Understanding Invoices: Viewing, Searching, and Downloading PDF Invoices
The Hovixa billing system maintains a complete immutable record of all financial transactions associated with your account. Accessing these records is necessary for tax compliance, expense tracking, and auditing your service renewals. This guide details how to navigate the billing module and manage your invoice archives.
1. Accessing the Invoice Archive
All invoices—whether Paid, Unpaid, or Cancelled—are stored in a centralized list within your account area. These records are retained for the lifetime of your account.
- Log in to the Hovixa Client Portal.
- In the top navigation menu or the account sidebar, navigate to Billing > My Invoices.
- The system will display a table containing the Invoice Number, Date, Due Date, Total, and Status.
2. Searching and Filtering Invoices
For accounts with a long history of monthly VPS or hosting renewals, locating a specific transaction requires using the built-in filtering tools.
- Status Filtering: Use the tabs at the top of the list to filter by Unpaid (pending actions), Paid (completed), Cancelled, or Refunded.
- Search Bar: Enter an Invoice ID number or a specific amount to quickly isolate a transaction.
- Sorting: Click the column headers (e.g., "Invoice Date") to sort records in ascending or descending order.
3. Viewing and Downloading PDF Invoices
While the web-view provides a summary, official accounting typically requires the full PDF document, which includes Hovixa’s business details, tax breakdown, and the transaction hash.
Execution Steps:
- Click on any invoice in the list to open the Web Invoice.
- Locate the Download button (usually found at the bottom of the page or in the sidebar).
- Select Download PDF.
- The document will be generated and saved to your local machine.
4. Interpreting Invoice Statuses
| Status | Meaning |
|---|---|
| Unpaid | Generated but no payment detected. Action required to prevent service suspension. |
| Paid | Funds successfully captured and applied to the service renewal. |
| Cancelled | The invoice was voided (e.g., the service was cancelled before the due date). |
| Refunded | Funds were returned to the original payment method. |
| Collections | Significantly overdue invoice; service likely terminated. |
5. Technical Implementation Details
- Auto-Generation: Invoices are generated exactly 7 days prior to the service due date by default.
- Proforma vs. Tax Invoice: An "Unpaid" invoice acts as a Proforma. Once the status changes to "Paid," it serves as a legal Tax Invoice/Receipt.
- Credit Application: If you have an existing Credit Balance, the system will automatically generate a "Paid" invoice by deducting from your balance before attempting to charge your credit card.
Accountant's Tip: If you require your Company VAT or Tax ID to appear on the PDF, ensure these details are entered in the Edit Account Details section before downloading the invoice.
