Invoices and Payments: Common Questions

Practical answers to the situations that come up most often once you're actively invoicing and collecting payments day to day.

Can I charge a customer without sending a formal invoice?

Yes — you can charge a card directly, for example while on a call with a customer, without generating and sending an invoice document first.

Can I record a payment that didn't happen through Vendi Today?

Yes. You can manually record payments made by cash, check, or bank transfer outside the platform. Manual recording works for one-time invoices; it isn't available for recurring invoices without a connected payment processor, since those rely on automated charging.

Can I add a product to an invoice that isn't in my catalog?

Yes — you're not limited to pre-created products. You can add an ad-hoc line item with its own name and price directly on the invoice.

Can I show a processing fee as its own line?

You can apply a card processing fee to an invoice as a tax-style line item, which keeps it visible and itemized for the customer rather than folded silently into the total.

Why hasn't a payment status updated yet?

Status changes can take a short time to reflect after a payment is made, particularly for bank transfers, which settle more slowly than card payments. If a status still looks wrong after some time has passed, check the transaction directly with your payment provider.

A customer says their payment link is broken — why?

Payment links tied to a specific invoice automatically deactivate once that invoice's due date has passed. If a customer needs to pay after the due date, you'll need to resend the invoice or manually extend the due date.

Can I void a paid invoice?

Not directly — a fully paid invoice needs to be refunded first before it can be voided. See Issue and Manage Refunds.

Will a processing fee show correctly across multiple invoices?

Processing fee visibility is calculated per invoice, so double-check the fee configuration in your payment settings if a customer is being billed across several invoices and the fee looks inconsistent.