> For the complete documentation index, see [llms.txt](https://help.flowerbuddy.co/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.flowerbuddy.co/reference/event-page/details/manage-invoices-payments-and-receipts.md).

# Manage invoices, payments, and receipts

The **Payments** section connects four related records without treating them as the same thing:

* The payment schedule states what is expected.
* An invoice explains an amount owed.
* A payment records money received.
* A receipt acknowledges that payment.

The **Payments** section displays the schedule, payment configuration, paid state, and available row actions together.

<div data-with-frame="true"><figure><img src="https://2616748322-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FUtdSEPutB4SrRwwUMOIx%2Fuploads%2Fgit-blob-658408ad9fccd2b4c559af3bf84646d8b08a5da8%2F01-populated-payments.jpg?alt=media" alt="FlowerBuddy Payments section showing payment settings, a payment schedule with overdue rows, and row actions for reviewing or downloading payment records." width="550"><figcaption></figcaption></figure></div>

## Configure event invoices

1. Open the event and select **Details > Payments**.
2. Under **Invoice Settings**, select **Edit Invoice Settings**.
3. Choose **Billed To**. The automatic option uses the event signer when that signer has an email address. If there is no eligible signer, it uses the first event client alphabetically. Choosing a saved client fixes that choice for this schedule.
4. Enter the text you want to save under **Company Notes**, **Payment Instructions**, and **Client Notes**. Leave a field empty when the invoice does not need that type of information.
5. Turn on **Attach Invoice to Payment Notifications** when automated payment notices should include the invoice.
6. Select **Save**.

Review the **PAY TO**, **BILLED TO**, and **PAYMENT INSTRUCTIONS** preview after saving. Use **Download Invoice** on a payment row to generate its invoice PDF, then check the document before sharing it.

The current invoice number is a workspace sequence managed in the default payment settings, not in this event's invoice settings. Raising it affects newly generated invoices across the workspace, can create a gap, and cannot be undone. Do not change it simply to renumber one event.

## Record a payment received outside FlowerBuddy

Use **Mark Paid** for money received outside the online payment flow, such as cash or a check.

1. On the unpaid payment row, select **Mark Paid**.
2. Review **Total Paid**. If final-payment tips are enabled, review the separate payment and tip amounts.
3. Choose **Paid On**.
4. Choose **Cash**, **Check**, or **Other** under **Payment Method**.
5. Leave **Send receipt to client** off unless you intend to send an external email now.
6. Select **Mark Paid**.

The row becomes paid, **Total Paid** increases, and **Outstanding** decreases by the base payment amount. A recorded tip increases **Total Tip** without reducing the event balance.

To reverse an eligible manual record, select **Mark Unpaid** and confirm it. The base amount returns to **Outstanding**. Provider-processed card and ACH payments use the refund action instead of **Mark Unpaid**.

## Send a reminder or receipt

**Send Payment Reminder** is a manual message for one unpaid row. Choose an existing client or enter a new recipient only after confirming the address. Selecting **Send Reminder** sends an external email.

When recording a manual payment, **Send receipt to client** sends the receipt as part of that action. For an existing paid row, **Resend Receipt** sends another receipt. A receipt can be addressed to a client or, where offered, a professional contact.

These manual actions are separate from the automatic **Payment Notification Emails** configured in the event's **Settings** section. Turning an automatic notification setting on or off does not send a message immediately.

## Review an online transaction

A paid online row shows its payment method. Select **View transaction details** to review the available provider reference, base amount, tip, application fee, refunds, and billed-to information.

Use **Refund Payment** when a supported online payment needs to be returned:

1. Review the maximum refundable payment and tip amounts.
2. Enter the base and tip amounts to refund.
3. Choose whether to refund the corresponding application fee when that option is available.
4. Review the refund summary and add an optional note.
5. Confirm the refund only after checking the total and original payment method.

A refund returns money through the original provider and updates the schedule totals. It is a financial action, not a way to edit the schedule. Partial refunds leave the remaining paid amounts visible.