Creating and sending invoices

Invoices are for billing customers outside of in-person POS: net-30 B2B, catering, deposits for upcoming events, freelance work. Rowie creates the invoice in Stripe and emails the customer a hosted page where they pay via card, ACH, or any other method Stripe supports.

Invoices are a Pro feature. You also need a connected Stripe account (Banking set up, charges enabled). When either is missing, the + New Invoice button is hidden. See Sign up and connect Stripe.

Find the page

Vendor portal → Invoices in the sidebar (under SELL).

The top of the page shows four summary tiles: Outstanding, Paid This Month, Drafts, Overdue. Below the tiles are status filter tabs (All, Draft, Sent, Paid, Overdue, Void, Refunded, Uncollectible) and a search box.

Create an invoice

1. Click + New Invoice at the top right. If you have no invoices yet, the empty state's Create Invoice button does the same thing.
2. Fill in Customer. Pick an existing customer or enter Name (required), Email (required), and optional Phone.
3. Add Line Items:
   • Each item has a description, quantity (Qty), and Unit Price. The line total updates automatically.
   • Click Add Item for more lines.
4. Optionally set a tax rate (entered as a percentage on the totals row). The modal recalculates Subtotal, Tax, and Total inline.
5. Set the Due Date (optional but recommended, since it triggers automatic overdue reminders).
6. Optional Memo (visible to customer) and Internal Notes (not visible to customer).
7. Click Save Draft to keep it for later, or Save & Send to send it immediately.

Drafts don't notify the customer. They sit in the Draft tab until you send or delete them.

Send it

When ready, open the draft and click Send. Rowie pushes the invoice to Stripe, which:

• Generates a hosted payment page on Stripe.
• Generates a PDF.
• Emails the customer with both.

The invoice status flips to Sent. The customer pays on the Stripe-hosted page, and the status flips to Paid. Payouts hit your Stripe balance like any other transaction.

Invoice numbering

Each invoice gets a sequential number tracked per organisation. Stripe handles the actual numbering. You can see the number on the invoice detail page.

Reminders

Past-due invoices trigger automatic reminder emails through Stripe. You can also send a manual reminder anytime: open the invoice and click Reminder.

Action buttons by status

The action buttons in the detail modal depend on the current status:

Notes:

• Void cancels the invoice on Stripe. The customer's hosted page reflects the void. Use this if the invoice was created in error. It can't be undone, and a confirmation modal blocks you until you confirm.
• Delete is only available for Draft invoices. A confirmation modal blocks you until you confirm.
• Duplicate clones all line items into a new draft. Useful for recurring B2B billing or monthly retainers.
• Refund for paid invoices issues a full or partial refund to the customer's original payment method.

The Mark uncollectible action exists for write-off bookkeeping (it stops reminders) but isn't currently a button in the invoice detail modal. Contact support if you need to mark one uncollectible.

Refunding a paid invoice

Open the paid invoice, then click Refund. You can enter a partial amount or use Full refund to refund the entire Amount Paid. Add an optional Reason for your records. The refund goes back to the customer's original payment method.

Partial refunds leave the invoice paid. Full refunds flip the status to Refunded and expose a refund receipt link.