This guide helps System Admins set up the details on Cademy invoices, control invoice payment at checkout and manage invoice documents. Customers looking for their own documents can use Find Your Orders, Invoices and Payment Details.
An invoice records what is billed. A receipt is the settled version of that document. An order can have more than one invoice, and each invoice has its own balance. Issuing a document, receiving money, delivering an email and giving a participant course access are separate events.
The settings and financial-record procedures below require a System Admin. Invoice checkout and its payment-link controls require the Pro plan or a higher plan. Additional Invoice Profiles are a separate account feature. A disabled control is not proof that an existing order has no invoice.
Set up your invoice details
Open the Admin Dashboard. Select Settings, then Payments.
Expand Invoices & Receipts, then Default Invoice Profile Options.
Enter the Registered company/entity name, address, Email and Telephone that belong on the document. These are the course provider’s invoice details, not the customer’s billing details.
Set Invoice prefix if needed. Use Footer text for the information you want printed below the invoice, such as payment instructions.
Select Save beneath Invoices & Receipts. Wait for Payments settings saved, then reopen the profile to check the saved values.
Cademy uses the provider’s profile logo on financial documents. Invoice profiles define the provider details and rules; they are not a separate customer or a separate order.
If your account includes additional Invoice Profiles, select Create New Invoice Profile in this section, enter a Profile name and its invoice details, then select Save. Do not assume that adding a profile automatically assigns it to courses.
To assign an existing profile, select Courses in the Admin Dashboard and open the course.
Select Edit Course, then Settings and Payments.
Under Payment Methods, choose the Invoice Profile. This selector appears when additional profiles exist.
Select Save in the course editor, then reopen the course’s Payments settings to confirm the selection.
Customer checkout requires compatible invoice profiles across the courses in a basket. A manually created order containing courses with different profiles falls back to the default profile. Check the selected profile and resulting invoice before sending it.
Set the invoice option text at checkout
In the Admin Dashboard, select Settings, then Payments.
Expand Invoices & Receipts and the required invoice profile.
Enter a Checkout Label for the invoice option. Add a Checkout Description if customers need instructions after selecting it.
Select Save beneath Invoices & Receipts, then check the saved fields.
These fields change checkout wording. They do not enable invoice checkout or alter the invoice’s company name. An empty field on an additional profile uses the corresponding default-profile field. If the default label is empty, checkout uses Invoice; an empty default description displays no description.
Show or hide automatic payment links
This controls the automatic links customers see for paying an outstanding balance. It does not disable online payments, stop invoice emails or invalidate a direct link already shared.
As a System Admin, open Settings > Payments in the Admin Dashboard.
Expand Invoices & Receipts. Find Include Payment Links on Invoices, Emails and Order Pages. If access is restricted, review your account’s feature access instead of changing another setting.
Turn it off to hide automatic payment links, or on to allow them. Select Save beneath this section.
Reopen the settings to confirm the saved choice. Check the relevant customer page or document before assuming its presentation has changed.
The setting is read when current pages and invoice PDFs are generated and when new invoice/payment emails are prepared. It affects automatic links on those surfaces, including balance and instalment reminders. It cannot remove a link from an email already sent or a PDF already downloaded.
Document downloads remain separate from payment buttons. Staff can still deliberately share a direct link through Request Payment on the order’s invoice card, or Request Payment… in the invoice panel. Follow Request a Payment or Record Money Received Elsewhere for the complete procedure. Turning links back on permits them on current pages and future documents/emails, subject to the record’s status and available payment methods.
Choose payment terms
In Settings > Payments > Invoices & Receipts, open the profile and find Payment Terms. Enter the number of days, then choose one of these rules in the order shown:
after issue, or at course start if sooner: the due date is that number of days after the invoice is issued, or the course start if that comes first.
after the invoice is issued: the due date is that number of days after the issue date.
before the course starts: the due date is that number of days before the course start. If that day would be earlier than the issue date, the issue date is used.
after the course ends: the due date is that number of days after the course end.
