Invoicing

Let customers pay invoices by card, and record every other payment and refund.

With the team's Stripe account connected, each invoice email has a Pay online button, and a card payment is recorded on the invoice automatically. Bank transfers, cash and cheques are recorded by hand, in full or in part. Each payment and refund changes the balance still due.

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Card payments through your Stripe account

Card payments use the Stripe account connected on the Payments page of Personal or the team, the same account Store, Supporters and paid Forms use. In a team, an admin connects it. Card payments in Invoicing settings is on unless you turn it off.

  1. Pay online

    An issued invoice's email and its reminders have a Pay online button, and a Client Portal that shares the invoice has Pay. The invoice page shows the payment link, to send another way.

  2. The payment page

    The customer sees the invoice's total, what has been paid and the balance due, can open the PDF, and pays the balance by card through Stripe. They do not need a Magpie account.

  3. Recorded on the invoice

    The payment will be recorded with the method Online payment, and the invoice will move to Paid when nothing is left to pay.

  4. Refunds in Stripe

    Refund a card payment in Stripe and the refund will be recorded on the invoice. A card payment's amount, date and method follow Stripe and cannot be changed in Magpie; its reference can.

What Magpie charges

Magpie takes no fee on invoice payments. Stripe's processing fee applies to each card payment and is paid from the team's Stripe balance.

The connected Stripe account is the seller: its business name appears on Stripe's payment page, it receives the money, and it is responsible for refunds and disputes. Stripe pays the balance out to the team's bank on its own schedule, and team admins see each payout, with its fees, on the Payments page.

Payments made another way

Record payment, on an issued invoice, records money that arrived outside Stripe. It does not charge the customer. In a team, members who can edit invoices record and correct payments.

Method and reference
Bank transfer, Cash, Cheque, Card or Other, with the date the money was received and an optional reference, such as a cheque or transfer number.
Part of the balance
The amount starts at the balance due; enter less to record part of it. The invoice will show as Partly paid, with the amount received and the balance due, and stays Due or Overdue until payments reach the total.
Paid in full
When payments reach the total, the invoice moves to Paid, dated the day of the last payment.
From a bank statement
In Accounting, money in on an imported bank statement can be recorded as the payment of an open invoice.

Correcting payments and recording refunds

The Payments section of an invoice lists each payment and refund with its date, method, reference, amount and the person who recorded it.

Change a payment
Its date, amount and reference edit in place, and its method can be changed. A change that would make payments larger than the invoice total is refused.
Remove
Takes off a payment recorded by mistake and works out the balance again.
Record refund
Records money returned to the customer, up to the amount paid, and the invoice will show a balance due again. Magpie records the refund; it does not send the money.

Balances, reminders and Accounting

Outstanding and Overdue on the invoice list add up balances due, not invoice totals, and the list has a Balance due column. A payment reminder shows the balance still due, and reminders stop when the invoice is paid in full.

In Accounting, each payment moves its amount out of Accounts receivable: an online payment into Stripe balance, a bank transfer into Bank, cash into Cash, and a card, cheque or other payment into Undeposited funds until its deposit is recorded.

Send an invoice that can be paid by card.

Create a Magpie account, connect Stripe on the Payments page, then send an invoice from Invoicing.

Create account