Reissue Invoices to the Billing Portal

Once an Invoice has been issued to the Billing Portal, Reissue to Billing Portal re-sends its current data to Advanced Billing so the Customer-facing Invoice reflects any edits you make afterward, such as correcting an address, adding a Line Item, or updating a memo or PO Number. It updates the existing Billing Portal Invoice in place; it doesn't create a new one.

When you need to reissue an invoice

Editing an Invoice that's already been issued to the Billing Portal doesn't automatically update the copy your Customer sees. After you save a qualifying edit, on the Invoice itself or on one of its Line Items, Maxio shows a reminder:

Click the Reissue to Billing Portal action to apply edits made to the invoice. The customer facing invoice will then be updated with your edits.

This reminder only appears right after you make an edit. It isn't a standing banner, so you won't see it again just by viewing the Invoice later.

Reissue an invoice to the Billing Portal

Reissue an Invoice directly from its action drop-down menu whenever you need to push a recent edit to the Billing Portal.

To reissue an Invoice

1. Navigate to the Invoice in Maxio.
2. Open the Invoice action drop-down menu.
3. Click Reissue to Billing Portal. If the Invoice is synced to your general ledger, only its non-financial details (address, memo, PO Number, due date) can be pushed, and the same action is labeled Reissue updates to Billing Portal.
4. Confirm the Invoice was reissued successfully from the confirmation message.

Important: If your Invoice's AvaTax-estimated sales tax hasn't been committed yet, Reissue to Billing Portal is disabled with a Commit sales tax first message until you commit it.

If your Invoice is in a closed accounting period or committed, and it isn't synced to your general ledger, neither reissue action is available at all. Edit the underlying Transaction instead, and let Maxio regenerate the Invoice.

Sales tax recalculation for general ledger-synced invoices

If your Invoice is synced to your general ledger (QuickBooks Online, Xero, Sage Intacct, or NetSuite) and your account has a tax provider connected to the Billing Portal (such as Sphere, Anrok, or Numeral), reissuing it also asks that provider to recalculate sales tax, for example after you correct a taxable address. Maxio writes the recalculated amount back onto the Invoice and its Line Items.

Important: This recalculation only updates the Invoice and Line Item sales tax stored in Maxio and on the Billing Portal invoice. It never syncs back to your general ledger, so update the matching record there yourself if the two need to match.

When a reissue recalculates tax on a General Ledger-synced Invoice, Maxio shows a message like:

Sales tax was recalculated to $6.00. This invoice is already synced with QuickBooks and will not sync back automatically. Verify the tax amount in QuickBooks matches.

Sales tax is not recalculated on reissue, and stays exactly as it was, when any of the following is true:

• The Invoice is in a closed accounting period.
• The Invoice is committed.
• The Invoice's AvaTax status is locked, or its AvaTax-estimated tax hasn't been committed yet.
• A taxable Line Item on the Invoice isn't fully set up for your tax provider, for example because its Item isn't linked to a product or component in Advanced Billing. In this case, Maxio keeps the Invoice's existing tax amount rather than sending the provider a Line Item it can't calculate tax for.

Related information

To issue an Invoice to the Billing Portal for the first time, see Issue Invoices to the Billing Portal.

For the general rules on when an Invoice can be edited, see Edit Invoices.

To commit AvaTax-estimated sales tax before reissuing, see Commit Sales Tax to AvaTax.