Who This Is For / When to Use
Businesses creating one-time or installment-based invoices
Users managing invoice payments, refunds, or voided records
Teams configuring invoice settings, taxes, late fees, or payment methods
Administrators needing accurate transaction tracking and audit logs
Part 1: Creating and Sending an Invoice
Set Up Your Invoice
Navigate to Payments (left menu) → Invoices & Estimates (top).
Select the All Invoices tab.
Click + New to create an invoice.
(Optional) Click the Settings icon to change the invoice sender name.
Note:
You can add general invoice notes using the Settings icon near the New button.
Personalize Your Invoice
Business & Customer Information
Click the pencil icon to add or edit your business information.
Click Business Logo to upload a logo file.
Click Select Customer to choose an existing client or click + Add Customer to create a new one.
Customer details automatically populate the invoice preview.
Click the three-dot menu next to Customer Information to edit what appears on the invoice.
Add Products
Click + Add Product to select products to bill.
Edit price and quantity directly on the invoice.
Note:
Products must already exist in your product list before they can be invoiced.
Discounts and Formatting
Invoice descriptions support text formatting (bold, bullets, etc.).
Click Add Discount to apply a markdown.
To create a $0 invoice, apply a 100% discount or a custom discount equal to the full amount.
Add Payment Schedule
Enable deposits or installment payments.
Payments can be set by percentage or fixed amount.
Assign specific due dates per payment.
Payment schedules can be edited later.
Additional Options
Click Add Notes / Terms to include visible invoice notes.
Attach up to 10 files per invoice (maximum 20MB total).
Important Attachment Rules
Attachments are included only in the initial invoice email.
Attachments are not included in scheduled reminder emails.
Delivering Your Invoice
Use the three-dot menu to preview or record a payment.
Click Send (top right) to deliver the invoice.
Select Copy and Mark as Sent if sending outside Kyrios.
Choose Email, Text, or Both in the send popup.
Toggle Test Mode or Live Mode under Additional Options.
Error Handling
If invoice sending fails, Kyrios displays a specific error message explaining the issue.
Recording Payments
Open the invoice → click the three-dot menu → Record Payment.
Charge a saved or new card, or record manual payments (cash, check, etc.).
Monitoring Invoice Status
Go to Invoices to view all invoices.
The Status column shows draft, paid, overdue, or due dates.
Filter by status or date.
Transaction data is also available under Payments → Transactions.
Note:
Both successful and failed transactions appear in Payments → Transactions.
Support for Custom Payment Providers on Invoices
Kyrios supports advanced invoicing features when using custom payment providers:
Payment schedules
Partial payments
Tip support (provider-dependent)
Automatic late fee calculations
How to Use
Go to Payments → Invoices & Estimates.
Enable scheduled and partial payments.
Allow tipping if supported.
Manage late fees for overdue invoices.
Part 2: Invoice Settings Tab
Custom Invoice Titles and Notes
Define a custom invoice title and terms/notes in Invoice Settings.
Default title is INVOICE (case-sensitive).
Titles can exceed 25 characters.
Changes apply only to new invoices created after saving.
How to Incorporate Taxes to Your Invoice
Open Settings → Taxes.
Click Add Tax / Create Tax.
Enter:
Tax name
Percentage rate
Description
Tax ID (optional)
Late Fees on Invoices
Late fees can be applied globally or per invoice.
How to Use
Global setup: Invoice Settings → Payments
Individual invoice: Enable Late Fees Configuration (top right)
Rules and Limitations
Late fees apply only after the due date or missed payment schedule.
Customers receive email notifications when late fees are added.
Bank-Only Transfers for Invoices
Kyrios supports ACH and SEPA bank-only payments.
How to Use
Set defaults via Payments → Invoices & Estimates → Settings → Payment Settings.
Customize payment methods per invoice using Manage Payment Methods.
Note:
Available only through Stripe, supported currencies only.
Part 3: Guide to Voiding Invoices and Managing Refunds
Voiding Sent, Overdue, or Paid Invoices
Locate the invoice.
Click the three-dot menu → Void.
Confirm the action.
Important Rules
Paid invoices must be fully refunded before voiding.
Voided invoices cannot be restored.
Processing Refunds
Go to Payments → Transactions.
Locate the successful transaction.
Click the three-dot menu → Refund.
Supports full or partial refunds.
Manual refunds update records only; physical refunds must be handled separately.
Managing Voided Invoices
Voided invoices are hidden by default.
Use Filters → Status → Void to view them.
Additional Notes
Voiding does not affect invoice statistics.
Full audit logs are maintained for voids, refunds, and deletions.
Recording Backdated Transactions
Manual payments can include backdated payment dates.
The transaction will reflect the selected date for accurate reporting.
FAQ
How do I set up and manage late fees on invoices?
Configure late fees globally under Invoice Settings → Payments. For individual invoices, enable Late Fees Configuration directly on the invoice.
Can I use payment plans for invoices?
Yes. Use Payment Schedules to create deposits or installments with fixed amounts or percentages.
How do I void an invoice?
Navigate to Payments → Invoices, open the invoice, click the three-dot menu, and select Void. Confirm when prompted.
What happens when I void an invoice?
The invoice is removed from active statuses but remains accessible using the Void filter. Voided invoices cannot be reinstated.
How do I issue a refund for a paid invoice?
Go to Payments → Transactions, open the transaction, and select Refund. Choose full or partial refund.
Can I track invoice statuses and transaction details?
Yes. Invoice statuses appear in Invoices, and all transaction details appear in Payments → Transactions.
How can I retrieve and manage voided invoices?
Go to Payments → Invoices, click Filters, select Status, and choose Void.
Are audit logs maintained for voided and refunded invoices?
Yes. Kyrios maintains full audit logs for all invoice-related actions.
How many files can I attach to an invoice?
Up to 10 files, with a 20MB total size limit.
Can I include attachments with my invoices?
Yes. Attachments are included in the initial invoice email only.
How do I handle a customer who wants to pay half now and half later?
Use Payment Schedules to split the invoice into installments, such as a 50% deposit and a future balance.
If I refund a payment in Transactions, does the money go back automatically?
Live card payments: Yes, refunded through the payment gateway.
Manual payments: Records are updated only; physical refunds must be handled manually.