible in history for audit and reporting
  • Removes it from AR Aging calculations

You cannot void an invoice that is already fully paid. You can void a partially paid invoice; the payments already received are not reversed, so refund that portion separately. Void is permanent: a voided invoice cannot be reopened. Create a new invoice if the transaction should go ahead.

Downloading the PDF

Every invoice can be re-downloaded as a PDF at any time, useful for audits, record-keeping, or sending via a channel other than Muin. The PDF matches exactly what was (or will be) attached to the email.

Tracking Payments

Amount Due

Every invoice tracks subtotal, tax_amount, discount_amount, total_amount, amount_paid, and amount_due. All amounts use exact decimal precision, so there are no floating-point rounding errors in your books.

Recording Payments

Payments applied to an invoice (through the hosted payment link, the Reconciliation drawer, or Record payment) automatically:

  • Increment amount_paid
  • Decrement amount_due
  • Transition status from sent to partial_paid, then to paid when amount_due hits zero

When a customer pays outside Muin (check, transfer, or cash), record the payment in Payments first. Then click Record payment on the invoice row, pick that payment, and enter how much of it settles this invoice, up to the outstanding balance. This is a ledger entry: correcting a mistake takes a credit note or a refund.

Collection Score

Sent invoices display a collection score, a 0-100 signal that blends invoice age, customer payment history, and prior reminder responsiveness. Higher scores signal invoices that are likely to be paid soon; lower scores surface accounts that need intervention.

Reminders & Collections

Sent, viewed, partially paid, or overdue invoices can send payment reminders to the customer:

  • From the invoice row, click Remind. Muin drafts and sends an AI-composed reminder email using the invoice details and current aging bucket
  • Each reminder includes the invoice’s existing payment link while that link is still valid
  • The reminder copy tone escalates automatically with aging: friendly at 1-14 days, firm at 15-30 days, urgent at 31+ days past due
  • For per-customer and bulk reminder flows across many overdue invoices, use AR Aging & Collections. See the AR Aging doc

Each reminder stamps last_reminded_at so you can see when the customer was last contacted.

Recurring Invoices

For retainers, subscriptions, and standing monthly bills, set up a recurring template under Finance > Money In > Recurring Invoices and Muin generates each invoice on schedule. See Recurring Customer Invoices for how templates, schedules, auto-send, and permissions work.

Data Model Notes

  • Decimal-safe amounts: subtotal, tax, discount, total, amount_paid, amount_due all stored as exact decimals, so there is no float drift across sums, tax computations, or reminder-cadence math.
  • Idempotent payment application: applying the same payment twice is a no-op. Muin deduplicates by transaction ID.
  • Multi-currency: each invoice carries its own currency code; aggregates respect the invoice currency.
  • Audit trail: every state transition (draft → sent, void with reason, payment applied) is recorded with who did it and when.
  • Tenant isolation: invoices are scoped to the tenant; cross-tenant reads are guarded at the API layer.

Permissions

Customer Invoices use the Invoicing feature permission in Finance:

Action Required Invoicing permission
View invoices, download the PDF, preview the email View
Create an invoice Create
Edit a draft, void an invoice Edit
Send or resend, send a reminder, record a payment Manage

A user with View only can see invoices and download PDFs but cannot send them or record payments. Users without View see an Access Denied state on the /invoicing pages and a 403 on direct API calls.