Invoicing

Invoicing

Once a quote is signed, you can generate an invoice directly from Joinways. Invoicing is handled via Stripe: Joinways creates the invoice in your Stripe account, which handles sending and payment tracking.

⚠️ Invoicing requires the Pro or Enterprise plan and a connected Stripe account.

Prerequisites

Before you can invoice, two conditions must be met:

• A quote must be in "Signed" status.
• Stripe must be connected in Settings > Integrations > Invoicing tab.

Generate an invoice

1. Open the relevant event.
2. Go to the Quotes tab.
3. Open the signed quote.
4. Click Generate an invoice.
5. Verify client information (name, address, VAT number if B2B).
6. Set the payment due date.
7. Confirm.

Joinways sends the information to Stripe, which generates the invoice with a sequential number and sends it to the client.

After generation

The invoice is now managed in Stripe:

• The quote status changes to "Invoiced" in Joinways.
• The invoice is visible in your Stripe dashboard.
• Payment tracking (pending, paid, overdue) is handled in Stripe.

⚠️ An invoice can only be generated once per signed quote. Make sure the information is correct before confirming.

Payment tracking

A sent invoice is not a paid invoice. Joinways lets you track the status of each invoice and quickly identify late payments. Make it a habit to check the billing dashboard weekly to follow up on unpaid invoices before they pile up.

• Mark payments received — as soon as you receive a transfer or Stripe payment, update the invoice status to maintain reliable accounting.
• Deposits and balances — invoice the deposit at confirmation and the balance after the event — this is standard practice in events.
• Sequential numbering — Joinways automatically generates sequential invoice numbers compliant with legal requirements.

Accounting best practices

Regularly export your invoices to send to your accountant. If Stripe is connected, online payments are automatically reconciled. For bank transfers, remember to include the invoice reference in the transfer description for easy matching.

💡 Send invoices from Joinways rather than via a separate email — the client receives a direct payment link if Stripe is connected.

How do I handle a credit note or refund?

Create a credit note (negative amount) linked to the original invoice. The balance will be automatically adjusted in your financial reports.

Troubleshooting

Invoice not generating?

Make sure Stripe is connected in Settings > Integrations > Invoicing. Also verify the event has a confirmed quote with pricing. Invoices are generated from confirmed quotes.

Client says they didn't receive the invoice?

Check the client's email address on the event page. Invoices are sent to the email associated with the lead contact. Verify in your Inbox that the email was delivered.

FAQ

Is invoice numbering automatic?

Yes, Stripe handles sequential numbering automatically.

Can I invoice without Stripe?

No, invoicing in Joinways requires Stripe.

Can I send a reminder for an unpaid invoice?

Payment reminders are managed through Stripe. You can configure automatic reminders in your Stripe dashboard settings.

See also

• Create a quote
• Electronic signature
• Connect Stripe (Invoicing)