Send and Manage Invoices

Create deposit, final, and adhoc invoices with line items, discount, VAT, and a payment link - and what every payment status means.

WAWritten by Wendor Admin

Bookings > Documents > Invoices

Open a booking, switch to the Documents tab, and find the Invoices section. Every booking can have up to one Deposit invoice, one Final invoice, and any number of Adhoc invoices. Each one is sent to the couple with a payment link generated by Fire.

Before you start

The three invoice types

  • Deposit - the up-front amount, typically a percentage of the total. Sent first, before the final.
  • Final - the remaining balance. Wendor blocks creating the final until the deposit is paid.
  • Adhoc - anything in addition. Use this for instalments between deposit and final, or for one-off charges (e.g. extras requested after the booking was made). Adhoc has two sub-modes - see below.

Create an invoice

  1. In the Invoices section, click Create Invoice (or pick it from the Actions menu).
Create Invoice button inside the Invoices section of the booking Documents tab
Create Invoice opens the invoice form pre-filled from the booking.
  1. The invoice form opens. Pick the invoice type - Wendor auto-selects based on what's already been sent (e.g. Deposit if none exists yet, Final once the deposit is paid, otherwise Adhoc).
Invoice type selector at the top of the invoice form with Deposit, Final, and Adhoc options
The type selector at the top of the form - Wendor picks the right default.
  1. Edit any line item or field (below). Use + Add Custom Charge for one-off extras.
Add Custom Charge button under the invoice line items with a small modal for name, quantity, and rate
Add Custom Charge - a name, quantity, and rate for one-off extras.
  1. In the Email Body, type @ and insert the Payment Link merge field where you want the link to appear.
  2. Click Generate Payment Link. Wendor calls Fire, creates the link, and the Payment Link merge field in the body resolves to the live URL.
Generate Payment Link button on the invoice form with the resolved link shown below
Generate Payment Link calls Fire and writes the URL into the email body's merge field.
  1. Click Save as Draft to keep without sending, or Send Now to email it.
Save as Draft and Send Now buttons at the bottom of the invoice form
Save as Draft keeps the invoice without sending; Send Now emails the couple with the link embedded.

Fields

  • Line Items (required, at least one) - pre-populated with the package items and any travel charge. Each line has a name, quantity, and rate. Add custom lines for extras with + Add Item.
  • Travel Charges (optional) - separate field for travel costs, with a location label.
  • Discount (optional) - amount or percentage off the subtotal.
  • VAT (optional) - defaults to 23%. Change per invoice if needed.
  • Invoice Due Date (required) - for Deposit, defaults to your booking's deposit due date. For Final, defaults to your booking's balance due date. For Adhoc, you must pick a date.
  • Notes (optional) - internal notes shown on the invoice.
  • Email Template (required) - defaults to the matching slot from Set Default Email Templates (Default for Contract, Default for Deposit Invoice, and so on). Swap to any other active template.
  • Email Subject (required) - pre-filled from the chosen template.
  • Email Body (required) - rich text, pre-filled from the chosen template.

Adhoc sub-modes

When you create an Adhoc invoice, you pick one of:

  • Standalone - a one-off invoice that doesn't reduce the booking's outstanding balance. Use for extras (e.g. an album purchased separately).
  • Instalment - part of the balance payment. Pick either Amount or Percentage, then enter the value. The instalment reduces the final amount due.
Adhoc invoice form with Standalone and Instalment radios and an Amount or Percentage toggle
Adhoc sub-mode picker - Standalone for one-offs, Instalment to chip away at the balance.

Send the invoice

Before sending, the payment link must already be generated and present in the email body (see step 5 above). Wendor blocks Send Now if either is missing - you'll get "Please generate a payment link before sending the invoice" or "Please add the generated payment link to your email body".

On Send Now, Wendor:

  • Emails the couple using the template you picked, with the live payment link embedded.
  • Sets the invoice status to Sent and the booking status to Deposit Invoice Sent / Final Invoice Sent / Adhoc Invoice Sent to match.

If you click Save as Draft instead, the invoice is created with status Draft and no email goes out - come back later, generate the link, and send.

Payment statuses

An invoice (and its payment link) moves through these statuses:

  • Draft - created, not sent.
  • Payment Link Created - link generated, awaiting the couple.
  • Sent - emailed to the couple with the link.
  • Pending - same idea as Sent - link is out, awaiting payment.
  • Awaiting Authorisation - the couple started paying; their bank is reviewing.
  • Authorised - the bank approved but the funds haven't fully settled yet.
  • Paid - settled. Money is in your linked account.
  • Failed - payment attempt failed (e.g. card declined).
  • Expired - link window passed before payment.
  • Archived - link voided.

Mark as collected

If the couple paid outside Wendor (bank transfer, cash, etc.) you don't need to wait for the payment link. Click Mark as Collected on the invoice. The invoice status moves to Sent / Collected and the booking gets the matching … Collected status.

Edit a sent invoice

Open the invoice and click Edit. Make changes, then Save and Resend to send a fresh email with the updated amounts. The previous payment link is archived and a new one is generated.

Constraints

Delete an invoice

A Draft invoice can be deleted from the invoice's ⋯ menu. Sent invoices can't be deleted - archive them instead.