Select Save beneath Invoices & Receipts. These rules calculate invoice deadlines; they do not themselves collect payment. For a course without the relevant start/end date, the calculation falls back to the chosen number of days after issue.
For a draft, the final deadline is recalculated when it is issued using current terms and course dates. To change an eligible issued invoice’s deadline, use Change Due Date below instead of editing the profile and assuming the existing invoice changed.
Choose one invoice or separate invoices
In the same profile, Invoice Creation > Multi-Course Orders offers One Invoice for the Whole Order and A Separate Invoice for Each Course. The separate option groups by course and course date for eligible pay-later orders. Deposits, monthly instalments and immediate card/PayPal/Klarna payments keep one invoice.
Later invoices start as drafts and are processed on a daily schedule, even when their planned date is already due. Read Split or Schedule Invoices for an Order before changing this setting or promising an issue date.
Let customers choose invoice payment at checkout
In the Admin Dashboard, open Settings > Payments > Invoices & Receipts.
Turn on Allow 'Invoice' as a payment method on checkouts, where your account has access.
Choose whether to enable Require Admin Approval for Invoice Orders and Allow Course Access Before Invoice Is Paid. Read the distinctions below before choosing.
Select Save beneath Invoices & Receipts, then reopen it to check the saved settings.
To check the individual course, open it from Courses, select Edit Course > Settings > Payments and review Payment Methods. Save any intended course change with Save in the course editor.
Invoice payment lets the customer place an eligible order without paying at checkout. It is offered with Pay in Full, not the deposit or monthly-instalment choice. Course restrictions and compatible payment methods still apply. See Offer and Manage Deposits for the different deposit journey.
Require Admin Approval for Invoice Orders holds the order for approval. Course-level approval requirements also matter. Do not treat placement as approval.
Allow Course Access Before Invoice Is Paid permits the approved unpaid invoice-payment journey without first settling the invoice. It does not remove approval requirements or mark the invoice paid.
Check the particular order, registration and learner access separately. Do not promise access from an invoice status alone, especially after partial payment, credit or a change to the order. If they disagree, give Support the order and invoice references before changing any financial record.
Multi-course checkout also needs Allow multiple courses per checkout under Settings > Payments > Checkout Settings. Different invoice profiles or primary registration forms, or no compatible payment method in common, can prevent the courses being combined. Do not change a customer’s existing basket or course configuration merely to bypass that restriction.
Understand invoice statuses
Draft: a planned invoice, not yet issued or payable. It has no issued invoice number. Customers can see upcoming invoices on an order payment page.
Awaiting Payment: issued with a balance still due. This does not prove its email was delivered.
Partially Paid: a payment has been recorded, but a balance remains. Check the amounts and any credits.
Overdue: the payment deadline has passed with a balance still due. Check the actual due date and balance.
Paid: the invoice is settled. Settlement can include credit; this does not by itself prove the whole total was paid in cash.
Void: the invoice is no longer payable and is kept for the record. An order change can result in a replacement invoice.
Find an invoice
As a System Admin, select Orders in the Admin Dashboard, then the Invoices tab.
Choose All Invoices for a broad view, check filters and select Search. Search by invoice number, billed customer details or order reference.
Open the intended row. Check Billed To, Lines Covered, dates, totals and Amount Due.
Use View Order to check the purchase. On the order, expand Invoices & Payments to compare its invoices.
See Find Orders, Invoices, Payments and Credit Notes for detailed search and export differences. Search text alone does not define which records an export includes.
Choose the right invoice action
Available actions depend on the invoice and order. Opening a panel is not the same as selecting a financial action:
Issue Now issues a draft and starts its customer-email process. See Split or Schedule Invoices for an Order.
Download PDF opens the issued document. A draft has no issued PDF.
Request Payment… (Request Payment on the order’s invoice card) and Record Payment handle a payment request or money already received outside Cademy. See Request a Payment or Record Money Received Elsewhere.
Void & Reissue… replaces an unpaid issued invoice with a new one; it is not the way to change only its payment deadline. Follow “Void and reissue an invoice” below.
Order invoice cards also provide actions such as Mark as Paid, credit-note/credit actions, refunds and Edit Billing Details when applicable. They change financial records or communication. Do not use them to investigate a discrepancy.
