How Invoice Payments Work in PhotoBiz

Overview

PhotoBiz makes it easy for you to collect and track invoice payments from your clients. You can accept online payments through integrated payment methods like Stripe, Square, or PayPal, or manually record payments made offline such as cash, check, or Venmo. This guide explains how invoice payments work, how they are applied, and how to handle both online and offline payment scenarios. By the end, you will understand how to manage invoice payments and keep your records accurate.

Can I Send Invoices Without Accepting Credit Cards?

Yes. You can send invoices even if you do not accept credit cards or online payments.

Your client will be able to:

View the invoice online
See the total amount due

However:

There will be no option to pay online
You must collect payment outside of PhotoBiz

Once you receive payment, you can manually add it to the invoice in your PhotoBiz control panel. The invoice will update to Paid and your client will receive a receipt.

Payment Methods for Invoices

You can accept the following types of payments on invoices:

Online Payments (Automatically Applied)

When you connect a payment method, your clients can pay invoices online. These payments are automatically recorded and applied to the invoice.

Supported options include:

Credit and debit card merchants (Stripe, Square, Authorize.net, etc.)
PayPal

Once a client completes an online payment:

The invoice is automatically marked as Paid (or partially paid if applicable)
A receipt is automatically sent to the client
The payment appears in your dashboard with no manual action required

Offline Payments (Manually Applied)

If a client pays you outside of PhotoBiz, you can manually record that payment on the invoice.

Common offline payment methods include:

Cash
Check
Venmo or Zelle
External card processors

Manually adding these payments ensures your invoice records stay accurate and your dashboard reflects the correct payment status.

Important: No Merchant = No Online Payment Option

If you do not have a payment method configured (such as Stripe, Square, or PayPal), your invoice will not display a payment option for your client.

In this case:

Your client can still view the invoice online
There will be no button or option to submit payment
All payments must be collected outside of PhotoBiz

To record payment, you will need to manually add the payment to the invoice from your PhotoBiz control panel. Once added, the invoice will update to reflect the payment and display the correct status.

STEP ONE

Log into your PhotoBiz account and click Quotes & Invoices from the left-hand menu. At the top of the control panel, click Invoices to view your full list of invoices.

STEP THREE

Review Online Payment

If you have a merchant account or PayPal connected, your client can pay directly from their invoice link.

When your client submits an online payment, the system will automatically apply the payment to the invoice. You will see the invoice status update without needing to take any action.

STEP FOUR

Add an Offline Payment

If your client paid you outside of PhotoBiz, click Payments in the upper right corner of the invoice.

Click the NEW PAYMENT button to open the payment panel.

Enter the payment amount and include a reference note such as the payment method or transaction details.

The date will be applied automatically when you click the save button.

Click Save to apply the payment to the invoice.

FINAL STEP

Confirm Payment Status

After the payment is applied, the invoice will update to show the correct status. If the full balance has been paid, the invoice will display as Paid. Your client will automatically receive a receipt and can access it anytime through their invoice link.

Your client will also have access to their receipt for their records to show they've paid their invoice to you with an offline payment method.

Additional Options or Helpful Notes

Partial Payments

You can record partial payments on an invoice
The invoice will remain open until the full balance is paid
Each payment is tracked in the invoice history

Payment Receipts

Receipts are automatically sent for both online and manually added payments
Clients can access receipts anytime from their invoice email

Payment Accuracy Tips

Always include clear reference notes for offline payments
This helps with bookkeeping and future tracking
Example: “Paid via check #1023 on March 10”

Important Limitations

Refunds for online payments must be handled through the payment provider (Stripe, Square, PayPal)
Offline payments cannot be refunded through PhotoBiz and must be handled manually

Troubleshooting or FAQs

Why is my invoice not showing a payment option?

Confirm that you have a merchant account or PayPal connected
If no payment method is configured, the invoice will only be viewable and not payable online

Why is my invoice not marked as paid?

Confirm that the payment was successfully submitted
For offline payments, make sure you clicked Save after entering the payment

Can clients pay with multiple methods?

Yes, clients can combine payments (for example, partial online and partial offline)

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