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How to Set Up Pay by Invoice

Updated
Feature Availability User Permissions Time to Complete Skill Level
Philippine and US stores on Launch, Grow, Scale and Premium Trial. Not available on Free To set it up: store owner, or a team member with Billing access. To attach links and confirm payments on orders: permission to update orders About 5 minutes to set up, then about 2 minutes per order Beginner

Summary

Overview: With payment link emails, customers place their order first and pay later. You create a payment link in your own payment gateway or accounting software (for example Xero, Stripe or PayMongo) and attach it to the order. Prosperna emails the customer a secure page where they pay through your link and upload their proof of payment. You then check the payment and mark the order as paid. In your dashboard and at checkout, this payment method is called Pay by Invoice.

Prerequisites:

  • A store on the Launch, Grow, Scale or Premium Trial plan.
  • Store owner access, or a team member with Billing access, to turn it on.
  • A payment gateway or accounting tool that can create a payment link starting with https://.

Step-by-Step Instructions

Step 1: Turn on Pay by Invoice

  1. In the sidebar, click Settings, then Payments.
  2. Under Prosperna Payments, find the Pay by Invoice card and click Manage.
  3. Turn on the Enable Pay by Invoice switch. The How it works box on this page sums up the process.
  4. Click Save.
  5. You see Pay by Invoice Saved and Pay by Invoice is active. Attach a payment link to each new order to collect payment.

To stop offering it, turn the switch off and click Save.

Step 2: See what your customers get at checkout

When a customer chooses Pay by Invoice at checkout, they read:

  • Place your order now. Your store name will email you a secure payment link to complete your payment.
  • After paying, upload your proof of payment on the same page. Your order will be confirmed once the payment is verified.

The customer places the order without paying. The order starts as Pending with a payment status of Awaiting Payment, and you get a dashboard notification: New Order — Payment Link Requested.

Step 3: Attach your payment link to the order

  1. In your own payment gateway or accounting software, create a payment link for the order's exact total.
  2. In the sidebar, click Orders, then open the order.
  3. In the Payment section, next to Collect Payment :, click Attach Payment Link.
  4. Paste your link. The window reminds you: Make sure your link charges exactly (order total).
  5. Click Attach & Notify Customer.
  6. You see Payment Link Sent and The payment link is attached and the customer has been notified by email.

To change the link: click Replace Payment Link, paste the new link, and click Replace & Resend. The customer is notified again. You can attach or replace the link only while the payment status is Awaiting Payment and before the customer uploads a proof of payment.

After you attach a link, the order also shows Payment Link : with a QR code, Copy Payment Link and Download QR Code. These share your own gateway link only. To upload their proof, customers must use the page from Prosperna's email or text message.

Step 4: What the customer receives

Depending on the notification preference chosen at checkout, the customer gets an email, a text message, or both:

  • Email: subject Complete your payment for Order (order number) - (your store name). It shows the total amount due and a PAY NOW button, and says Your order stays reserved while (your store name) verifies your payment.
  • Text message: (your store name): your payment link for Order #(order number) is ready. Pay and upload your proof here: (link)

The button and link open a secure page on your store where the customer:

  1. Clicks Pay Now to pay through your payment link.
  2. Enters a payment reference or transaction number (optional).
  3. Uploads a screenshot of the payment (JPG or PNG, up to 10 MB).
  4. Clicks I’ve paid — submit proof.

After submitting, the customer sees Payment under review. If they uploaded the wrong screenshot, they can replace it from the same page.

Step 5: Check the proof and confirm the payment

When the customer submits their proof, you get a dashboard notification (Payment Proof Submitted — Verification Needed) and an email with the subject Payment proof submitted for Order (order number) - (your store name).

  1. Open the order. In the Payment section, Payment Type shows Pay by Invoice. Click View Proof of Payment. If the customer entered a reference number, it appears as Reference No.
  2. Check your payment gateway to make sure the payment arrived.
  3. In Payment Status, choose:
    • Paid: the order moves to Processing, and the customer gets an order confirmation email. Their payment page now says Payment verified!
    • Declined Payment: the order is declined and the stock is returned to your inventory. Their payment page says Payment could not be verified, and they can pay again and upload a new proof from the same page. A new proof puts the order back to Pending with Awaiting Payment.
  4. Click Update, then click Update again to confirm.

Verify It Worked

Success criteria:

  • You saw Pay by Invoice Saved, and the Pay by Invoice card on Settings → Payments shows Connected.
  • Pay by Invoice appears as a payment option on your store's checkout page.
  • After you attach a link, you see Payment Link Sent, and the order shows Payment Link : with a QR code.

Troubleshooting

Common errors

  • "The link must be a valid https URL.": the link in the Attach Payment Link window must start with https://. Copy the full link from your payment gateway.
  • Attach Failed: the link wasn't attached. This happens when the order isn't a Pay by Invoice order, when its payment status is no longer Awaiting Payment, or when the customer has already uploaded a proof of payment. Refresh the order and check its status.
  • The Attach Payment Link button is missing: the customer has already uploaded a proof of payment, or the payment status isn't Awaiting Payment. Review the proof instead.
  • Save Failed: "Failed to save your Payment Link settings. Please try again.": nothing was saved. Try again in a moment.
  • The customer didn't get the email: the customer may have chosen text-message notifications only at checkout. Ask them to check their spam folder, or click Replace Payment Link and Replace & Resend to send it again.
  • The customer sees "Your payment link is on its way": you haven't attached a payment link to the order yet.
  • The customer sees "To submit your proof of payment, please open this page using the payment link in the email or text message from (your store name)." or "This payment page link is invalid or has expired. Please open the payment link from your email.": the customer opened the page without the link from Prosperna's email or text message. Ask them to use that link.
  • A customer sees "Payment Link orders cannot have a digital product.": Pay by Invoice can't be used when the cart contains a digital product.
  • Pay by Invoice doesn't show at checkout: check that the switch is on. It also doesn't show when:
    • the customer chooses Same Day Delivery or Scheduled Delivery
    • the cart has only digital products
    • the customer orders from a QR menu (table) code

Limitations & considerations

  • Prosperna doesn't connect to your payment gateway. It can't check the amount or whether the customer paid. Always confirm the payment in your gateway before you mark the order Paid.
  • Make sure your link charges the exact order total.
  • You attach one link per order. Replacing it sends the customer a new notification.
  • If you book a Prosperna courier for a Pay by Invoice order, the delivery fee is paid from your Shipping Credits.

Next Steps & Related Resources

Need more help? For more information and assistance, please send an email to support@prosperna.com.

Last Updated: 10/09/2026