---
title: Invoices and ledger
description: Where money is recorded in NexCMP — the wallet ledger, invoices, top-up payments, refunds and payouts, vouchers and revenue reports.
url: https://nexcmp.com/docs/billing/invoices-and-ledger/
applies_to: NexCMP 1.6.1
updated: 2026-11-02
---

# Invoices and ledger

> **Where in the admin:** Finance › Billing (`/billing`) with the tabs Overview, Transactions (`/billing/ledger`), Invoices (`/billing/invoices`), Top-ups (`/billing/deposits`), Payouts (`/billing/payouts`), Vouchers (`/billing/vouchers`) and Reports (`/billing/reports`). **Where in the portal:** Billing (`/billing`).

## What it does

Every amount in NexCMP is stored as USD cents and recorded once. The key idea: the **wallet ledger** is the source of truth for balances; invoices, top-up payments and reports are views built from it. The ledger is **append-only** — a mistake is fixed by adding a reversing entry, never by editing history.

## Requirements

| Item | Requirement |
|---|---|
| Role | An administrator. |
| Seller details | Set the legal name, tax ID, address, contact e-mail and the invoice number prefix in **System › Settings › General**, tab **Seller & invoicing** (`/settings?tab=seller`), card **Seller details (printed on invoices)**. |
| Dependencies | [Payment channels](https://nexcmp.com/docs/billing/payment-channels/) for money coming in. |

## The pieces

| Admin tab | What it lists | Typical use |
|---|---|---|
| **Overview** | Revenue today and this month, ledger totals by kind (deposit, charge, refund, adjustment, voucher), invoices by status, pending refunds, shortcuts, spending per service in the last 30 days | Daily check |
| **Transactions** | The wallet ledger, one line per movement | Explain a customer's balance |
| **Invoices** | Invoices, and a second view **Orders** with every purchase of every service | Find a document, resend, mark paid |
| **Top-ups** | Payments received through the gateways | Check a payment, refund it |
| **Payouts** | Card refunds, affiliate payouts, reseller withdrawals | Approve money going out |
| **Vouchers** | Top-up codes | See [Promotions](https://nexcmp.com/docs/billing/promotions/) |
| **Reports** | Revenue, by service, by reseller | Accounting |

### Transactions (ledger)

Columns: time, customer, **kind**, service, amount (signed), VM, reference, actor, note. Filters: kind, service, customer ID, site (when you have resellers), date range, and a VM link.

| Kind | Meaning |
|---|---|
| `deposit` | Top-up from a gateway |
| `charge` | Money taken for a service (order, renewal, hourly usage ...) |
| `refund` | Money returned to the wallet |
| `adjust` | Administrator credit or debit, and also top-up codes (reference starting `vch:`) — the overview shows vouchers as their own line |

Every row has a reference such as `dep:stripe:<payment-id>`; the same reference can never be written twice, which is why a repeated webhook cannot credit twice. Use **Customers › List › customer › Credit / debit** to add a manual adjustment: a reason is mandatory, a positive amount also tries to unlock VMs locked for lack of funds, and the action is confirmed in two steps.

![Transactions tab showing wallet ledger rows with kind, service, amount and reference](https://nexcmp.com/docs/images/billing/invoices-and-ledger-01-ledger.webp)

### Invoices

An invoice is created automatically when a customer buys or renews something paid from the wallet, or for a top-up. Numbers look like `<prefix><YYYYMM>-<000001>` (for example `NX202610-000042`); reseller sites use their own prefix and sequence. Existing numbers never change when you change the prefix.

| Field | Values |
|---|---|
| Kind | Receipt, Renewal, Top-up, Manual, Refund |
| Status | Unpaid, Paid, Overdue, Cancelled, Refunded |

Actions on a row:

| Action | Effect |
|---|---|
| **View** / **Print** | Opens the invoice; the portal can also print or save as PDF. |
| **Mark paid** (unpaid or overdue only) | Marks it paid **without moving wallet money** — use it when the customer paid you outside NexCMP. A reason is required. For a renewal invoice it also extends and unlocks the locked VM. |
| **Cancel** (unpaid or overdue only) | Cancels the invoice. A reason is required. |
| **Resend** | E-mails the invoice again. |

**Create manual invoice** (button at the top of the tab): customer ID, 1 to 50 lines (description, quantity, unit price), optional VM ID, optional due-in days (0 to 365, default 7), optional note. It is created as unpaid; the customer sees it in **Billing › Invoice History**.

Unpaid invoices of services are **settled automatically from the wallet** as soon as there is money, so the customer's action is simply to top up.


### Top-ups (payments)

One row per attempt: time, customer, **gateway and method**, kind (top-up or auto top-up), status (pending, completed, failed, refunded, disputed, canceled), what the customer paid, the fee, what went to the wallet, the gateway reference and completion time. Completed Stripe and PayPal payments have a **Refund** action. Use the Gateway events pages to see webhooks ([Payment channels](https://nexcmp.com/docs/billing/payment-channels/)).

### Payouts

Three sub-tabs: **Card refunds** (approve or reject refund requests; the request is created from a completed payment), **Affiliate payouts** (commission withdrawals) and **Reseller withdrawals**. Every decision is audited.

### Reports

**Revenue** (30-day trend, month by month, top customers), **By service** and **By reseller**.

![Reports tab showing revenue KPIs and the thirty day trend](https://nexcmp.com/docs/images/billing/invoices-and-ledger-03-reports.webp)

## What the customer sees

In **Billing** the customer has **Balance**, **Deposit**, **Redeem code**, **Settings** (auto top-up) and a history with tabs **Invoice History**, **Payment Order**, **Ledger** and **Orders** (every service in one list with filters by service and type). Each invoice has **View**, **Print** and **Save as PDF**; amounts are in USD, optionally shown in the display currency.

## Verify

1. Make a small top-up as a test customer.
2. **Transactions** shows a `deposit` line, **Top-ups** shows the payment as *Completed*, and **Overview** revenue increases.
3. Buy something: a `charge` line appears, and **Invoices** shows a *Receipt* or *Renewal* invoice with the seller details you configured.

## Limits & notes

- **Append-only.** There is no way to edit or delete a ledger line; add an adjustment with a reason.
- **Currency.** Amounts are USD; the display currency is cosmetic (see [Currency and exchange rates](https://nexcmp.com/docs/catalog/currency-and-exchange-rates/)).
- **Refund to card** is two steps (request, then approval under Payouts); USDT and bank transfers are not refunded to the source.
- **Everything is audited** under System › Logs › Admin actions with the reason you entered.
- **Orders vs invoices.** Hourly usage is not invoiced per hour; the Orders view groups it by day so you can still see it.

## Troubleshooting

| Symptom | Cause | Fix |
|---|---|---|
| Customer's balance seems wrong | A charge, adjustment or voucher you did not expect | Filter **Transactions** by the customer ID and read the references and notes. |
| "Invoice is already paid" (409) | Mark paid on a paid invoice | Nothing to do. |
| Cannot cancel an invoice | Only unpaid or overdue invoices can be cancelled | For paid ones use a refund or an adjustment. |
| Seller details missing on invoices | Not filled in | Complete **Seller details** in System › Settings › General › Seller & invoicing. |
| Credit / debit refused | Amount is zero or over $100,000 | Use an amount between 1 cent and $100,000. |
| A payment shows *Pending* for a long time | Webhook missing | See **Gateway events** and replay. |