> ## Documentation Index
> Fetch the complete documentation index at: https://docs.newie.app/llms.txt
> Use this file to discover all available pages before exploring further.

# Invoices

> Understand Newie invoice records, invoice statuses, receipts, and duplicate-looking charges.

## Overview

Invoices are the billing records behind subscription, one-off, and instalment payments in Newie. They show whether money was collected, is still due, or needs follow-up because a payment attempt failed.

## Invoice Statuses

Newie shows invoice status in plain payment language.

| Status shown       | Meaning                                                                                                                          |
| ------------------ | -------------------------------------------------------------------------------------------------------------------------------- |
| **Paid**           | Payment was successfully collected.                                                                                              |
| **Payment Failed** | Payment failed. Open the invoice detail for the failure reason, customer notification state, retry state, and available actions. |
| **Payment Voided** | The invoice was voided before payment was collected.                                                                             |
| **Payment Paused** | The invoice was created during a paused subscription. A paused invoice cannot be unpaused after it has been generated.           |
| **Charging soon**  | The invoice is pending collection.                                                                                               |
| **Pending**        | A bank payment is processing. Bank payments may take up to 3 business days to process.                                           |

For BECS Direct Debit, the customer submits the payment first and the payment can remain pending while the bank confirms it.

Newie can keep the subscription active while bank confirmation is pending. If the bank payment later fails, follow the overdue invoice from the invoice detail.

If a paused invoice was generated but payment should still be collected, [move the subscriber's next payment date](/guides/subscription-management#move-a-subscriber’s-next-payment-date) to create a new billing attempt.

## Receipts

When a payment is paid, Newie shows receipt actions on the payment detail where they are available, including **Email Customer Receipt** and **Download Customer Receipt**.

Receipts are useful when a customer needs proof of payment, or when you need a PDF record for your own admin.

For tax, accounting, or reconciliation, use [Reports & Reporting](/guides/reports-reporting) and the payout report guidance in [Which Report to Use](/guides/reports-reporting#which-report-to-use) rather than relying only on individual receipts.

## Invoice Customization and Late Fees

Newie invoices include the standard payment details for the service and payment.

You cannot add custom invoice fields such as NDIS codes, purchase order numbers, GST breakdowns, custom logos, BPAY details, or extra line items.

Use exports and accounting software for specialized invoice workflows.

Newie does not have an automatic late-fee feature.

If you need to charge a late fee, create a manual one-off charge or increase a future payment when that matches the agreement with the customer.

## Duplicate-Looking Charges

A customer may see what looks like a duplicate charge when two different invoices are collected close together.

For example, last week's invoice may have failed, then a retry for that older invoice succeeds on the same day as the newest subscription invoice is also collected.

In that case, the two payments may belong to two different invoices rather than one invoice being charged twice.

Check the subscription's invoice history and compare the invoice dates, billing periods, payment dates, and payment status before treating it as a duplicate payment.

If one payment was not meant to be collected, contact Newie support with the customer name, service, invoice dates, and payment dates.

## Related Guides

* [Failed Payments & Overdue Invoices](/guides/failed-payments-overdue-invoices)
* [Refunds](/guides/refunds)
* [Reports & Reporting](/guides/reports-reporting)

*Last updated: 2026-06-26*