> For the complete documentation index, see [llms.txt](https://docs.ecommerce.seb.ee/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.ecommerce.seb.ee/features/invoices.md).

# Invoices

Create and send payment requests to individual customers, or upload multiple invoices in one file — then track every invoice through to payment or expiration.

The Invoices feature enables you to create payment requests in the [Merchant Portal](/guides/merchant-portal/accept-payments-without-integration/invoices.md) and collect payments through the secure [Hosted Checkout](/integration/hosted-checkout.md).

Create invoices individually for one-off requests, or import them in bulk using a structured CSV file. Each invoice is associated with a payment link and the resulting payment transaction, helping you monitor payment progress and reconcile completed payments.

***

### Capability Summary

<table><thead><tr><th width="247">Capability</th><th>Support</th></tr></thead><tbody><tr><td>Manual invoice creation</td><td>Merchant Portal</td></tr><tr><td>Bulk invoice creation</td><td>Structured CSV import</td></tr><tr><td>Import format</td><td>CSV encoded in UTF-8</td></tr><tr><td>Downloadable templates</td><td>XLSX and CSV</td></tr><tr><td>Customer payment page</td><td>Secure Hosted Checkout</td></tr><tr><td>Distribution</td><td>Email and SMS, where configured</td></tr><tr><td>Lifecycle tracking</td><td>Issuance, delivery status where available, payment status, expiration, and deactivation</td></tr><tr><td>Reconciliation</td><td>Invoice linked to the underlying payment transaction</td></tr></tbody></table>

{% hint style="info" %}
Availability of specific capabilities depends on your merchant configuration, enabled payment methods, market setup, and external service providers.
{% endhint %}

***

### How It Works

1. Create the invoice. Create a single invoice in the [Merchant Portal](/guides/merchant-portal/accept-payments-without-integration/invoices.md) or upload multiple invoices in a CSV file.
2. Generate the payment request. The gateway associates the invoice with a secure payment link.
3. Send it to the customer. Distribute the invoice link using an available notification channel.
4. Customer completes the payment. The customer opens the link and pays through [Hosted Checkout](/integration/hosted-checkout.md) using one of the payment methods available for your shop.
5. Track the result. Monitor the invoice lifecycle and review the associated payment transaction for reconciliation.

***

### Create Invoices

#### Create a Single Invoice

Manual creation is suitable for individual invoices and one-off payment requests.

Enter the required invoice and recipient information in the Merchant Portal, review the details, and create the invoice. The gateway generates the associated payment link, which can then be sent to the customer.

The exact information required for invoice creation depends on the Merchant Portal configuration.

#### Create Invoices in Bulk

Use bulk import when you need to create multiple invoices at the same time.

1. Download the current invoice template from the Merchant Portal in one of the following formats:
   1. XLSX
   2. CSV
2. Complete the template and upload it as a CSV file encoded in UTF-8. XLSX files cannot be uploaded directly.
3. When using the XLSX template, save or export the completed file as CSV with UTF-8 encoding before uploading it.
4. The uploaded file is checked against the supported structure, validation rules, and configured processing limits. Correct any reported errors and upload the file again where required.

Always use the latest template available in the Merchant Portal.

***

### Send and Pay an Invoice

Each invoice is associated with a payment link that opens the secure Hosted Checkout.

Depending on your configuration, invoice links may be distributed through:

* Email
* SMS

The customer can pay using the payment methods enabled for the relevant shop and market. The exact checkout experience depends on the payment method selected by the customer.

Notification availability and delivery depend on the configured email or SMS service and the relevant external provider. A successful transmission or delivery status does not confirm that the invoice has been paid.

Always confirm payment using the associated payment transaction.

Do not rely only on the notification status or on confirmation from the customer.

***

### Track an Invoice

The Merchant Portal provides lifecycle information for invoices, including:

* Invoice issuance
* Delivery status, where technically available
* Payment status
* Expiration
* Deactivation

Each invoice is linked to its underlying payment transaction. Use this connection to confirm the payment result and support reconciliation and reporting.

Payment processing follows the standard lifecycle of the payment method used. See Payment Statuses for information about when a payment should be considered paid.

An invoice that has expired or been deactivated should no longer be treated as an active payment request.

***

### Merchant Responsibilities and Recommendations

The Invoices feature is a technical payment collection and tracking tool. It does not replace your accounting, tax, statutory invoicing, or regulatory systems.

You remain responsible for:

* The accuracy and completeness of invoice and recipient information.
* The legal validity of the invoice.
* Accounting and tax treatment.
* Compliance with applicable regulatory and consumer protection requirements.
* Having a lawful basis to process recipient contact information.
* Obtaining any consent required for email or SMS communications.
* Confirming the payment result before delivering goods or services.

For reliable invoice management:

* Use clear references that connect invoices with customers, orders, or records in your own systems.
* Review the amount, currency, recipient information, and payment details before distribution.
* Test a small CSV file before importing a large batch.
* Retain your source files and import results according to your internal audit and reconciliation requirements.
* Review unpaid, expired, deactivated, and unsuccessfully delivered invoices regularly.
* Restrict invoice management access to authorized Merchant Portal users.

***

### Frequently Asked Questions

<details>

<summary>Can I create several invoices at once?</summary>

Yes. Complete the downloadable template and upload the invoices as a CSV file encoded in UTF-8. Bulk imports are subject to validation rules and configured limits.

</details>

<details>

<summary>Can I upload the XLSX template?</summary>

No. The XLSX template is provided for preparing invoice data. Save or export the completed file as CSV with UTF-8 encoding before uploading it.

</details>

<details>

<summary>How can an invoice be sent to a customer?</summary>

Invoice links may be sent by email or SMS where the relevant notification channel has been configured. Availability depends on external provider capabilities.

</details>

<details>

<summary>Which payment methods can customers use?</summary>

Customers can use the payment methods enabled for the relevant shop and market. The available methods are displayed on Hosted Checkout.

</details>

<details>

<summary>How do I confirm that an invoice has been paid?</summary>

Review the payment status of the transaction linked to the invoice. Do not use message delivery status as proof of payment.

</details>

<details>

<summary>Does the gateway verify that an invoice is legally or tax compliant?</summary>

No. The gateway facilitates payment collection, distribution, and lifecycle tracking. You remain responsible for the invoice’s legal validity, accounting treatment, tax compliance, regulatory compliance, and content accuracy.

</details>

### Related Documentation

* [Payment Links and QRs](/features/payment-links-and-qrs.md)
* [Hosted Checkout](/integration/hosted-checkout.md)
* [Payment Methods](/payment-methods/cards.md)
* Cards [Payment Statuses](/payment-methods/cards/payment-statuses.md)
* Pay by Bank [Payment Statuses](/payment-methods/pay-by-bank/payment-statuses.md)
* [Merchant Portal](/guides/merchant-portal.md)

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