Payments: Online, Manual, and Partial

Payment options in WaffleInvoice

WaffleInvoice supports two categories of payment:

• Online payments - clients pay directly from the invoice page using a card or ACH bank transfer. Funds are deposited to your connected bank account.

• Manual payments - you record payments that happen outside of WaffleInvoice (cash, check, wire transfer, Venmo, etc.) to keep your invoice status accurate.

Setting up online payments

Online payment collection is powered by Stripe. To accept payments, you need to connect a Stripe account.

1. 1

   Go to Settings in the left sidebar.

2. 2

   Click "Payments" or "Connect Stripe".

3. 3

   Follow the Stripe onboarding flow - you'll enter your business details, bank account information, and identity verification.

4. 4

   Once connected, online payments are enabled on all your invoices automatically.

Card payments

When online payments are enabled, clients see a "Pay now" button on the invoice page. They can enter a credit or debit card to pay the full invoice amount. Payment is processed immediately, and the invoice is marked paid automatically.

ACH bank transfers

ACH (bank-to-bank) transfers are available as an alternative to card payments. ACH typically has lower processing fees than cards and is preferred by many B2B clients. The client enters their bank account details on the invoice page. ACH transfers take 3–5 business days to settle.

Recording a manual payment

When a client pays outside WaffleInvoice (check, cash, bank transfer), mark it paid manually to keep your records accurate.

1. 1

   Open the invoice.

2. 2

   Click "Record payment".

3. 3

   Enter the amount received.

4. 4

   Set the payment date.

5. 5

   Add an optional note (e.g., "Check #1234 received").

6. 6

   Click Save. The invoice status updates immediately.

Partial payments

Clients don't always pay in one go. WaffleInvoice supports partial payments - each payment reduces the outstanding balance, and the invoice shows a "Partial" status until the full amount is received.

1. 1

   Open the invoice.

2. 2

   Click "Record payment".

3. 3

   Enter the partial amount received (less than the invoice total).

4. 4

   Save. The invoice status changes to "Partial" and the remaining balance is displayed.

5. 5

   Repeat for each subsequent payment until the invoice is fully paid.

Payment notifications

WaffleInvoice sends automatic email notifications when payments are received:

• You (the admin) receive an email whenever a client makes a payment - online or recorded manually.

• Your client receives a payment confirmation email with a receipt.

• Partial payment notifications include the amount paid and the remaining balance.

• Notification emails include a link to the invoice so you can view the full payment history.

Tracking payment status

The Payments page in the sidebar gives you a high-level view of:

• Total outstanding across all invoices.

• Recent payments received.

• Overdue invoices by client.

• A breakdown of paid vs. unpaid for any time period.

Payment fees

WaffleInvoice does not charge platform fees on payments. Standard Stripe processing fees apply:

• Card payments: 2.9% + 30¢ per transaction.

• ACH payments: 0.8% per transaction (capped at $5).

• These fees are deducted from the payment before funds reach your account.

Getting your money

Once a payment clears, Stripe transfers the funds to your connected bank account on a rolling basis (typically 2 business days for cards, 3–5 days for ACH). Your Stripe dashboard shows all upcoming payouts and their expected arrival dates.