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Send an invoice with a payment link

Create an invoice, email it from your own mailbox, and give your client a secure link to pay online — by card, in crypto or by bank transfer.

Create an invoice, email it to your client with the PDF attached, then send them a payment link. On the payment page the client sees the invoice and pays with one of the methods you connected. Online payments are recorded on the invoice automatically.

Before you begin

  • Permissions:

    PermissionWhat it allows
    CREATE_INVOICECreate invoices, including from a deal.
    UPDATE_INVOICEEdit invoices, send them, and create or revoke payment links.
    RECORD_PAYMENTRecord payments you receive outside the payment page, such as bank transfers.
    MANAGE_INTEGRATIONSConnect payment providers.

  • The Finance module is on (Settings → System → Modules).

  • A connected mailbox. APROS sends invoices from your own mailbox, or from the workspace's shared one. Connect a mailbox in Mail first.

  • An email address on the client's company. The invoice goes to the company's email.

  • At least one payment provider in Marketplace → Payments:

    ProviderHow the client pays
    StripeCard, Apple Pay or Google Pay, on the payment page.
    monobank AcquiringCard, Apple Pay or Google Pay, on monobank's page.
    NOWPaymentsBitcoin, Ether, USDT and other coins, on the NOWPayments page.
    Crypto walletUSDT or USDC sent to your own wallet; the client submits the transaction hash.
    Bank transferYour bank details are shown on the payment page.

  • Your legal entity and a bank account in the invoice's currency. See Set up your company.

1. Create the invoice

From a deal: open the deal, click the ⋯ menu → Create Invoice. APROS creates the invoice with the deal's company, currency and products and opens it. The deal needs a company and at least one product.

From scratch:

  1. In the sidebar, click CRM, then the Invoices tab, and click Create.

  2. Choose the Company and Currency (both required). Optionally link a Deal, and choose the Owner, Legal Entity, Bank Account and Payment Term.

  3. Leave Issue Date empty to use today. Leave Due Date empty to set it from your organization's default — Payment Terms (days) in Settings → Organization → Documents.

  4. Click Create. The invoice opens with the status Draft.

2. Add the items

  1. Open the Products tab and click Add product.

  2. In the new line, pick a product from your catalogue, or type a name to create one. Set the Price and Quantity.

  3. Repeat for each item. The totals below the lines update as you go.

You can change the items only while the invoice is a Draft.

3. Send the invoice

In the invoice's header, click Send Invoice (the paper-plane icon). It's there only while the invoice is a Draft.

APROS emails the invoice from your mailbox to the company's email address, with the invoice PDF attached. The email is written in your workspace's language. The status changes to Sent only after your mail server accepts the message; if sending fails, the invoice stays a Draft and APROS tells you why.

The invoice email doesn't include the payment link. Create the link in the next step and send it to your client yourself.

  1. On the invoice's General tab, under Financial Summary, click Accept Payment.

  2. Open the Send Payment Link tab and click Create Payment Link. When you see Payment link is ready, click Copy Link.

  3. Send the link to your client — reply to your invoice email, or paste it into a chat with them.

You can create a link once the invoice is Sent, and while it is Viewed, Partially Paid or Overdue. A link created here doesn't expire. Creating a new link cancels the previous one.

What your client sees

The link opens a payment page with your company's name, the amount due, the invoice number and due date, and the invoice lines. On a computer the page also shows a QR code (Scan to pay on mobile). Under Pay with, the client picks one of the methods you connected:

  • Stripe — pays by card in a form on the page.
  • monobank and NOWPayments — continues to the provider's page to pay.
  • Bank transfer — sees your bank details and the payment purpose to put on the transfer.
  • Crypto wallet — sends the coins and enters the transaction hash.

If no provider is connected, the page says No payment methods available.

Once the invoice is paid, the link shows Payment Complete. A revoked link shows Link Cancelled.

After the client pays

  • Stripe, monobank or NOWPayments: APROS records the payment on the invoice automatically. The invoice becomes Paid, or Partially Paid if the client paid part of it, and the payment appears as income in Finance.
  • Bank transfer: when the money arrives, open the invoice's Payments tab and click Record Payment. Enter the Amount, Payment Date, Payment Method and, optionally, a Reference and the finance account it went to.
  • Crypto wallet: the client's payment appears on the Payments tab as pending. Check it in your wallet, then confirm or reject it there.

Open Accept Payment → Send Payment Link and click Revoke Link. The link stops working at once, without a confirmation step; for Stripe and monobank APROS also closes the checkout session the client may have open.

If you need to cancel an invoice, revoke its payment link first. Cancelling the invoice doesn't revoke the link, and a cancelled invoice no longer shows Accept Payment.

If APROS refuses

MessageWhat to do
No mailbox is connected for this workspace, so this message was not sent. …Connect a mailbox in Mail, then send again.
There is no address to send to: add an email address to the company …Add an email address to the client's company, then send again.
A payment link can only be issued for an invoice that has been sent and is not yet fully paid.Send the invoice first (step 3).
The bank account this document would print is not in the currency the document is issued in …Add a bank account in the invoice's currency to your legal entity.

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