Custom Invoice overview

Introduction

This article provides a comprehensive overview of the Custom Invoices feature on the Platform. It highlights the scope of its functionality, user flows, and benefits for Partners and Vendors. The Custom Invoices feature helps address challenges such as lengthy invoice workflows, time-consuming approval chains, and an increasing number of correction requests. It lets Platform Users create and manage Credit Notes and debit memos directly through the Platform UI, significantly reducing the time required to process Invoices and billing Corrections resulting from missing Invoices or incorrect Subscription purchases. It also supports bulk creation of invoice lines, including upload from CSV or Excel files, for partners who need to process a large number of lines at once.

In this article:

• What do you need to use this feature?

• Custom Invoices Feature Overview

• Custom Invoice Creation

• Bulk invoice line creation (Add Lines tab)

• Additional Features

• Field-specific Logic and Rules

• Key Benefits

What do you need to use this feature?

To use custom invoices, you need:

• To be a partner of AppXite

• An active AppXite account with the Billing Manager role (note that the Billing Manager is not a standalone role, and it requires the user to have the Seller Admin role or higher).

Custom Invoices Feature Overview

The Custom Invoices feature allows Platform Users to create tailored Invoices that support unique business scenarios, such as Credit Notes or debit memos for additional consultancy charges. Custom invoices:

• Allow detailed configuration of fields such as Vendor, Contract Type, Channel, Currency, Charge type, Invoice Line Items, and Charge dates.
• Allow linking with existing Subscriptions or creating standalone entries.
• Are accessible to all parties in the invoicing chain, ensuring seamless multi-tier invoicing.
• Provide flexibility without impacting recurring Invoice calculations.
• Are created with the default status of New Corrected and are tracked separately in the database for clarity and reporting purposes.

Custom Invoice Creation

The Platform gives you two ways to initiate custom Invoice creation, both of which navigate you to the dedicated Custom Invoices page (located after the Billings tab under Invoices)

Users can:

1. Select the Create custom credit or debit invoice lines icon above the invoice grid in Billings > Outgoing.

or

2. Select the invoice icon next to a selected invoice in the Custom Invoice column.

Step-by-step: creating a single custom invoice (Add Line tab)

1. Log in to the Platform as a Platform User with Billing Manager permissions.

   NOTE! Billing Manager is not a standalone role. It is an additional role that can be assigned to users who have already the Seller Admin role (or a higher role).
2. Go to the Invoices tab.
3. Select the Billings tab on the Invoices page.
4. Go to the Outgoing tab.
5. Click the Create custom credit or debit invoice lines icon above the invoice grid, or click the invoice icon in the Custom Invoice column next to an existing invoice. 
6. If you clicked the invoice icon in the Custom Invoice column, a pop-up window will appear.
    

   

7. If you clicked the icon above invoice grid, you are navigated to the Custom Invoices page.
    

   

8. The Add Line tab is active by default. Fill in all mandatory fields (see Field descriptions below).
9. Click Save to create the custom invoice.

Mandatory fields

The following fields must be completed to create a custom invoice:

Field descriptions

Fill in the form fields as described below. All mandatory fields must be completed before saving.

Vendor

Default state

Empty (mandatory selection).

Options

All Vendors available to the specific Partner, sorted alphabetically.

Behavior

The Vendor name can be typed manually or selected from the dropdown. This field must be selected before other fields become active.

Contract Type

Default state

Empty (mandatory selection).

Options

All contracts available under the selected Vendor.

Behavior

Becomes selectable only after Vendor is selected. Selecting a different Vendor resets this field.

Channel

Default state

Empty (mandatory selection).

Options

Indirect or Direct.

Tooltip – Indirect

Enables indirect Partner selection in the Invoice chain.

Tooltip – Direct

Enables Customer selection as the Invoice receiver.

Invoice Receiver

Default state

Empty (mandatory selection).

Options

Partners available under the selected contract.

Behavior

Each entry is displayed in the format Organization Name | Organization ID. You can search by either the Organization name or the GUID. The list is sorted alphabetically.

Currency

Default state

Empty (mandatory selection).

Options

All currencies available for the selected Contract Type.

Behavior

Becomes selectable only after Vendor, Channel, Contract Type, and Invoice Receiver are all specified. Changing any of these fields resets Currency.

Subscription ID

Options

Use Default Subscription ID (default — creates an Invoice line without linking to an existing Subscription) or Select Existing Subscription (allows searching and selecting using internal Subscription IDs).

Important

It is recommended to use an existing Subscription ID where applicable, as using the default Subscription ID may lead to Invoice rejection. You can enter multiple Subscription IDs separated by commas.

Quantity & Unit Price

Default state

Empty (both mandatory).

Behavior

Together, Quantity and Unit Price drive the auto-calculation of Total Price.

Unit Price tooltip

"Unit Price remains unchanged when the Total Price is no longer auto-calculated due to a manual overwrite."

