> 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/guides/merchant-portal/accept-payments-without-integration/invoices.md).
# Invoices
**Invoices** allow you to create and send structured payment requests directly from the SEB Merchant Portal without building your own checkout integration.
Each invoice includes a payment link that directs the customer to **Hosted Checkout**, where they can complete the payment using the payment methods available for the selected shop.
You can create invoices individually or, where enabled, create multiple invoices using CSV import.
The functionality available to you depends on your Merchant Agreement, shop configuration, enabled services, and user permissions.
***
### When to Use Invoices
Use Invoices when you want to create, distribute, and track structured payment requests for your customers.
Invoices are particularly useful when you need to:
* Create individual customer payment requests.
* Create multiple payment requests in bulk.
* Send payment requests to customers by email or SMS, where available.
* Track whether an invoice remains active, has expired, or has been deactivated.
* Track the payment associated with an invoice.
For simpler payment requests that you want to share directly as a URL, QR code, or payment button, see **Payment Links & QR Codes**.
***
### Access Invoices
In the Merchant Portal, use the left navigation panel:
1. Expand **Pay by link**.
2. Select **Invoices**.
From the Invoices page, you can create and manage invoice-based payment requests.
***
## Create an Invoice
You can create invoices in two ways:
* **Manually** – Create an individual invoice directly in the Merchant Portal.
* **Bulk import** – Create multiple invoices using a CSV file.
Choose the method that matches the number of payment requests you need to create.
***
### Create an Invoice Manually
Use manual creation when you need to create an individual payment request.
Enter the required invoice, payment, and customer information and review the details before creating the invoice.
Use clear references that allow you to associate the invoice and resulting payment with the corresponding customer, order, or record in your own systems.
***
### Create Invoices in Bulk
Use bulk import when you need to create multiple invoices at the same time.
The Merchant Portal provides downloadable templates in **XLSX** and **CSV** formats.
If you use the XLSX template:
1. Download and complete the template.
2. Save the completed file as **CSV (UTF-8)**.
3. Upload the CSV file to the Merchant Portal.
{% hint style="warning" %}
XLSX files cannot be uploaded directly. The completed file must be saved and uploaded as **CSV (UTF-8)**.
{% endhint %}
The uploaded file is validated against the supported structure, required fields, validation rules, and applicable processing limits.
Use the latest template available in the Merchant Portal when preparing a bulk import.
***
## Send Invoices to Customers
Depending on the services enabled for your merchant account, invoice payment requests can be sent using supported notification channels such as:
* **Email**
* **SMS**
The exact notification options available depend on your merchant configuration and the applicable notification service.
When the customer opens the payment link included with the invoice, they are directed to **Hosted Checkout**.
The customer can then complete the payment using the payment methods available for the applicable shop.
{% hint style="info" %}
Successful delivery of an email or SMS means that the payment request was sent through the applicable notification channel. It does **not** mean that the customer has completed the payment.
{% endhint %}
***
## Track Invoices
Use the Merchant Portal to monitor invoices after they have been created.
Depending on the invoice and available information, you can review:
* Invoice status.
* Delivery status, where available.
* Payment status.
* Expiration.
* Deactivation.
* Associated payment information.
An invoice that has expired or been deactivated is no longer an active payment request.
***
### Confirm That an Invoice Was Paid
Each invoice is associated with an underlying payment transaction.
Do not use the invoice delivery status or customer browser journey as confirmation that payment has completed.
{% hint style="warning" %}
Always use the confirmed **payment status** of the associated transaction to determine whether the invoice payment was successful.
Email or SMS delivery does not confirm payment.
{% endhint %}
Use **Orders** when you need to review the underlying payment transaction, Payment ID, payment status, or other transaction details.
***
## Merchant Responsibilities
The Invoices functionality provides a way to create, distribute, and track payment requests through the SEB Ecommerce Payment Gateway.
It does not replace your accounting, tax, statutory invoicing, or regulatory systems.
You remain responsible for:
* Accuracy of invoice and recipient information.
* Legal validity and required content of your invoices.
* Accounting and tax treatment.
* Applicable regulatory and consumer-protection requirements.
* Lawful processing of customer contact information.
* Obtaining any consent required for email or SMS communication.
* Confirming the final payment status before delivering goods or services.
{% hint style="info" %}
Merchant Portal invoice information is intended for payment collection and operational tracking. Use your applicable accounting and financial systems for statutory accounting, tax, and financial reporting.
{% endhint %}
***
## Best Practices
When using Invoices:
* Use clear invoice, customer, and order references.
* Keep references aligned with your own business records.
* Verify customer contact information before sending an invoice.
* Use the latest Merchant Portal template for bulk imports.
* Test a small CSV file before processing a large bulk import.
* Review validation errors before retrying an import.
* Regularly review unpaid, expired, deactivated, and unsuccessfully delivered invoices.
* Confirm the associated payment status before fulfilling an order.
* Use **Orders** when further payment investigation is required.
* Restrict invoice management to authorized Merchant Portal users.
***
### Frequently Asked Questions
Does the gateway verify that an invoice is legally or tax compliant?
No. The gateway facilitates payment collection and lifecycle tracking, but you remain responsible for legal validity, accounting treatment, tax compliance, regulatory compliance, and the accuracy of the invoice content.
---
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