Do My Clients Have to Pay Invoices Through Wolbix?

If you are not planning to use Wolbix to accept payments online, you will still be able to invoice clients and manually record payments in Wolbix to keep your records current. 

You can use the following features: 

 

Invoicing

Recording a Payment

  • Manual Payment for an Invoice

  • Manual Payment without an Invoice

 

Invoicing
 

To send an invoice, follow these steps:

  1. Navigate to Payments > Invoices & Bookings

  2. Click on the "New" button 

  3. Select "Invoice" from the drop down menu

  4. A pop-up window will open - select the client you are creating an invoice for

  5. Fill out the following fields:

    • Invoice label (pre-fills with INVOICE)

    • Currency (Optional)

    • Invoice number

    • Issue date

    • Due date

    • Items (You need to add at least one item to create an invoice)

    • To make sure your clients are not able to pay online, be sure to uncheck the box "Allow client to pay online" 

    6. Click "Save Draft" or "Send" once your invoice is updated

Please Note: Invoice numbers can only increase, as you generate new invoices. I.e. If you set your invoice number to be 1001, you are not able to make your next invoice number less than 1001. For more details on creating invoices, please check out our article Estimates and Invoices.

Recording a Payment

Once your client has made a payment by cash, card swipe, bank transfer etc, you may manually record the payment.

Manual Payment for an Invoice

Here are the steps to record the manual payment of an invoice:

  1. Find the invoice, either through the client card, related booking conversation, or under Payments > Invoices & Bookings and click on it.

  2. On the invoice page, click on "Record Payment" 

  3. In the popup, select the amount that was paid out of the total and the payment method used

  4. At this point, you may choose to send a receipt to the client by toggling the checkbox

  5. Hit "Save" once all the fields have been properly filled

The invoice will now be marked and display as "Paid".

Manual Payment without an Invoice

To record a manual payment with no invoice:

  1. Either go to Clients and select the client making the payment or navigate to Payments > Invoice & Bookings

  2. Click on the "New" button at the top

  3. From the drop down menu, select "Record Payment"

  4. Fill out the following

    • Select the Service or Product

    • Enter in the Amount

    • Select the Currency (if applicable)

    • Select the Payment Method

    • Check the "Send receipt to client" box if you want to send a receipt

    • Hit "Save" once all the fields have been properly filled 

The client card will update to show the recorded amount as collected, and the payment will show in Payments > Payments Received. 

 Please Note: Payments that have an invoice should be updated via the invoice. A manual payment generated separately is not able to be connected to an invoice.

 

Accepting payments through Wolbix is easy! If you would like to set up your payment gateway and receive payments online, click here for more instructions. 

Any further questions ?

Wolbix Help Center  >  All the Info you Need  >  Payments