Total Price

Default state

Empty (mandatory field).

Behavior

When both Quantity and Unit Price have values, Total Price is automatically calculated as Quantity × Unit Price and displayed with an AUTO badge. The Platform User can manually overwrite the calculated value; the AUTO badge hides and auto-calculation is suspended for that line. If the manually entered Total Price is cleared, auto-calculation is restored. Save is blocked when Total Price is empty and cannot be auto-calculated.

Tooltip

"Auto-calculated from Quantity × Unit Price; manual overwrite allowed."

Charge Type

Charge start & end date

Options

Any date within the last 12 months. Charge End Date must be on or after Charge Start Date.

Behavior

Charge End is disabled until a valid Charge Start is provided. Clearing Charge Start disables Charge End and clears its value.

Invoice Date

Options

Any date within the last 12 months.

Behavior

This field does not reset when other selections (e.g. Vendor or Channel) are modified.

Bulk invoice line creation (Add Lines tab)

For scenarios where multiple invoice lines need to be added at once, the Custom Invoices page provides the Add Lines tab. This eliminates the need to open and close the creation form repeatedly for each line, making bulk billing adjustments significantly faster. Lines can be added one at a time directly in the grid, or imported in bulk from a CSV or Excel file.

Navigating to Add Lines

1. Follow steps 1–5 from the Custom Invoice creation section to reach the Custom Invoices page.
2. Click the Add Lines tab. The tab activates (indicated by a blue underline) and the grid appears pre-populated with one empty row.

Grid structure

The Add Lines grid contains the following columns. The header row is sticky and remains visible during vertical scroll. The grid scrolls horizontally when content exceeds the viewport — all column headers are always fully readable.

Toolbar actions

• + Add Appends a new empty row at the bottom of the grid. Row numbers recalculate after every add, remove, or clone operation.
  
• Clone Copies selected row(s), duplicating Vendor, Contract Type, Channel, Invoice Receiver, Currency, and Invoice Date. Quantity, Unit Price, Total Price, Charge Type, Charge Start, and Charge End are left empty.
  Disabled when no rows are selected. After cloning, the view scrolls to the first newly cloned row.
  
• Delete Removes all checked rows simultaneously. The per-row ✕ button removes that individual row.
  
• Select All Selects or deselects all row checkboxes at once. A selection hint (e.g. "2 row(s) selected") appears in the toolbar when rows are checked.
  

• ⬇ Download template Downloads a blank invoice_lines_template.csv file, ready to be filled in and re-uploaded. See Importing invoice lines from a CSV or Excel file below.

  

• ⬆ Upload CSV / Excel Opens the upload panel used to import invoice lines in bulk from a file. See Importing invoice lines from a CSV or Excel file below.

  

Importing invoice lines from a CSV or Excel file

In addition to filling in the grid row by row, you can prepare your invoice lines offline in a spreadsheet and import them all at once. This is the fastest way to create a large number of custom invoice lines.

Step 1: Download the template

1. On the Custom Invoices page, select the Add Lines tab.
2. Click ⬇ Download template, above the grid. A file named invoice_lines_template.csv is downloaded to your computer.
3. Open the file in Excel, Google Sheets, or any spreadsheet application, and fill in one row per invoice line. Do not change the column headers.

Template columns

Step 2: Upload the completed file

1. Click ⬆ Upload CSV / Excel, above the grid. A drop-zone panel opens below the toolbar. Clicking the button again collapses the panel.

   

2. Drag and drop your completed file onto the drop-zone, or click Select file to browse your computer. Only .csv and .xlsx files are supported; other file types are rejected with an error message.
   NOTE! While a file is dragged over the drop-zone, it is highlighted with a blue border and background so you know it is ready to be dropped.

    

3. Once the upload finishes, the drop-zone closes automatically and the grid populates with the rows from your file.
   

Step 3: Review the import result

After the file is processed, a summary banner appears below the toolbar:

• All rows valid (green banner) — "Upload complete — all N line(s) imported successfully." This banner auto-dismisses after 4 seconds.

  

• Some rows have errors (red/pink banner) — states how many lines were imported successfully, how many rows have errors, and which row numbers are affected. Fields that failed validation are cleared and highlighted directly in the grid, the same way they are when filling in rows manually (see Validation and status bar).

• 

Both banners include a ✕ link so you can dismiss them manually at any time. If you correct all the highlighted rows after an upload with errors, the banner automatically switches to a green "All issues resolved!" message, which also auto-dismisses after 4 seconds.

Common import errors

If a row fails validation after import, the grid shows an explanatory message under the affected row and the fields involved are cleared. The table below lists the most common messages, their likely cause, and how to resolve them.

