Invoices, payments & contracts

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Invoices record what the client owes. Receipts record money actually received. Open an invoice to see its payment schedule, balance and history; use Financials for business-wide reports.

Creating an invoice

Open Invoices → New invoice, or start from a contact or wedding. Add services, quantities, prices and tax. Choose a booking fee and payment terms: due on receipt, a number of days after issue, a fixed date, days before the wedding, or a custom instalment schedule. Relative terms resolve when the invoice is issued; a fixed date stays fixed.

Review the total, due dates, payment instructions and attached contract before sending. Defaults prefill new invoices and can be changed on that invoice. Updating business defaults does not rewrite previously accepted terms.

Invoice statuses

Draft invoices have not been sent. Sent, partial, paid and overdue describe the current balance and schedule. A receipt, refund, reversal or credit can change that balance. Historical records may also show cancelled or refunded. Check the history as well as the status before taking action.

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.

Accepting card payments with Stripe

Connect your own Stripe account under Settings → Payments. Wedding Computer does not take a percentage of your invoice payments. Clients can pay an outstanding payable instalment through its secure link, including later instalments and the remaining amount of a partly paid instalment.

On new invoices, a configured card surcharge applies to the portion paid by card. Older invoices retain their original fee snapshot. Check the amount shown in Checkout before paying. Stripe handles card verification and payment confirmation.

If Checkout was interrupted or payment is processing, return to the existing invoice and check its state before retrying. A completed payment awaiting confirmation must not be paid again. A recorded Stripe receipt is not proof that Stripe has paid the money into your bank account: check payouts in your connected Stripe account.

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.

Recording manual payments

Use Record payment for cash, transfer, PayID or a card processed elsewhere. Enter the actual amount, receipt date and method. A partial receipt leaves the rest due. A genuine excess receipt is retained and can produce a credit balance. Recording a manual payment does not move money through Stripe.

Review a client’s payment report

A couple can select I’ve paid and report a bank transfer, PayID payment, cash or a card payment processed elsewhere. Their report pauses reminders and card checkout for that instalment, but leaves the amount outstanding until receipt is confirmed.

Open the invoice and find Client payment reports.
Check the reported amount, method, payment date and reference against your bank or payment records.
Once the money has arrived, enter the actual received date and choose Confirm money received. This records the receipt and updates the balance. Do not also record the same payment separately.
If you have checked with the couple and the report is incorrect or the payment was not received, choose Payment not received — resume reminders. This resumes reminders and payment options without recording money.

Leave a transfer that is still processing pending while you investigate. A partial receipt leaves the rest payable. If a verified payment settles the instalment before you review its report, the report resolves automatically; it does not create a second receipt.

Refunds, corrections and credits

Keep the original receipt. Record a dated refund after returning a manual payment, or a reversal to correct an erroneous receipt. Supply the amount and reason. These entries preserve the original history, including excess receipts and repeated payment/refund cycles.

For Stripe payments, initiate refunds in the connected Stripe account. Wedding Computer reconciles Stripe refund and dispute updates into the receipt history; it does not initiate that refund for you. Check both systems if the update has not arrived.

An invoice credit reduces what the client owes without recording money received or returned. Cancelling a wedding, issuing a credit, and returning money are separate actions.

Additional invoices and package options

Create an additional invoice from the existing invoice, client or booking when there is a separate charge. Give it its own payment terms. It does not restart booking confirmation.

You can offer priced package options and explicitly enable client self-service for an option. Before accepting an addition, review the added amount, new total, existing payments, balance and due date. The couple must be an active member and eligible to accept it. If the invoice changed during review, reopen the current offer and review it again.

An accepted option preserves previous receipts, the original booking fee and signed contract. The added obligation is due on the latest existing due date or today, whichever is later. Acceptance never automatically charges a saved card: any payment is a separate step.

Financial reports and exports

Open Financials for the receipt register, invoice register, current balances, overdue instalments and upcoming amounts due. Choose currency and the available client, wedding, status, method and period filters. Currencies are reported separately.

The invoice register can filter by issue date or final scheduled due date. A paid invoice retains that final scheduled date in this report. Receipt periods and payment-method filters describe cash movements; balance figures are current across payment methods.

Gross and net received include collected tax and card surcharges. They exclude Stripe processing fees and bank payouts. Refunds, reversals and dispute movements remain visible, including amounts above the original instalment. Invoice credits affect liability rather than cash received.

CSV downloads use the report filters and label amounts in cents. Full-history JSON and account archives retain financial records for reference; importing an archive does not restore or execute payments. Check invoice delivery status after sending: a queued message is not proof of inbox delivery, and Needs attention requires checking the delivery failure before retrying.

Service contracts

If you have a default service-contract template, Wedding Computer copies it onto new booking invoices. Additional invoices do not automatically receive that booking contract. Review the attached terms before sharing the booking page; sending an invoice does not itself record the client’s agreement.

To set this up: go to Settings → Contracts to create your contract template in your own words. Wedding Computer doesn’t provide legal templates — you write your own terms and conditions. Have any contract wording reviewed by a lawyer qualified in your jurisdiction before using it with clients.

Editing your default template later does not rewrite contracts already attached to earlier invoices, so a couple’s accepted terms stay exactly as they agreed to them, even if you update your wording afterwards.

The booking page asks the couple to type their full name, provide an email address, and tick that they agree to the contract. Wedding Computer records the typed name, email address, IP address, and timestamp against the invoice, and the confirmation email includes a text copy of the accepted contract — so if a dispute ever comes up, you have a timestamped record of exactly what was agreed to and when. This is a typed acceptance, not a drawn signature, and the service-contract record is not currently offered as a downloadable signed PDF. (Celebrants have a separate, dedicated PDF signing flow for NOIMs and other documents that need an in-order, witnessed signature — see Collaborative PDF signing below.)

The booking page

Every sent invoice has a booking link — a single, secure URL you share directly with the couple. Instead of sending a contract link, an invoice link, and a payment request as three separate emails, everything happens in this one flow. On this page they can:

Review the full invoice and payment schedule
Read and accept the contract with their typed name (if one is attached)
Fill in a booking form (if you’ve created one)
Continue to Stripe Checkout for the booking fee when card payment is configured

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.

The booking page can be embedded on your website by appending ?embed=1 to the URL and dropping it into an <iframe>.

Collaborative PDF signing (celebrants)

Celebrants have a dedicated workflow for signing NOIMs and other documents that require both celebrant and couple to sign in a specific order:

The celebrant prepares the PDF — either uploaded or exported from Wedding Computer’s NOIM generator
The celebrant releases the document to the couple
The couple signs via their workspace (using a browser canvas — no app download needed)
The couple’s signature is burned into the PDF
The celebrant counter-signs, completing the document
The fully signed PDF is stored under the celebrant’s access only

The order is enforced: the celebrant must release before the couple can sign, and the couple’s signatures lock the document before the celebrant’s counter-signature is accepted. The software is designed for a witnessed signing workflow, but the celebrant remains responsible for confirming that the process and document meet the legal requirements in their jurisdiction. The couple does not receive the final PDF through this workflow; it remains under the celebrant’s access.