Payments & invoices

How vendors invoice you

When a vendor sends an invoice through Wedding Computer, you receive a notification and can open it from your wedding workspace. The vendor can also share its private booking page link, which shows the invoice, payment schedule, booking questions, and any attached contract.

A valid signed booking creates or links the booking immediately, including when the booking fee is unpaid or a manual payment method is chosen. The fee remains outstanding until a real receipt is recorded. Submitting the form or reporting a payment does not prove that money has arrived. Vendor acceptance and date-change approvals remain separate requirements. See Booking status.

You don’t need to be logged in to view or pay an invoice via the booking link. The link itself is your access to that specific invoice.

All your invoices from vendors on your wedding are also visible inside your workspace under Payments. From there you can see which vendors are paid, which have outstanding amounts, and when payments are due.

How to pay

If the vendor has connected Stripe, use the secure invoice or booking link to pay an outstanding payable instalment. This includes later instalments and the remainder of a partly paid instalment. Review the amount before continuing to Stripe Checkout. If you left Checkout or a payment is processing, check the existing invoice before trying again; do not pay twice while confirmation is pending.

When the vendor’s Stripe connection is ready to accept card payments, invoice and reminder emails say that credit or debit card payment is available. Open the invoice to use the secure checkout.

Already paid by bank transfer or another method?

Let your vendor know without paying twice:

Open the private invoice link from the email, or open that vendor’s page in your wedding workspace.
Find the instalment you paid and choose I’ve paid.
Select Bank transfer, PayID, Cash, or Card processed elsewhere. Enter the amount you actually paid, the payment date and an optional reference. You can report a partial payment.
Choose Let vendor know.

The invoice shows Payment reported — awaiting vendor confirmation. Reminders and card checkout pause for that instalment while your vendor checks the payment. The report does not transfer money or mark the invoice paid: the vendor must confirm receipt before the balance changes. You do not need to pay the reported amount again while waiting.

If a transfer is still on its way, leave the report pending and contact the vendor if you need help tracing it. If you entered the wrong details, ask the vendor to review the report. They can dismiss it, which resumes reminders and payment options; you can then submit the correct details. If an actual payment settles the instalment first, the pending report is resolved automatically.

Payment reminders and the overdue grace period

Reminders follow each unpaid instalment’s due date in the vendor’s timezone:

Timing	What happens
One calendar month, one week and one day before	An advance payment reminder
The due date, then 24 hours after that day ends	No overdue label or notice; the grace period is still protected
After the grace period	The first overdue notice becomes eligible
Still unpaid	The next notices wait 2 days, then 3 days, then 4 days, increasing the gap by a day each time

Reminders run during daily checks, not at a promised delivery hour. Earlier reminders are not sent retroactively when an invoice is issued closer to its due date. Reminders stop when the instalment is settled and pause while a reported payment awaits vendor confirmation.

For example, a payment due on 10 September can still be paid through that day. The following 11 September is the grace day; an overdue notice can follow on 12 September. A daylight-saving change can shift the exact end of the 24-hour grace period.

Do you need a Stripe account?

No. Stripe handles the card payment processing on the vendor’s behalf. As the person paying, you just enter your card details on the booking page — no account, no registration, no app to install.

Are there extra fees for card payments?

Wedding Computer does not take a percentage of the vendor’s invoice. A vendor can configure a card surcharge. On new invoices it applies to the portion you pay by card and is shown before you confirm that payment; older invoices retain their original fee calculation. Rules about card surcharges vary, so ask the vendor about any fee you do not understand.

If you’re unsure whether a fee applies, ask your vendor before paying. The safest way to avoid it is to pay by bank transfer if that option is available.

Can you track deposits and final payments separately?

Yes. Each invoice can have a booking fee (deposit) and multiple instalments with separate due dates. In your Payments section, each payment in the schedule is listed individually with its amount, due date, and whether it’s been paid.

This makes it easy to see at a glance: “Deposit paid, second payment due 3 months before the wedding, final balance due 4 weeks before.”

Adding to your package

If your vendor enables an option for you, review its price, the new invoice total, payments already received, remaining balance and due date before accepting it. You must be an eligible active couple member. If the offer changed while you were reviewing it, reopen and check the current version.

An accepted addition preserves your original booking fee, contract and payments. It creates an extra amount due on the latest existing due date or today, whichever is later. It never automatically charges a saved card. A vendor can also issue a separate additional invoice with its own terms without restarting your booking confirmation.

Signing contracts

If a vendor’s default service contract was attached when the invoice was created, you must read it, type your full name, and tick that you agree before confirming the booking. Wedding Computer records the contract text, typed name, email, IP address, and timestamp for the vendor. It does not ask you to draw a service-contract signature or provide a downloadable signed PDF; the booking confirmation email includes a text copy of the accepted contract.

NOIM and celebrant documents

If you’ve booked a celebrant, the NOIM (Notice of Intended Marriage) and any other documents requiring your signature go through a dedicated collaborative signing workflow:

The celebrant prepares the document and releases it to you
You sign it in your workspace — no printing, no scanning
The celebrant counter-signs
The final signed document is stored with the celebrant

The workspace shows when a document is waiting for you. The celebrant can receive a notification after the couple signs, and couple members can receive a completion email after the celebrant finishes, subject to each account’s notification preferences. Releasing the document for signing does not currently send a separate couple email. The final signed PDF remains under the celebrant’s access in this workflow; ask the celebrant about copies and legal retention requirements.

Before signing, explicitly choose whether only you or both people are signing on this device. Shared-device mode requires confirmation of both signatures before saving; on separate devices, each person signs in turn. The responsible celebrant can replace an active document with a corrected, unlocked PDF. The old link stops accepting signatures, while previous evidence is retained. The replacement starts locked and needs a new release and fresh signatures. Completed documents cannot be replaced here. For a protected or damaged PDF, ask for an unlocked copy.

Can you find and add vendors through Wedding Computer?

In the Vendors section of your wedding workspace, you can search businesses that already have a Wedding Computer profile and add one directly to the wedding. For a business that is not on Wedding Computer, enter its business name, email, and category to send an invitation. You can also keep a private prospective-vendor record while you are still comparing options.

This does not create a universal one-click marketplace booking. Enquiries, quotes, contracts, and payment terms still come from the individual vendor. You can also browse public listings on the companion Wedding Institute directory.

What happens if you need a refund?

Refunds for card payments are processed by the vendor through their Stripe account. Wedding Computer doesn’t control or initiate refunds — contact the vendor to request one. Stripe refunds and disputes are reconciled into the payment history. If the update is missing, ask the vendor to check both Wedding Computer and Stripe. Confirm the returned money with the provider and your bank or card statement.

For manual payments (bank transfer, cash), refunds are arranged directly with the vendor, who can record the return while preserving the original receipt. An invoice credit reduces the amount owed without returning money. Cancelling a wedding does not automatically refund payments.

If a vendor disputes a refund and you paid by card through Stripe, Stripe’s standard dispute process applies. Contact your bank or card issuer to initiate a dispute if needed — this is a standard card transaction from your bank’s perspective.

Can you see which vendors are paid and which aren’t?

Yes. Your Payments section shows every invoice in the workspace, the payment status of each, and what’s coming up. You can see at a glance whether your photographer’s deposit has been paid, whether your venue’s final balance is due, and which invoices are fully settled.