Overview

Invoices in Wedy Pro are Smart Documents — professionally designed, client-ready documents that include your line items, payment schedule, and an optional online payment page. Clients receive the invoice by email and can pay directly through the document using a credit card or bank transfer, all without leaving their inbox experience.

Time to complete: 10–20 minutes.

Before you begin

To send an invoice to a client, three things must be in place:

Email account connected — Invoices are sent directly from your own email address. If you haven't connected your email yet, go to Account > Integrations to set it up.
Payments enabled — If your invoice includes a payment page, your payment account must be set up. Navigate to Payments to complete setup. Processing fees apply: 2.9% + $0.30 per credit card transaction, or 0.8% capped at $5 per bank transfer.
A lead added to the project — Each invoice is tied to a Project, and that project must have at least one lead attached so Wedy Pro knows who to send the invoice to.

If any of these are missing when you click Send, Wedy Pro will show a blocking dialog and guide you to the right place to complete the setup before continuing.

How to create an invoice

Navigate to Documents > Invoices in the sidebar.
Click Create Invoice in the top-right corner of the page.
A template selection modal opens. Choose an existing template to start from, or select a blank invoice to build from scratch.
An event selector appears — select the Project this invoice is for. The invoice will be linked to that project's client and timeline.
The document editor opens. Your new invoice is ready to build.

How to build your invoice in the editor

The editor has three panels: the left panel lists your document pages and element library, the center canvas shows your active page, and the right panel contains settings for themes, elements, and document options. All changes are saved automatically in real-time — watch for All changes saved in the header to confirm.

Set up your invoice page

Your invoice document includes an invoice page where you define what you're charging. In the center canvas, add your line items — services, packages, or fees — along with quantities, rates, and any applicable discounts or taxes. The invoice automatically calculates totals as you build.

You can also configure a payment schedule if you collect deposits or installments — set due dates and amounts for each payment milestone directly on the invoice page.

Add a payment page

To let clients pay directly through the invoice, add a payment page to your document. In the left panel, add a new page of type Pay. This page presents clients with payment options — credit card or bank transfer — and collects their payment method securely.

Note: the payment page must come after the invoice page. If you reorder pages and the payment page ends up before the invoice, Wedy Pro will show an error and block the reorder.

Customize your branding

Open the Themes tab in the right panel to apply your brand colors, fonts, and page styling to the invoice. Any theme settings you configure here apply to this document only — your company's default theme is used as the starting point, so your invoice looks on-brand from the start.

Preview your invoice

Before sending, click Preview in the top-right of the editor. The preview shows exactly how the invoice will appear to your client — use the left and right arrow keys or the navigation header to move between pages. Click Exit Preview to return to the editor and make any final adjustments.

How to send your invoice

When your invoice is ready, click Send in the top-right corner of the editor.
Wedy Pro runs validation checks. If your email isn't connected or your payment account isn't set up, a blocking dialog appears with a direct link to complete the setup.
Once all checks pass, an email compose modal opens with a pre-filled subject line and message body. The email includes a View Invoice button that takes your client directly to the document.
Edit the subject or body as needed, then click Send in the compose modal.
The invoice is sent from your connected email address — your client sees your real business email, not a generic platform address.
The invoice status changes from Drafts to Sent.

Track your invoice after sending

After sending, clicking the invoice from the Invoices list opens the File Summary page — your real-time tracking view. Here you'll see:

Status — whether the invoice is Sent, Viewed, In Progress, or Completed. You can also manually update the status here if needed.
Shared with — the list of recipients, with the ability to toggle each person's access on or off, or generate a share link to forward the invoice manually.
Action summary — a per-page breakdown showing payment totals collected, outstanding amounts, and payment status.

The Invoices list page also shows a financial summary at the top: Paid (Last 30 days), Overdue, and Drafts — giving you a quick snapshot of your billing health across all clients.

Tip: Every time you send or update an invoice, Wedy Pro saves a new version. From the response page header, click the version count link (e.g., 3 versions) to view all published versions with their timestamps — useful for auditing what your client received at each stage.

Update a sent invoice

If you need to make changes after sending, open the invoice and click Edit Draft. Your edits create a draft layer — clients continue seeing the original version until you publish the update.

For minor text changes, clicking Update opens a dialog with two options: Notify Changes (sends an email to the client) or Send Without Notifying (publishes the update silently).
For material changes — such as adjusting invoice totals — the client must re-approve the updated document before any previous payment authorizations remain valid.
You cannot reduce the invoice total below the amount a client has already paid.
Changed your mind? In the editor, open the right panel > Documents tab and use Discard Draft to revert all unsent changes. This removes the draft layer and restores the published version your client is currently seeing.

Save your invoice as a template

If you send similar invoices to multiple clients — a standard photography package invoice, a venue booking fee structure, a catering deposit schedule — save it as a template. In the editor, open the right panel and use Save as Template. Give the template a title, and it will appear in Templates > Documents for future use. The AI-assisted template builder can also help you generate a starting structure if you're building from scratch.

Tips

Use the status tabs on the Invoices page — All, Drafts, Sent, Viewed, In Progress, Completed, Expired — to focus on invoices that need action. The Overdue counter in the financial summary header flags invoices that need follow-up.
Set an expiration date on time-sensitive invoices. Open the right panel's Documents tab to configure expiration — you can set it as an absolute date, relative to when the invoice was sent, or relative to when the client first viewed it.
Use the Duplicate option (from the invoice's action menu) to copy an invoice to a different project — useful when clients book repeat services.
Generate a view-only link from the File Summary page to share a read-only version of the invoice — clients can review it without needing to complete email verification.
If you work with a team, members with the Member role can only access invoices tied to projects they are assigned to. Owners and admins have full access to all invoices.

Frequently asked questions

How does my client access the invoice?

Your client receives an email with a View Invoice button. When they click it, they're prompted to verify their email address via a one-time code — this ensures the invoice is only accessible to the intended recipient. Once verified, they can view the invoice, make payments, and track their own payment history.

Can I collect a deposit and then a final payment?

Yes. On the invoice page, configure a payment schedule with multiple milestones — set the amount and due date for each. Clients pay each installment as it comes due, and the invoice status updates as payments are received.

What happens if I change the invoice after the client has already paid part of it?

You can edit an invoice after partial payment, but you cannot reduce the invoice total below the amount already paid. If you increase the total, the client will need to approve the material change before the update is applied.

What payment methods can clients use?

Clients can pay by credit card or bank transfer (ACH). Processing fees apply: 2.9% + $0.30 per credit card transaction, or 0.8% capped at $5 per bank transfer.

Does the invoice come from my email address?

Yes. All invoices are sent directly from your connected email account — your clients see your real business email address, not a generic Wedy address. This keeps the relationship professional and personal.

Can I send an invoice without connecting my email?

No. Wedy Pro requires a connected email account to send documents. When you click Send, a dialog will appear with a direct link to connect your email in Account > Integrations.