Everything you need to know about creating invoices, managing billing, and getting paid.
Paayed lets you create professional invoices in under a minute.
Paayed automatically calculates subtotals, VAT amounts, and the total due. You do not need to enter these manually.
Invoice numbers are generated sequentially (e.g., INV-0001, INV-0002). You can customise the prefix in Settings > Invoice Preferences.
Customise your invoices with your brand identity so they look professional and consistent.
Go to Settings > Invoice Preferences and upload your company logo. It appears in the top-left corner of every invoice.
Your company name, address, VAT number, and company registration number are pulled from your account settings. Update them in Settings > Business Profile.
Choose from three invoice templates: Classic (traditional layout), Modern (clean with accent colour), and Minimal (simple text-based). Select your preferred accent colour to match your brand.
Invoices can be delivered to customers via email directly from Paayed.
Click Send on any invoice to email it as a PDF attachment. The email includes a Pay Now button that links to a hosted payment page where the customer can pay by card immediately.
Edit the subject line and body text in Settings > Invoice Preferences > Email Template. You can include dynamic fields like the customer name, invoice number, and amount due.
Resend any invoice from the invoice detail page. For overdue invoices, click Send Reminder to notify the customer with a polite follow-up email.
Every invoice in Paayed has a status that tracks its lifecycle.
Use the status filter on the Invoices page to view invoices by their current state. This is useful for chasing overdue payments or reviewing drafts before sending.
You can edit draft invoices freely. Sent invoices have restrictions to maintain an accurate audit trail.
Open the invoice and make changes to any field: line items, customer details, dates, or notes. Click Save when finished.
Sent invoices cannot be edited directly. To make changes, void the original invoice and create a new one. This preserves the audit trail for your records.
Click Void on the invoice detail page. The invoice is marked as cancelled and excluded from revenue calculations. The invoice number is not reused.
Set up recurring invoices for customers you bill on a regular schedule: monthly retainers, subscriptions, or repeat services.
Paayed automatically generates and sends a new invoice at each interval. The invoice is created the day before the due date, giving the customer time to pay.
Pause, resume, or cancel any recurring schedule from Invoices > Recurring. You can also update the amount or line items for future invoices without affecting past ones.
Paayed supports UK VAT rates and calculates tax automatically on each line item.
When adding a line item, select the applicable VAT rate: Standard (20%), Reduced (5%), Zero (0%), or Exempt. Paayed calculates the VAT amount and adds it to the invoice total.
Each invoice displays a VAT summary at the bottom, showing the net amount, VAT amount, and gross total. If multiple VAT rates are used, they are listed separately.
Your VAT registration number appears on every invoice automatically. Set it in Settings > Business Profile. If your business is not VAT-registered, invoices display amounts without a separate VAT breakdown.
Set clear payment terms so customers know when to pay.
Go to Settings > Invoice Preferences to set your default terms: Net 7, Net 14, Net 30, Net 60, or Due on Receipt. This is applied to every new invoice automatically.
Override the default on any individual invoice by selecting a different term or entering a custom due date.
Add a late payment note to your invoice footer in Settings > Invoice Preferences > Footer Text. For example: “A late payment fee of 2% per month applies to overdue balances.”
Customers can pay invoices online through a secure hosted payment page.
Every emailed invoice includes a Pay Now button. The customer clicks it, enters their card details on Paayed’s hosted checkout, and the payment is processed instantly.
When a customer pays through the invoice link, Paayed automatically marks the invoice as Paid and records the transaction. No manual matching is needed.
Customers can make partial payments. The invoice status updates to Partially Paid and shows the remaining balance.
Credit notes are used to reduce or cancel the amount owed on a previously issued invoice.
The credit note is linked to the original invoice and reduces the outstanding balance. Both documents are stored together for your records.
Create and send multiple invoices at once using Paayed’s bulk invoicing tools.
Go to Invoices > Import and upload a CSV file with your invoice data. Download the template to see the required columns: customer name, email, line item description, quantity, unit price, VAT rate, and due date.
On the Invoices list, select multiple invoices using the checkboxes. Available batch actions include:
Download any invoice as a professionally formatted PDF.
Open the invoice and click Download PDF. The PDF matches your selected invoice template and includes your logo, line items, VAT breakdown, and payment details.
Select multiple invoices from the list and click Download. Paayed generates a ZIP file containing all selected invoices as individual PDFs.
Every PDF includes: your company details, customer details, invoice number, date, due date, itemised line items with VAT, total amount, payment instructions, and any custom footer notes.
Chase overdue payments with automated or manual reminders.
Open any overdue invoice and click Send Reminder. Paayed sends a follow-up email to the customer with the invoice attached and the outstanding balance highlighted.
Set up automatic reminders in Settings > Invoice Preferences > Reminders. Configure up to three reminder intervals:
Customise the reminder email subject and body in the same settings page. Use dynamic fields like customer name, invoice number, amount due, and days overdue.
Invoice customers in their local currency while settling in GBP.
When creating an invoice, select the currency from the dropdown (e.g., USD, EUR, GBP). Line item prices and totals are displayed in the selected currency.
Paayed uses the prevailing Visa/Mastercard exchange rate at the time of payment. The rate is recorded on the transaction for your records.
Multi-currency invoices appear in your reports with both the original currency amount and the GBP equivalent. This simplifies VAT returns and reconciliation.
Track your invoicing performance with built-in reports.
Click Export on any report to download a CSV. Import this into Excel, Xero, QuickBooks, or your accounting software.
Filter all reports by date range, customer, or invoice status to get exactly the data you need.
Manage your customer records so invoicing is fast and accurate.
Go to Customers and click Add Customer. Enter the business name, contact name, email, address, and VAT number (if applicable). These details auto-populate on every invoice you send to that customer.
Update any customer record at any time. Changes apply to future invoices only. Past invoices retain the details that were current when they were issued.
Click any customer to see their complete invoice history: all invoices sent, amounts collected, outstanding balances, and payment patterns.
Add custom notes and terms to your invoices for clarity and legal compliance.
Each invoice has a Notes field that appears on the PDF. Use it for project references, purchase order numbers, or specific instructions (e.g., “Payment by bank transfer: Sort code 12-34-56, Account 12345678”).
Add standard terms in Settings > Invoice Preferences > Terms. These appear at the bottom of every invoice. Common inclusions: late payment policy, retention of title clause, and dispute resolution process.
The footer field is for regulatory information: your company registration number, registered office address, and VAT number.
Manage ongoing billing relationships with subscription and schedule tools.
View all active billing schedules in one place. Each schedule shows the next invoice date, amount, and customer. You can pause, cancel, or adjust any schedule at any time.
When a customer upgrades or downgrades mid-cycle, create a manual adjustment invoice for the prorated amount. Paayed does not calculate prorations automatically at this time.
