> For the complete documentation index, see [llms.txt](https://uni.fotello.co/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://uni.fotello.co/payments/order-invoices.md). # Order Invoices Use order invoices to bill customers per order, share a hosted payment link, collect online payments, and record offline payments in one place. Go to a listing, open the **Orders** tab, and use the **Invoices** section on the order card. ### Invoice workflow 1. Click the **+** next to **Invoices** on the order card to open the draft invoice. 2. Review or edit the draft invoice details, line items, fees, discounts, tax group, memo, due date, and issued date. 3. Finalize the invoice to generate the invoice number and move it to **Open**. 4. Share the invoice by copying the hosted link or sending the invoice email. 5. The customer either pays online through Stripe Checkout or you record an offline payment. 6. If you record an offline payment, select the payment method used. 7. The invoice is marked **Paid** after a successful online payment or a recorded offline payment. 8. Paid invoices show the paid status, receipt link, and payment method. ### Statuses * **Draft**: editable * **Open**: shareable and payable * **Partially Paid**: a deposit or partial payment has been recorded, with a remaining balance still due * **Paid**: locked, with payment details, receipt link, and payment method * **Void**: closed and not payable {% hint style="info" %} Only one **Open** invoice is allowed per order at a time. {% endhint %} ### What you can edit * **Draft**: line items, fees, tax, discount, memo, due date, issued date * **Open**: memo and due date * **Paid / Void**: read-only ### Discounts You can discount a draft invoice in two ways: * **Invoice-level** — Click **Add discount** to apply a coupon or a custom percentage/fixed amount across the invoice. * **Line-item** — Click the **⋯** menu on any line item and choose **Add discount** to discount that product individually. Learn more: [Coupons & Discounts](/products/coupons.md) {% hint style="info" %} If a coupon was applied during booking, the discount carries over automatically when the invoice is created from that order. {% endhint %} ### Fees On a draft invoice, click **Add fee** to add extra charges. You can add: * **Travel Fee** from [Travel Fee](/products/travel-fee.md) * any saved **Custom Fee** from [Custom Fee](/products/custom-fee.md) If a custom fee is marked as **Default fee**, it may already be included when the invoice is created from the order. You can keep it, remove it, or add more fees before finalizing. * **Fixed fees** can be edited directly on the draft invoice. * **Percentage fees** recalculate automatically when you change line items or discounts. ### Hosted invoice page Each open or paid invoice has a hosted URL that can be shared with customers. The hosted page supports: * **Pay now** (for open and partially paid invoices) * **Balance due + payment history** (for partially paid invoices) * **Paid status + receipt link** (for paid invoices) * **Recorded payment method** * **Print-friendly invoice view** * **White-label/custom domain behavior** matching your customer portal setup ### Deposits and remaining balances When an order form collects a [deposit at booking](/orders/order-settings.md), Fotello records the deposit as a payment and moves the invoice to **Partially Paid**. The invoice keeps a **Balance due** for the rest of the order total. To collect the remaining balance: * **Share the hosted link** — The customer sees the payments already made, the balance due, and a **Pay** button for the remaining amount. * **Record a payment** — Open the invoice from the **Orders** tab and record the remaining balance as an offline payment. Once the balance is settled, the invoice moves to **Paid**. ### Charge a saved card If your customer saved a card at a previous checkout, you can charge that card yourself instead of waiting for them to pay a link. 1. Open the invoice from the **Orders** tab and click **Collect payment**. 2. Under **Collect online**, choose **Charge saved card**. 3. Review the amount, then click **Charge now**. Fotello charges the customer's saved card for the balance due and marks the invoice **Paid** once the payment goes through. {% hint style="info" %} **Charge saved card** appears when you collect payments through Stripe. If your customer doesn't have a saved card yet, choose **Send payment link** instead so they can pay and save a card for next time. {% endhint %} ### Bulk invoice payment Bulk invoice payment, also called **Brokerage Payments** or **Batch Payment**, lets an agent pay multiple open invoices in one checkout. It is designed for brokerages where one admin pays for several agents' shoots. Pay all your open invoices in one checkout from your **Invoices** dashboard. ### Who can use bulk invoice payment Bulk invoice payment is available to photographer customers, including agent and brokerage accounts. Open [Dashboard → Invoices](https://app.fotello.co/dashboard/invoices) to pay invoices. * **Customer Team Admins** can pay any invoice for their team, including their own. * **Team Members** can pay only their own invoices. * **Photographers** cannot bulk pay from their Invoices page. They manage and export invoices there instead. ### Pay invoices in one checkout 1. Open **Dashboard → Invoices**. 