Sending Invoices & Payments
Send invoices by email and get paid however your clients prefer — online by card, or offline by check, cash, or bank transfer.
Online payment is optional. Invoicing works fully without Stripe: send the invoice by email and record payments manually. Connecting Stripe just adds a Pay Now button.
Setting Up Online Payments (Optional)
Online payments use Stripe, with money deposited directly to your own Stripe account.
Open Integrations
Go to Integrations in the sidebar and find the Payments card. (Only admins can connect or disconnect Stripe.)
Connect Stripe
Click Connect Stripe and complete Stripe’s onboarding — business details, bank account for payouts, identity verification. If you leave partway through, come back and click Continue setup.
Verify status
When onboarding finishes, the card shows charges enabled. From here you can also open your Stripe dashboard to see payouts, or disconnect.
Sending an Invoice
Open the draft and click Send
Review the invoice, then click Send Invoice.
Confirm the recipient
The email defaults to the client’s address on file — you can change it for this send.
Choose whether to include a payment link
If Stripe is connected, Include payment link is on by default; switch it off to send a billing document only. (If Stripe isn’t connected, invoices simply send without a link.)
Send
Your client receives a branded email with the invoice summary, amount due, a View Invoice link, and — when enabled — a Pay Now button. The View Invoice link opens a full, always-current copy of the invoice in their browser (no account or login needed), with its own Pay Now button. The invoice status changes to Sent, and to Viewed once they open it.
Need to send it again, or to a different address? Use Resend on any outstanding invoice. You can also generate a fresh payment link at any time with Generate Payment Link — it’s copied to your clipboard to share by text or any other channel.
Payment Reminders
For any outstanding invoice (sent, viewed, partial, or overdue), click Send Reminder on the invoice page. The client receives a reminder email with the amount due, how many days overdue it is, a fresh payment link (the original expires after 24 hours), and the View Invoice link.
- Reminders are limited to one per 24 hours per invoice, so clients are never spammed
- The invoice tracks how many reminders have been sent and when
- If the client has opted in to invoice texts (see below), the reminder is also sent as a text — a note under the button tells you when a text will go out
- Invoices past their due date flip to Overdue automatically each day, making them easy to spot on the invoice list
Text Message Notifications (Optional)
Clients can also get a text when an invoice is sent and a receipt text when a payment is recorded. Because carriers require explicit opt-in, there’s a one-time consent step:
Save the client’s mobile number
On the client’s page, find SMS Notifications, enter their mobile number, and save.
Send the opt-in invitation
Click Send opt-in invite. The client receives a text with a secure link; tapping “I agree” on that page opts them in. Invitations expire after 30 days and can be re-sent.
Done — messages flow automatically
Once opted in, the client gets a text whenever you send them an invoice, whenever you Send Reminder on an outstanding invoice, and whenever a payment is recorded. The invoice opt-in covers both the invoice and its reminders. You can mute either message type per client, and the client can opt out anytime by replying STOP.
The Client Portal
Clients who have portal accounts also see an Invoices section in their portal listing every invoice you’ve sent them, with View / Pay links. It’s on by default; you can hide it per client from the portal configuration on their client page.
Recording Payments
Online payments (automatic)
When a client pays through the payment link, the payment is recorded automatically and the invoice flips to Paid (or Partial if it didn’t cover the full balance). No action needed.
Offline payments (manual)
For checks, cash, bank transfers, or anything paid outside the app:
- Open the invoice and click Record Payment
- Enter the amount, date, and method (check, cash, card, ACH, or other)
- Optionally add a reference (check number) and notes
Partial payments are fine — the invoice shows Partial with the remaining balance until it’s fully paid. Recorded a payment by mistake? Delete it from the payment list and the balance recalculates.
However a payment arrives — Stripe or by hand — it flows through the same path: the invoice status updates, and the payment is pushed to QuickBooks if connected.
Voiding an Invoice
To cancel an invoice, open it and click Void (you can record a reason). Voiding:
- Marks the invoice Void — it stays in your history for the record
- Releases its billable expenses so they can go on a future invoice
- Voids the mirrored copy in QuickBooks automatically
A fully paid invoice can’t be voided. If you truly need to, delete its payments first, then void.