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Troubleshoot Zero Value Invoices in FlexiBake

This article guides you through identifying, resolving, and preventing invoices with a $0.00 total in FlexiBake, including sample, non-billable, or error-induced scenarios.

Understanding Zero Value Invoices

Zero value invoices (also called “blank invoices”) have a total amount of $0.00. These can occur for legitimate business reasons (like samples or non-billable accounts) or due to system/user errors.

Note: Zero value invoices may be triggered intentionally during order entry (samples/complimentary) or during standard operations, especially if preferences are configured to allow them

Why Do Zero Value Invoices Occur?

  • All line items on the order are set to $0.00 (common for sample or promotional orders).
  • Orders created for customers marked as “non-billable” in their profile.
  • Manual invoice creation with either missing product pricing or no line items entered.
  • Data entry issues, including using the wrong customer type or missing price tiers.
  • Special processing through Route Delivery Slips (RDS) for giveaways, samples, or internal use orders

Tip: Recurring zero value invoices often indicate a mismatch in customer setup or incorrectly managed pricing tiers. Check this when troubleshooting repeated issues

Troubleshooting Steps

To resolve unexpected zero value invoices:

  • Open the related Sales Order and review product prices for any $0.00 entries. 
  • Confirm the customer’s billing type (standard or non-billable).
  • Verify the customer’s assigned price tier to ensure prices are set up correctly.
  • Verify if the order was intended as a sample or complimentary invoice.
  • If pricing edits are made, recalculate and save the invoice. Regenerate the invoice if needed for updated totals.

Reviewing Sales Order with Line Items priced at $0.00
  • Review your FlexiBake Preferences, under Billing, for the option to “Suppress zero value invoice warning message.” If enabled, you may not receive a warning when issuing a $0.00 invoice
  • Audit invoices regularly to catch and confirm intentional zero value or sample billing.
  • Use workflow controls to separate samples or non-billable accounts from regular invoices for auditing and reporting.

Tip: Enforce reminders or approval for creating non-billable/sample invoices to maintain clarity in reporting and customer billing.

Special Scenarios: Route Delivery Slips

There are two main reasons to expect zero value invoices via RDS:

  • Sample Orders: If a customer is set up to receive samples, these may be billed with a $0.00 amount intentionally.
  • Non-billable Customers: If a customer profile is marked non-billable in the system, invoices generated for them will also show zero value.

These scenarios are common in businesses handing out promotional product or fulfilling internal or complimentary orders.

Tip: Review customer account settings when troubleshooting recurring zero value invoices. Sample or non-billable status is most likely managed at the customer record level or during order entry.

Prevention and Best Practices

  • Enforce price controls for standard customers and add reminders for “sample” or non-billable invoice creation.
  • Use a dedicated non-billable customer type and sample order workflow to prevent confusion in regular reporting and audits.
  • Regularly audit invoices for blank, sample, or non-billable status.
  • Confirm setting of "Supress zero value invoices when shipping an order" within FlexiBake Preferences as this could impact your capability to see any warning messages.

When to Contact Support

  • If zero value invoices are unexpected, persistent, or affecting regular billing, contact FlexiBake Support.
  • Provide sample invoice numbers, related sales order, and clarify customer type/status for quicker resolution

Tip: Attach relevant screenshots or documents and mention if the invoice was for a sample or non-billable customer to assist in troubleshooting.