2. Select **Open** or **Partially Paid** invoices with the checkboxes. 3. On your first visit, Fotello automatically selects up to 100 eligible, same-currency open invoices. 4. Click **Pay**. 5. Review each invoice's number, listing, team member, due date, balance due, and total. 6. Confirm the payment. Fotello sends you to one Stripe or Square checkout. The payment provider matches the photographer's default provider. After a successful payment, Fotello returns you to the Invoices dashboard and shows: **Payment received. Your invoices will update shortly.** ### Rules and limits * You can pay up to **100 invoices** per checkout. * Every selected invoice must use the same currency. * Partially paid invoices charge only the remaining balance due. * If any selected invoice includes its own tax, automatic tax is disabled for that checkout. {% hint style="info" %} The photographer must connect Stripe or Square before agents can pay online. Otherwise, the dashboard shows **Online payment unavailable** with the photographer's contact information. {% endhint %} ### After payment Each selected invoice is marked **Paid** after the payment completes. Linked orders may also auto-accept. Fotello sends payment emails to: * the payer, with their receipt * the photographer or account owner * assigned team members whose invoices were paid * customer-team billing admins Due-date reminders also link agents to the **Invoices** dashboard, where they can pay invoices in bulk. ### Batch Payment setting Photographers can find **Allow Batch Payment** under **Customer Team → Payment terms**. This toggle currently saves only in the browser. It does not block the agent bulk-payment flow. ### Record payment method When you record an offline payment, select the payment method used on the invoice. Available offline payment methods: * **Cash** * **Check** * **Bank Transfer** * **PayPal** * **Square** * **Other** Online payments are labeled **Paid online** automatically. Once an invoice is paid, the recorded payment method appears on: * the paid invoice in Fotello * the hosted invoice view shared with customers or realtors

Select a payment method when recording an offline payment.

Paid invoices in Fotello show the recorded payment method.

The hosted invoice view shows the payment method for customers and realtors.

### Collect a cash payment Use an invoice to share the amount due. Then record cash after you receive it. 1. Open the invoice and click **Send Email** to send the customer the invoice link. 2. Collect the cash payment outside Fotello. 3. Record the payment on the invoice and select **Cash** as the offline payment method. The invoice changes to **Paid** and shows **Cash** as the payment method. ### Reverse a recorded payment If you recorded an offline payment by mistake, you can undo it and move the invoice back to **Open** so it becomes collectable again. 1. Open the paid invoice from the **Orders** tab. 2. Click the **⋯** menu on the invoice. 3. Choose **Reverse payment**. 4. In the confirmation dialog, click **Reverse payment** to remove the recorded payment. The invoice returns to **Open**, and you can share it again or record the correct payment. {% hint style="info" %} Only manually recorded (offline) payments can be reversed. Payments made online through Stripe are not reversible from here. {% endhint %} ### Refund an invoice If you need to give money back on a paid invoice, you can issue the refund from the invoice itself. Fotello records it against the invoice so your totals, your customer's invoice view, and your accounting sync all stay in step. 1. Open the paid invoice from the **Orders** tab. 2. Click the **⋯** menu on the invoice. 3. Choose **Refund invoice**. 4. Pick how you want to refund: * **Refund online** sends the money back to the customer's original card or bank account. * **Record manual refund** records a refund you already gave the customer outside Fotello, for example in cash or by check. 5. If more than one method is available, choose the one you want under **Refund method**. 6. Check the **Refund amount**. Fotello fills in the full amount you can refund, and you can lower it to refund part of the invoice. 7. Add a **Description** if you want a note about why you refunded. 