Iteras makes it easy to invoice your subscribers or members because most processes are automated. If you’re new to accounting, it helps to anchor a few key concepts first.
Invoicing and credit notes
Iteras tracks subscriptions and what is delivered to each subscriber. When a customer is due to be charged, the system generates an invoice—which means someone owes you money.
If you later discover that you invoiced too much—for example, because a subscription was cancelled—you issue a credit note. A credit note reduces the original invoice (in Iteras, only invoiced amounts can be credited).
Example: If you invoiced €100 and realise €50 was too much, you issue a €50 credit note linked to that invoice. The outstanding amount on that invoice is now €100 − €50 = €50.
If you invoiced too little, issue a new invoice for the additional amount. Alternatively, you can credit the original invoice in full and issue a replacement for the correct total.
Technically, existing invoices are not altered. Preserving the original record is important for auditability.
Payments and payouts
It’s not enough to track what’s owed—money must also be received. If you invoice a customer €100, you expect a payment of €100 shortly after.
Because Iteras is designed for scale, it keeps payments separate from invoices. With many customers, some will overpay and others underpay (especially with older methods such as Danish indbetalingskort; with card payments and other modern methods, the exact amount is typically charged if the transaction is approved).
If there is an invoice for €100 and you receive €100, Iteras allocates the payment to that invoice and marks it fully paid.
If you later credit €50 on that invoice, the invoice remains fully paid, but €50 is returned to the payment as unallocated. You can refund that €50, or leave it on account. If, a few months later, you issue a new invoice for €150, the €50 will be auto-applied, leaving €100 due.
Important: Allocating a payment settles the debt on that invoice, but it does not change the invoice amount. The only way to reduce an invoice is via a credit note. So a new €200 invoice will still be for €200, but it may show €50 already paid, with €150 remaining.
Some accounting systems do not track which specific invoices are paid—only per-customer totals. Iteras provides invoice-level precision because customers expect a particular invoice to be shown as paid once settled, and because this makes it easier to follow up on specific outstanding items. In each customer profile you can see the overall balance, and on every invoice and payment you can see how the money is allocated.
Payment errors (only Danish 'indbetalingskort')
If a subscriber’s payment contains an error, automation often resolves it.
If too much is paid, Iteras shows a surplus that will be automatically applied to future invoices.
If too little is paid, the system can send a reminder for the outstanding balance.
If a payment is made against a different invoice for the same subscriber, funds are reallocated automatically. Where needed, you can manually release and reassign the funds.
Unpaid invoices
If a customer doesn’t pay, there are two basic actions:
Stop the service to limit the loss.
Send a reminder to prompt payment.
Iteras can do both automatically, based on your configuration. Reminders are issued when the due date has passed, plus a grace period to allow for payment processing times.
There are many edge cases around reminders, so Iteras includes automation to handle them smoothly.
Example: If a customer accidentally pays €104 instead of €105, it may be preferable to credit the remaining €1 rather than issuing a dunning letter for such a small amount.
You can tailor these rules under Settings.
Technically, Iteras treats dunning letters almost like invoiced services; conceptually, it’s easiest to think of them that way.
Financial reports
Depending on how you summarise your accounts, Iteras can generate financial reports by aggregating invoiced amounts, credits, payments, and payouts. Use these internally (e.g., profitability analysis) and for tax/VAT reporting.
Revenue - shows what has been invoiced and credited in a period. It also shows accrued revenue, i.e., the portion corresponding to deliveries in the period.
Example: Invoice €120 on 1 January for a one-year digital subscription: the invoiced amount in January is €120, but the accrued (delivered) revenue in January is roughly €10 (roughly, because January has 31 days, so it isn’t exactly 1/12). This helps you track prepaid amounts where delivery has not yet occurred - i.e., your delivery liability to the subscriber.
Invoices - shows invoices. Can be used to show accounts receivable, i.e., invoices that have not yet been paid.
Payments - shows all incoming payments and payouts recorded in the system; useful for verifying cash flows and locating specific transactions.
Credits - shows payments with surplus amounts that have not yet been allocated.
Subscriber balances - shows a classic ageing view of subscribers’ balances by time bucket.