For changes to the purchase or its billing details, read Change an Existing Order. Correcting an invoice, applying credit and returning money are separate tasks.
Void and reissue an invoice
Use this to replace an unpaid issued invoice with a new invoice built from the order’s current details. The action is offered for an Awaiting Payment or Overdue invoice that has no payment and no credit against it. To change only the payment deadline, use Change Due Date below instead.
As a System Admin, select Orders in the Admin Dashboard, then the Invoices tab, and open the invoice. Select Void & Reissue…. From the order instead, expand Invoices & Payments, open the invoice’s More menu and select Void & Reissue.
A window headed Void & Reissue and the invoice number opens. Check that it names the invoice you mean to replace.
Email the updated invoice to the customer is ticked when the window opens. Leave it ticked to start the invoice email for the new invoice. Untick it to issue the new invoice without that email.
If the invoice has an open payment request, a line under the tick box says what will happen to it: with the box ticked the request is recreated against the new invoice, and with it unticked the request is cancelled without a replacement.
Select Void & Reissue. There is no further confirmation. Wait for the message that names the voided invoice and the number it was reissued as.
The old invoice becomes Void and is kept for the record. The new invoice is issued at once with a new invoice number. Its due date is calculated again from the Payment Terms of the invoice’s profile, so a date set earlier with Change Due Date is not carried over. If you started from the Invoices tab, the panel switches to the new invoice. A void invoice that was replaced shows View Replacement Invoice in its panel.
Cademy refuses the action in some cases, for example when the order has been cancelled or the invoice has a payment or credit against it. Afterwards, check the new invoice’s lines, total and due date on the order.
Change an invoice’s due date
Use this for an Awaiting Payment, Partially Paid or Overdue invoice. It is unavailable for Draft, Paid and Void invoices and for monthly-instalment orders.
As a System Admin, select Orders in the Admin Dashboard and open the order.
Expand Invoices & Payments and find the intended invoice.
Open that invoice’s More menu and select Change Due Date. Check the invoice number and existing deadline.
Select the date control, choose the new date, then select Save Due Date.
Wait for Due date updated, then check the invoice’s date on the order. If a Due Date Saved message asks you to refresh, reload the order to check the saved result instead of repeating the change.
Only that invoice’s deadline changes. Its number, amounts, payments and credits stay the same. A date before today marks it overdue; today or a future date removes the overdue state. Changing billing details is not a due-date change.
This action does not send a customer email. If the invoice is linked to Xero, Cademy attempts to sync the changed date when its Xero connection and course sync settings allow it. Check Xero separately before treating the update as complete there.
Create an order without customer checkout
A System Admin can create an order, choose its courses, participants and billing details, then select the appropriate payment arrangement. Use Create an Order and Request Payment for the complete procedure. Do not mark an order paid unless payment or settlement has actually been established.
Understand overdue checks and reminders
The daily process checks issued and partially paid invoices with an outstanding balance and a due date before the start of the current day. It runs at 1am UK time. An invoice due today is not overdue merely because its due date has arrived.
In the invoice profile under Settings > Payments > Invoices & Receipts, Overdue Payments Reminder Emails controls invoice overdue reminders. Save intended changes using Save beneath the section. Disabling it stops the customer reminder and its associated team alert for these invoice reminders; it does not prevent the overdue status being calculated.
For an ordinary order with only one invoice record, the overdue email requires the order’s payment method to be Invoice. A manual-payment order with only one invoice record does not receive that reminder simply because this switch is on.
If the order has more than one retained invoice record, an invoice becoming overdue uses its invoice profile’s reminder setting. This separate reminder is not restricted to the Invoice payment method. Earlier voided or replaced invoices count towards this distinction, even when only one invoice remains payable.
Deposit-balance and monthly-instalment reminders have separate rules. For an order with only one invoice record, its deposit or instalment overdue alert also bypasses this invoice-profile switch. Do not assume that turning off invoice reminders disables all payment reminders.