8. Click the **Refund** button at the bottom of the dialog to confirm. It shows the exact amount you are about to refund. The dialog shows the amount paid, plus anything already refunded, so you can see what is left before you confirm. {% hint style="warning" %} Once you issue a refund on an invoice, you can't record any more payments against it. {% endhint %} #### Where to find your refunds Every refund you issue is listed in a **Refund history** section on the invoice, with the amount, the method, and the date. Your customer sees the refund too. On the hosted invoice page you share with them, each refund shows the date it was refunded, the amount, the method, and its status. {% hint style="info" %} **Refund invoice** appears on fully paid invoices when you collect payments through Stripe. You also need permission to update invoices. See [Roles & Permissions](/teams/roles-and-permissions.md). {% endhint %} ### Change a listing address with an open invoice If you change a listing's address after an invoice has been finalized, the address on that open invoice no longer matches the property. When you save the new address, Fotello asks whether to update the invoice to match. 1. Open the listing and go to the **Info** tab. 2. Edit the address fields, then click **Save**. 3. If the order already has an open invoice, the **Void Existing Invoice** dialog appears. 4. Click **Void & Create New** to void the open invoice and create a new one with the updated address. 5. Click **Cancel** to keep the current invoice as-is. The new invoice starts as a **Draft**, so you can review the line items, fees, discounts, and dates before finalizing and sharing it again. {% hint style="info" %} This only applies to **Open** invoices. Paid invoices are never voided, and draft invoices already pick up the latest address when you finalize them. {% endhint %} ### Change an order's products with an open invoice If you add or remove products on an order after its invoice has been finalized, the invoice no longer matches the order. When you change the products, Fotello keeps the invoice in sync for you. 1. Open the listing and go to the **Orders** tab. 2. Edit the products on the order card. 3. If the order already has an open invoice, the **Void Finalized Invoice** dialog appears. 4. Click **Void & Create New** to void the current invoice and create a new draft with the updated products. 5. Click **Keep Invoice** to leave the current invoice as-is. The new invoice starts as a **Draft**, so you can review the line items, fees, discounts, and dates before finalizing and sharing it again. {% hint style="info" %} If the order already has a paid invoice, Fotello creates a new draft that restates the full order total, including items already paid. Review it before finalizing so you don't bill twice. {% endhint %} ### Sending invoice emails From the invoice detail page, click **Send Email** on an open invoice to send the hosted invoice link to your customer. ### Who receives the invoice email Invoice and delivery emails can have different recipients. Delivery email recipients do not automatically receive the invoice. The primary billed customer always receives the invoice email. Customer team admins also receive a copy when their role has **Billing** notifications enabled. People copied on the delivery email do not receive the invoice automatically. They can view it in the customer portal when they are added to the listing. #### Give another person invoice access Add the person to the listing. Then ensure their customer team role has **Billing** notifications enabled. #### Who is recorded as the payer When someone pays through the customer portal while signed in, Fotello records that person as the payer. They receive the payment receipt. When someone pays through an invoice link without signing in, Fotello does not track them separately. The primary billed customer receives the receipt. {% hint style="info" %} Payment confirmation also goes to the photographer or account owner, assigned team members whose invoices were paid, and customer team billing admins. {% endhint %} #### Customize the invoice email Go to **Settings → Notifications → Customer** and select **Invoice Sent**. You can edit the subject and message, insert dynamic fields, and preview the email live. Available fields include the client name, invoice number, amount due, and due date. ### Delivery and invoice payments If you use payment-before-download in delivery, create and finalize an invoice first so customers can pay and unlock downloads. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters: ``` GET https://uni.fotello.co/payments/order-invoices.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. A goal is most helpful when it describes the outcome the user wants rather than restating the question. For example, with `ask=how do I create an API token`, a goal like `automate deployments from our CI pipeline` lets GitBook tailor the answer to that use case. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.