Steps Configuration Guide

Invoice

Generates structured invoice PDFs and stores them on the Candidate Journey.

How It Works #

  1. The Candidate reaches the Invoice Step.
  2. The system generates an invoice automatically.
  3. The invoice is delivered (via email, Runner, or documents).
  4. The Candidate can view or download the invoice.
  5. Admin can track and manage payment status.
  6. The Journey continues.

How to Configure #

  1. Open your Agent in the Agent Editor.
  2. Go to Path Steps.
  3. Click Add Step → select Invoice.
Choose invoice

Configure Invoice Header #

Config invoice
  • Set Invoice Title (e.g., "TAX INVOICE")
  • Add Logo URL (optional — your company logo)
  • Set Invoice Date Mode (when the invoice is dated)
  • Set Due Date Mode (e.g., offset days from invoice date)

Configure Sender (From) #

Config invocie2
  • Name → Use Merge Fields, e.g., {{ brand_name }}
  • Address → Use Merge Fields, e.g., {{ brand.address }}
  • ABN / Company details → Your business registration number

Configure Recipient (To) #

  • Name → Use Merge Fields, e.g., {{ candidate.full_name }}
  • Address → Dynamic fields from the Candidate record
  • Email → Use Merge Fields, e.g., {{ candidate.email }}

Add Line Items #

For each item on the invoice:

  • Description (e.g., "Professional Services Fee")
  • Amount (e.g., 50.00)
  • Tax (e.g., GST 10%)
  • Quantity (e.g., 1)

Payment Block #

Config invoice3

Add payment instructions. Example:

"Please transfer payment to {{ brand.name }} within 7 days. Include Invoice # {{ system.invoice_number }} as reference."

Delivery Options #

Choose how the invoice is delivered:

  • Email to Candidate — Send the invoice via email
  • Show in Runner — Display the invoice in the Journey interface
  • Store in Candidate Documents — Save the invoice to the Candidate's document storage
  1. Click Save.

What the Candidate Sees #

Sample invoice

Step 1: Invoice Display #

The Candidate sees a summary:

  • Invoice title (e.g., "TAX INVOICE")
  • Invoice number (e.g., #1006)
  • Status (e.g., "Issued")
  • Total amount (e.g., AUD 55.00)

Step 2: Download Option #

The Candidate can click Download PDF to open the full, formatted invoice document.

Step 3: Continue Journey #

The Candidate clicks Continue and the Journey proceeds.

My Documents #

The invoice is also stored under the Candidate's My Documents section for future reference.

What the Admin / Reviewer Sees #

Admin invoice details

Invoice Generated #

  • Status shows: Invoice Issued
  • Total number of invoices is tracked per Candidate

Invoice Management #

Admin can:

  • View the invoice
  • Download the PDF
  • Edit the invoice (if allowed)
  • Mark as Paid
  • Cancel the invoice

Payment Tracking #

  • Status updates: Issued → Paid / Cancelled
  • Payment history is maintained in the Candidate record

Example #

Scenario: Generate a tax invoice for a professional services fee.

Invoice Setup:

  • Title: TAX INVOICE
  • Item: Professional Services Fee
  • Total: AUD 55.00
  • Due: 7 days from invoice date

Candidate View:

  • Sees invoice summary
  • Downloads PDF
  • Continues the Journey

Outcome:

  • Invoice is automatically generated and delivered
  • Payment tracking is centralised
  • Both the Candidate and Admin have visibility

Tips #

  • Use clear and professional invoice titles
  • Always include payment instructions
  • Keep line items simple and transparent
  • Use Merge Fields for dynamic sender/recipient details

Notes #

  • Invoice numbers are system-generated (auto-incremented)
  • PDF is auto-formatted based on your configuration
  • Works well for onboarding fees, service payments, or subscription charges

Last updated May 4, 2026