Sharing invoices & payment links

Customers see their paperwork through links you email them. An invoice link shows the printable invoice. A payment proof link lets them upload their bank transfer slip. A form link lets them answer the questions of a customized product. None of these links needs a sign-in.

Who can do this: sending an invoice needs Send invoices. Sending a payment proof link or a form link needs Send payment requests. The built-in Admin, Store Admin and Cashier roles have both.

Before you start#

• Links are sent by email only. The customer needs an email address. If their record has none, you can type one into the send dialog.
• Only a live invoice can be sent: a pro-forma or an issued invoice. A superseded or void invoice is refused, so the customer always gets the current document.

Send an invoice#

1. Open the order and choose Send invoice in More actions or in the Invoice information section. You can also send from the invoice document page (More actions → Send invoice) or from the invoice list (Send invoice link in the row menu).
2. Check the Email address. It is filled in from the customer record.
3. Press Send invoice.

The dialog lists the last few sends under Previously sent, and each invoice keeps a log of every send: where to, when, and who sent it.

The customer's invoice page shows the invoice with a Print Invoice button. If money is still owed, it says how much is outstanding and asks the customer to contact the store to arrange payment. The page does not take card payments.

Send a payment proof link#

Use this when a customer pays by bank transfer.

1. Open the order and choose Send payment proof link in More actions. (The orders list row menu has it too, and each transfer in the order's Payments section has Send slip link.)
2. In For which transfer, pick the transfer the slip is for, or Not for a specific transfer.
3. Check the Email address and press Send link.

The option is offered on bank transfer orders that still owe money, and on any order with a transfer awaiting verification. A settled order asks for nothing.

The customer's page, Order Payment Verification, shows the order and the amount to transfer. They upload a JPG, PNG or PDF of up to 10 MB and press Submit Payment Receipt. The slip then appears in the order's Payments section, on the transfer or under Unassigned transfer slips. Staff still have to verify the transfer; see Recording payments & deposits.

Send a form link#

For an order with a customized product, the customer can answer the product's questions themselves.

1. Open the order. In the Customization section, press Send form to customer. (The orders list row menu has it too.)
2. Under Which lines, pick the lines the customer should answer.
3. Press Send form.

The customer's page, Your order details, takes their answers and files. Once the order is being prepared, they can still send answers and files that do not change the price. When the order has moved on, the page says the form is closed.

Behind the scenes#

Every link carries an access code: the ?t=… at the end. Document numbers follow a pattern, so without the code someone could guess the address of another customer's invoice. With it:

• A link with a missing or wrong code answers "invoice not found", not "access denied". A stranger learns nothing, not even that the invoice exists.
• Old records made before codes existed stay closed.

Troubleshooting#

Related pages#

Payment status · How invoices work · Recording payments & deposits