Invoice Viewer

The Invoice Viewer displays how invoices appear to your clients. Use it to preview invoice formatting before sending, and understand what clients see when they receive and pay invoices.

Two modes of access

The Invoice Viewer serves two different purposes:

1. Preview Mode (Merchant view)

Access from the Invoice Editor by clicking Preview button.

Purpose: Review how the invoice will look to clients before sending.

Features available:

• See exact client-facing formatting
• Download PDF for offline review
• Test payment flow appearance
• Verify branding and layout

Access: Requires authentication (logged-in team members only).

2. Client View (Public access)

Clients access invoices through:

• Email link sent via “Send Invoice”
• Public share URL (if enabled)
• PDF attachment

Purpose: Client reviews invoice and makes payment.

Features available:

• View invoice details
• Download PDF for their records
• Pay online via integrated payment processing
• See payment confirmation

Access: Available to anyone with the link (secured by unique token).

Preview Mode interface

Preview banner

At the top of the page:

“Preview Mode - This is how your invoice will appear to recipients”

This banner reminds you that you’re viewing the client-facing version, not the editable Invoice Editor.

Navigation

Back to Invoice Editor: Return to the editing interface to make changes.

Download PDF: Generate a PDF version of the invoice for:

• Offline review
• Manual delivery
• Client requests
• Record keeping

Client-facing invoice layout

Header section

Your business information (left side):

• Business name
• Email address
• Phone number
• Physical address (if configured)

Invoice details (right side):

• “INVOICE” label with invoice number
• Issue date

Client information

BILL TO section showing:

• Client business name
• Primary contact name (if available)
• Client email address
• Billing address (if configured)

Invoice body

Invoice title: The title you entered in the Invoice Editor.

Download PDF button: Clients can download their own copy.

Line items table

Displays all invoice line items with:

Item visibility:

• All line items from the Invoice Editor appear here
• Item codes display if “Show Item Codes” enabled in settings
• Descriptions show below item names
• File attachments available for download (if included)

Totals section

Summary calculations:

• Subtotal: Sum of all line items (pre-GST)
• GST: Total GST amount (if applicable)
• Total: Final amount due (including GST)

AU tax invoice compliance:

• GST shown separately as required by ATO
• Tax invoice label appears on final PDF
• Your ABN appears on the document

Notes section

Public notes from the Invoice Editor appear here:

• Payment instructions
• Thank you messages
• Terms and conditions
• Delivery information

Note: Team Notes are NOT visible to clients - they remain internal only.

Payment panel

The right-side panel provides payment functionality:

Payment summary

• Payment Due: Outstanding amount
• Due Date: Payment deadline

Payment actions

Back to invoice: Collapses payment panel to review invoice details.

Payment Details section

When expanded, shows the payment form:

Amount: Confirms payment amount (matches invoice total).

Card Information: Secure payment form via Stripe:

• Card number field
• Expiry date (MM / YY)
• CVC/CVV security code

Pay button: Submit payment with displayed amount.

Security notice: “Your payment information is secure and encrypted” displays below the form.

Payment processing

When client clicks Pay:

1. Card details validated
2. Payment processed through Stripe
3. Success confirmation displayed
4. Invoice status updates to “Paid” or “Partially Paid”
5. Payment recorded in your system
6. Receipt available for client download

Download PDF

Both merchant (Preview Mode) and clients can download PDF versions.

PDF contents

• Professional formatted invoice
• Your business branding
• All line items and calculations
• Payment instructions
• ABN and GST details
• PDF is print-ready

Use cases

Merchants:

• Review offline
• Send via alternative channels
• Internal approval processes

Clients:

• Keep for their records
• Forward to accounts payable
• Print for physical files
• Reconcile against bank statements

Client experience flow

Receiving the invoice

1. Client receives email with:

   • Subject: “Invoice #[NUMBER] from [Your Business]”
   • Message body with context
   • Link to view invoice online
   • PDF attachment (optional)

