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 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
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.

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).

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.

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).
• 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.