Invoices and receipts

Before finance review

Invoices and receipts come from provider-confirmed transaction records tied to one account. They are finance records, not proof that a scan, fix workflow or monitoring run completed. Use this page when finance needs a receipt, invoice download state, transaction status or an explanation for why a download is unavailable.

Open transaction history

Follow the path `Billing → Transaction history → Invoice access → Download invoice`.

1. Open /billing while signed in to the account that owns the payment. Result: Billing shows account status, latest transactions and links to Transaction history.
2. Click Transaction history or open /billing/transactions. Result: the transaction history page shows only receipts for accounts you can access.
3. Confirm the account name and billing email before using any row. Result: finance work is tied to the correct account instead of another workspace.
4. Find the row by receipt label, invoice number, billed date, amount, status or subscription link. Result: you know which provider-confirmed transaction backs the finance record.
5. Read Invoice access at the top of the page. Result: you know whether Download invoice is available or whether the product is waiting on provider API access.
6. Use Download invoice only on the matching row. Result: the invoice request stays account-scoped and does not expose Paddle transaction identifiers.

Download an invoice when available

Use the invoice download only when the row shows an available invoice action.

• Download invoice means WebRiskOps has an invoice number and configured provider API access for that account-scoped transaction.
• The browser download is the finance artifact; keep it with the matching receipt label or invoice number.
• A completed transaction can still show no invoice file if the provider has not returned an invoice URL yet.
• Do not paste card numbers, payment method secrets, provider credentials or raw Paddle IDs into support notes.
• Use the visible receipt label, invoice number, amount, status and billed date when finance needs to reconcile the payment.

Handle unavailable invoice states

Invoice download can be unavailable while a provider transaction is pending, failed, unmapped or not invoice-backed.

• Transaction not confirmed means wait for provider confirmation.
• Invoice unavailable means the product does not have an invoice file or provider invoice URL for that transaction.
• Payment confirmation pending means checkout has not produced a final billing record.
• Wrong account means switch to the account that owns the transaction.
• Provider unavailable means invoice PDF retrieval is not configured in the current environment; use the receipt fields and retry after provider access is restored.
• Refund or dispute in progress does not automatically remove the original transaction record.

Continue to refund or renewal flows

After finance has the transaction record, continue to [Refunds, disputes and service credits](/docs/billing/refunds-disputes-and-service-credits) when the customer needs money movement or evidence, and [Cancellations and renewal](/docs/billing/cancellations-and-renewal) when the next action is subscription access or renewal timing. Use [Provider connection errors](/docs/troubleshooting/provider-connection-errors) when invoice downloads stay unavailable because provider access is missing or returning errors.