2. Client clicks View Invoice link

3. Invoice Viewer loads in their browser

Reviewing the invoice

Client sees:

• Clear invoice details
• Your business branding
• Itemized charges
• Payment due date
• Payment options

Making payment

1. Client reviews invoice accuracy
2. Clicks payment section
3. Enters card details securely
4. Submits payment
5. Sees confirmation
6. Receives email receipt

Post-payment

After successful payment:

• Invoice status changes in your system
• Payment appears in Bank module (if integrated)
• Client can download receipt
• You receive payment notification

Comparison with Quote Viewer

Differences from Quote Viewer

Unlike quotes, invoices:

• Demand payment: Primary purpose is payment collection
• Tax documents: Meet AU tax invoice requirements
• No negotiation: Fixed amounts (not optional/selectable)
• Single action: Pay (vs Accept/Decline for quotes)
• Legal obligation: Creates accounts receivable

Best practices

Before sending

Always preview:

• Check formatting renders correctly
• Verify GST calculations display properly
• Confirm business details appear correctly
• Test payment form visibility
• Download PDF to verify appearance

Client communication

Clear payment instructions:

• Include due date prominently
• Specify accepted payment methods
• Provide alternative payment options (BSB/account)
• Include contact for payment questions

Payment tracking

Monitor view activity:

• Check “Viewed” status in Invoices list
• Follow up if invoice unviewed after 3-5 days
• Send statements for multiple outstanding invoices
• Record payments promptly when received outside system

AU-specific features

Tax invoice compliance

Client view includes:

• “Tax Invoice” label on PDF
• Your ABN: Australian Business Number prominently displayed
• GST breakdown: Separate GST amount shown
• Issue date: Tax point clearly marked
• Invoice number: Sequential reference

Payment methods

Integrated:

• Credit/debit card via Stripe
• Secure, encrypted processing
• Immediate payment confirmation

Alternative (manual instructions):

• BSB and account number for bank transfers
• Include in Notes section
• Client manually transfers, you record payment

Record keeping

For clients:

• PDF download meets their record requirements
• GST claim documentation
• Expense tracking

For you:

• All views tracked
• Payment history maintained
• GST reporting supported

Security

Public link security

Invoice links include unique tokens:

• URLs are unguessable
• Links can’t be enumerated
• Each invoice has unique identifier
• No authentication required to view

Payment security

• Card details processed by Stripe (PCI compliant)
• No card data stored in Rebased
• HTTPS encryption throughout
• 3D Secure supported for additional verification

Access control

Preview Mode:

• Requires team member login
• Shows “Back to Invoice Editor” option
• Full invoice data visible

Client View:

• Public link access
• No editing capabilities
• Payment form only
• No internal notes visible

Troubleshooting

Preview shows incorrect formatting

• Check Brand Template settings
• Verify logo and colors configured
• Review in different browsers
• Download PDF to verify

Payment form not appearing

• Verify invoice status is “Awaiting Payment” (not Draft)
• Confirm Stripe integration is configured
• Check invoice is saved (not unsaved draft)
• Ensure amount due is greater than $0

Client can’t view invoice

• Verify invoice was sent (not Draft status)
• Check client email address is correct
• Confirm link hasn’t been regenerated
• Try resending the invoice

PDF download issues

• Check browser PDF viewer settings
• Try different browser
• Disable popup blockers
• Verify PDF generated completely

Integration with workflow

Invoice Editor

Preview button opens Invoice Viewer:

• Review before sending
• Verify client experience
• Check payment flow

Invoices Tab

Viewed status tracked:

• See when clients open invoices
• Monitor engagement
• Prioritize follow-ups

Bank

Payments recorded:

• Online payments appear automatically
• Manual payments need recording
• Reconcile against bank feed

Reports

Payment data feeds into:

• Revenue reports
• Outstanding receivables
• GST collected
• Payment method analysis

Related pages

• Invoice Editor - Create and edit invoices
• Invoices Tab - Manage invoice list and track payments
• Emails - Configure invoice email templates