Validation and status bar

The grid enforces row-level validation when focus leaves a row that has been edited. Invalid rows display a red left-border accent and a light-red row background. Individual required fields that are empty are highlighted in pink/red. This applies equally to rows added manually and rows imported from a CSV or Excel file.

A status bar below the grid shows the current row count and one of the following messages:

• ⚠ N of M line(s) have incomplete required fields — rows with visible red highlights exist.

  

• ⚠ N of M line(s) still need to be completed — invalid rows have not yet been focused.

  

• ✓ All N line(s) are complete — all rows pass validation (auto-hides after 3 seconds).

  

Saving and confirmation

The Save button is disabled when the grid is empty or any row fails validation. When Save is enabled and clicked, a confirmation modal states the number of invoice lines to be submitted and requires explicit confirmation. The modal provides Go back (returns to editing) and Create lines (submits).

Cancelling

Clicking Cancel when the grid contains rows shows an Unsaved changes modal with options Go back and Discard. Clicking Cancel on an empty grid closes immediately without a modal.

Additional features

Tooltips for Platform User assistance

• Channel: Explains the selection impact on Invoice receivers.
• Invoice Receiver: Lists values based on Vendor and Channel selections.
• Subscription ID options: Clarifies usage for default and existing IDs.
• Unit Price: "Unit Price remains unchanged when the Total Price is no longer auto-calculated due to a manual overwrite."
• Total Price: "Auto-calculated from Quantity × Unit Price; manual overwrite allowed."

Error handling

• Inline validation messages appear for invalid inputs across fields such as Invoice Receiver, Subscription ID, Quantity, Unit Price, and date fields.
• Cross-reference validation ensures the Contract Type belongs to the selected Vendor, the Contract Type matches the Channel, and the Invoice Receiver is permitted for the Vendor + Contract Type + Channel combination. Violations are shown as explanatory error sub-rows, not just generic field highlights. The same checks apply whether a row was entered manually or imported from a CSV or Excel file.

Permissions

• Only Platform Users with the Billing Manager role can create custom Invoices, whether adding lines manually or importing them from a CSV or Excel file.
• Billing Manager is an additional role and requires the Platform User to already have Seller Admin or a higher role.

Invoice source differentiation

• Custom Invoices are identified separately in the database for clarity and reporting purposes.
• They are created with a default status of New Corrected.
• Custom Invoices are excluded from recurring Invoice calculations to avoid unintended effects.

Auditing

• The Invoice Details view includes Updated By and Updated On columns for tracking changes.

Custom Invoice delete

Custom Invoices can be deleted by navigating to the Outgoing Billings details section and clicking the trash bin icon in the Custom Invoice column. A confirmation prompt appears before the deletion is finalized.

Field-specific logic and rules

The following rules govern the Custom Invoices feature:

• It is recommended to select an existing Subscription ID where applicable. Using the default Subscription ID may lead to Invoice rejection.
• You can enter multiple Subscription IDs separated by commas in the Subscription ID field.
• The total Correction amount should reflect the combined adjustments for all specified Subscriptions.
• Add notes in the Invoice Line Details field to explain to Sellers why a Correction appears on their Invoice.
• Dependency chain: changing Vendor clears Contract Type, Channel, Currency, Invoice Receiver, and Subscription ID. Changing Contract Type clears Channel, Currency, Invoice Receiver, and Subscription ID. Changing Channel clears Currency, Invoice Receiver, and Subscription ID. Changing Invoice Receiver clears Subscription ID.
• Custom Invoices can be created or modified at any status of the Invoice.
• Dependency chain applies to imported rows too: if a value in an imported row is not valid (for example, a Vendor not available to your Organization, or an Invoice Receiver not valid for the selected Vendor, Contract Type, and Channel), the affected field and any fields that depend on it are cleared, the same as when changing a value manually.

Key benefits

The key benefits of the custom invoice feature include:

• Flexibility: Supports credit/debit memos for refunds or consultancy charges.

• Accuracy: Built-in validation and error handling ensure data integrity.

• Usability: Simplified workflows reduce user effort and errors.

• Transparency: Adding detailed notes and linking adjustments to specific subscriptions improves clarity for resellers and partners.

• Efficiency: The new functionality reduces the time required for processing billing adjustments by allowing direct issuance of credit and debit notes through the UI of the platform.

• Speed at scale: Bulk CSV/Excel import lets partners create large volumes of invoice lines at once, cutting down on manual data entry for high-volume billing adjustments.

Summary

The Custom Invoices feature provides a user-friendly, flexible, and secure way to manage invoicing outside of regular billing cycles. Using the Add Line tab, Platform Users can quickly create individual Credit Notes or debit memos. The Add Lines tab enables bulk creation, including importing invoice lines directly from a CSV or Excel file using a downloadable template, saving time when multiple adjustments are needed at once. With robust field-specific validation, role-based permissions, cross-reference error handling, and full auditability, this feature allows Partners to manage Invoices with precision and ease.