FAQ
Frequently Asked Questions
Quick answers to the most common questions about WaffleInvoice plans, payments, features, and getting help.
5 min read
Plans and pricing
Is there a free plan?
Yes. The free plan includes unlimited invoice and estimate creation, client portal access, PDF downloads, manual payment tracking, and up to 25 invoice emails per rolling 30-day window. No credit card required to sign up. The free plan is permanent - no trial.
How many invoice emails can I send on the free plan?
25 invoice emails per rolling 30-day window. Brand-new accounts (under 14 days old) also have a 5-emails-per-24-hours cap as a fraud guardrail. Both caps lift the moment you upgrade to Pro.
What happens when I hit the 25-email cap?
You can keep creating, downloading, and sharing invoices via the client portal link - only direct in-app email sending pauses. The window is rolling, so as old sends fall outside the 30-day window, new sends become available. Or upgrade to Pro for unlimited.
Do I need a credit card to sign up?
No. Signup only asks for your name, email, password, and a phone number for verification. You can also create and send invoices without a card. A card is only required when you want to accept online payments through Stripe or upgrade to Pro.
What does Pro include?
Pro ($19/month or $190/year) removes the 25-email cap and adds online payment collection (ACH + card via Stripe), SMS reminders, recurring invoices and installment plans, automated payment reminders, late fees, branding removal, multi-user / team members, API access, time tracking, and advanced reporting.
Is there an annual billing option?
Yes. Annual billing is $190/year - that's about $15.83/month, saving you $38 compared to monthly. Toggle Monthly/Annual on the Pricing page.
Can I cancel my Pro subscription?
Yes, at any time from Settings. Your account stays on Pro until the end of the current billing period, then reverts to the free plan. You don't lose any data.
Do you charge a fee on payments?
WaffleInvoice does not add platform fees. Standard Stripe processing fees apply: 2.9% + 30¢ for cards, 0.8% (capped at $5) for ACH.
Account and security
What are the password requirements?
At least 8 characters with at least one number. We also check the password against public breach lists and reject any password known to be compromised. Existing passwords from before the rule loosened still work - no reset required.
When is a card required?
Never to sign up or to send invoice emails. A card is only required when you want to (a) accept online payments on your invoices via Stripe, or (b) use Pro features like SMS reminders, recurring invoices, removed WaffleInvoice branding, multi-user teams, or API access. Pro accounts already have a card via their subscription, so no second prompt.
Why does Pro require a card?
Pro is a paid plan ($19/month), so a card is needed to charge the subscription. We also require a card before turning on online-payment acceptance because that's the point where actual money can move through your account - keeping a card on file is a fraud-prevention signal that protects you and the people paying you. We never charge a card for sending invoice emails.
Why do you ask for a phone number at signup?
We send a 6-digit SMS code to verify ownership. Phone verification dramatically reduces fraud-ring signups. We only use the number for verification and important account alerts - never for marketing.
Invoices and clients
How many invoices can I create on the free plan?
Unlimited. There's no cap on creating invoices, estimates, or clients on any plan. The only limit on the free plan is the 25 invoice emails per rolling 30-day window.
What do the invoice statuses mean?
Draft means the invoice is saved but not sent. Not Paid means it's been sent and is awaiting payment. Partial means some payment has been received but a balance remains. Overdue means the due date has passed without full payment. Paid means it's fully settled.
Can I add my logo and branding?
You can add a logo on the free plan. Custom accent colors, templates, and removal of WaffleInvoice branding require Pro.
Can clients pay with a credit card?
Yes - on Pro. Once you upgrade and connect Stripe in Settings, clients can pay by card or ACH directly from the invoice page. Online payment collection is the main reason most accounts upgrade from Free.
Does the client need to create an account to pay?
No. Clients open the invoice link and pay without signing up for anything. The client portal uses magic link login - clients click a link sent to their email and are signed in instantly, no password required.
Can clients make partial payments?
Yes. Clients can pay any amount online; each payment reduces the outstanding balance and the invoice shows "Partial" status. You can also record partial manual payments (cash, check) and they work the same way.
Recurring billing and automation
How do recurring invoices work?
You set up a recurring schedule (weekly, monthly, etc.) and WaffleInvoice generates a new invoice automatically at each interval. You can configure them to auto-send to the client or land in your drafts for manual review before sending.
What are installment plans?
Installment plans let you split a large project total into a series of scheduled payments. You define the total amount, number of installments, and billing frequency - WaffleInvoice generates and sends each invoice on schedule.
Can I send automatic payment reminders?
Yes, on Pro. Configure reminder timing in Automation - before, on, or after the due date. WaffleInvoice sends the email automatically without any action from you.
How do late fees work?
You set a flat dollar or percentage late fee in Automation settings. After a configurable grace period past the due date, the fee is added to overdue invoices automatically.
Estimates
How does estimate approval work?
You send the client an estimate link. They open a review page where they can approve or decline. Clients can also approve estimates from their client portal under the Estimates tab. No account needed. Approvals are timestamped so you have a record.
Can I convert an approved estimate into an invoice?
Yes, with one click. Open the approved estimate and click "Convert to invoice". All line items are pre-filled on the new invoice - no retyping required.
Team members and collaboration
Can I add other people to my account?
Yes. Pro accounts support multiple team members. Each person gets their own login. You can assign roles (Owner, Admin, Member) to control what each person can access. Invite team members from Settings > Team.
What can team members do?
Admins can manage invoices, estimates, clients, and automations. Members can view and create invoices, estimates, and clients but cannot access Settings or billing. Owners have full access including team and billing management.
Email delivery, SMS, and online payments
Do I need to upgrade to email invoices?
No. Email invoice sending is included on the free plan, capped at 25 sends per rolling 30-day window. Upgrade to Pro for unlimited sending.
Are SMS reminders available on the free plan?
No. SMS reminders, on-my-way SMS, and invoice-delivery SMS are Pro-only because of the per-message Twilio cost and the higher fraud surface on text. Email reminders work the same way for everyone.
Can free users collect online payments?
No. Online payment collection (ACH + card via Stripe) is the main thing Pro adds. Free users can record manual payments (cash, check, bank transfer) and share the invoice link, but the "Pay now" button only appears on invoices from Pro accounts.
Getting help
Where can I get help if I'm stuck?
Email support@waffleinvoice.com. We typically respond within one business day.
Does WaffleInvoice work on mobile?
Yes. The app, invoices, estimates, and client portal are all mobile-responsive and work on any phone or tablet.
Is my data secure?
Yes. WaffleInvoice uses Supabase (enterprise-grade PostgreSQL) for data storage and Stripe for payment processing - both industry-standard providers with strong security practices. Connections are encrypted with TLS. We never store card numbers.
Is there a referral program?
Yes. You can earn account credits by referring other freelancers and service businesses to WaffleInvoice. Find your unique referral link in Settings > Referral.
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