Overdue emails are triggered by the transition, not sent as a guaranteed daily reminder for every overdue invoice. Turning the switch on after a transition does not itself resend the missed alert.
For invoice reminders, the Order Contact, the person the order belongs to, receives the customer email, with a copy to the billing email where supplied. Team notifications follow the configured recipients. A status or enabled reminder setting does not prove delivery. To check recorded messages, open the order from Orders and expand Emails below Invoices & Payments. Follow View Email History for Contacts, Team Members, Orders and Registrations to interpret the status and investigate missing messages.
Understand invoice numbers
The invoice prefix helps form Cademy’s invoice reference. Where a synced Xero number is available, Cademy shows it as the invoice reference. If it differs from Cademy’s own number, the invoice panel also shows Cademy Reference.
A voided invoice remains on record. Its replacement has its own number and relationship to the previous invoice. Use the current invoice rather than creating another purchase to obtain a different number.
Understand the receipt document
Cademy uses the invoice PDF as the receipt when the invoice is settled: its title changes to Receipt and it presents the settled amounts. On split orders, check the particular invoice rather than assuming settlement of one means settlement of all.
A Receipt or Paid label is not proof of a cash transfer. Credit can settle a balance. Read the payment and credit entries to establish how the invoice was settled before telling a customer that money was received or refunded.
Help customers find their documents
For customers’ own orders, use Find Your Orders, Invoices and Payment Details. Under INVOICES on their order page, Download PDF opens an available document. A participant booked by someone else does not gain access to that person’s order finances merely by attending.
The customer’s Orders & Billing view excludes draft invoices and replaced invoices. The INVOICES section, with its Download PDF and Pay Invoice buttons, is also hidden for manual-payment orders and orders with no invoices. An order created with Create Order, Create Paid Order or Create Free Order is a manual-payment order from the start. Using Record Payment on an order also makes it a manual-payment order, even when only part of the amount is recorded, so the customer can then no longer download the invoice or pay the rest from their account. Give them the invoice PDF yourself, using Download PDF in Orders > Invoices, described in the list below, and arrange payment of any amount still due with them. The customer’s Orders & Billing view is different from the public order payment page, which can show upcoming drafts without allowing payment.
Other routes depend on the purchase:
After checkout, Download Invoice or Download Receipt is available where that checkout supports the document. Free and manual-payment checkouts do not show this download action; an account-specific invoice-hiding setting can also hide it.
Invoice/payment emails provide document links according to their template and workflow. An issued status is not proof that the email was sent or received.
A direct invoice payment page can provide the issued PDF. Anyone given that link can access its document, so share it only with the intended recipient.
A System Admin can open the issued invoice in Orders > Invoices and use Download PDF. Check the billed customer and covered items before sharing.
A replaced invoice’s direct payment link leads to its replacement where one exists. A draft cannot be downloaded as an issued invoice. If a customer cannot find a document, check the order reference, payment method and invoice state rather than asking them to make another booking.
For reusable emails and document-link content, see Create and Manage Email Templates. Check the template’s actual invoice destination, especially for an order with more than one invoice.
Frequently asked questions
Does hiding payment links stop online payments?
No. It hides automatic links on supported surfaces. A direct link deliberately shared with the customer can still be used while its invoice remains payable.
Does hiding payment links stop invoice emails?
No. The invoice-email process and automatic payment-link content are separate. Do not use this switch expecting all customer communication to stop.
Does saving new payment terms change every old invoice?
No. Check each existing invoice. Use Change Due Date for an eligible issued invoice; a draft’s due date is recalculated when it is issued.
Why does a customer’s order have no INVOICES section?
Check the payment method and available invoices. Manual-payment orders hide this section, including an order created with Create Order, Create Paid Order or Create Free Order and an order where staff used Record Payment, and drafts are not listed in Orders & Billing. A missing section does not prove the provider has no invoice record.
Does a receipt prove the full amount was paid in cash?
No. Credit can settle the balance. Check payment and credit records separately.
Can I change an invoice’s deadline without emailing the customer?
Yes. Change Due Date does not send a customer email. Check the saved deadline and any linked Xero result separately.