Custom DesignerCustomDesignerDocumentation

Invoices & payments

Turn approved work into invoices, record payments, and optionally sync with QuickBooks Online or collect cards with Stripe. Shops that take cash, check, or Venmo can record those payments without connecting either.

Payments setup

Under Settings → Integrations → How you collect payments:

  • QuickBooks — payment links and invoice/payment sync
  • Stripe — Checkout links on orders (no QuickBooks)
  • Cash, check, Venmo — record payments yourself; no pay-online button for customers

The dashboard workspace setup card uses the same three choices.

Invoices on orders

Each order’s Invoice tab has line items, subtotal, tax, discount, and total. Drag to sort. This is what the customer approved.

Send Invoice to Client forwards a copy for their records (optional CC). It does not change status and does not include approve/reject buttons. Use Send for Approval when you need a decision.

Print / Save as PDF (order header) opens the customer invoice print layout: shop letterhead, Bill To, artwork, line items with product images, totals, payments, and balance due.

Discounts and tax

  • Discount: amount, % or fixed, Before tax or After tax (QuickBooks default).
  • Tax codes: Settings → Taxes. QuickBooks Automated Sales Tax can calculate from the customer’s address when QuickBooks is connected.
  • Tax-exempt: client record and/or order override.

See Currency, Sales tax, Invoice number.

Payments

Record Payment on the Invoice tab: amount, date, payment method, note. Methods are configured under Settings → Payment Methods (cash, check, card, Stripe, QuickBooks, custom, and more).

Send Payment Reminder emails the balance and a pay link. The button badge is how many reminders you have sent.

On the public customer view (after the job is past a pure quote status), buyers can choose pay online or cash/check/Venmo when the shop uses QuickBooks or Stripe. A QuickBooks Customer Payment Link or Stripe Checkout link can be created from the Invoice tab. Offline shops only show remittance details. When the invoice is paid in full, the customer view hides Pay now and shows the recorded payment (Stripe receipt, QuickBooks invoice, or the cash/check/Venmo entry the shop recorded).

QuickBooks (optional)

If QuickBooks is enabled (Settings → Integrations):

  • Orders sync as estimates first; Convert to Invoice (or your usual QuickBooks workflow) when appropriate
  • Push to QuickBooks / Sync with QuickBooks
  • Automated Sales Tax from customer location
  • Clients and payments can exist in both Custom Designer and QuickBooks

You need at least one Service or Non-Inventory item in QuickBooks. Ask your bookkeeper if you’re not sure.

The shop runs without QuickBooks. Connect it when you want the books to follow production.

Stripe (customer charges)

Under Settings → Integrations, add your Stripe key and enable Stripe. That powers:

  • Pay online on order invoices when the workspace payments path is Stripe
  • Collect at checkout on a customer online store
  • Email / copy payment links per submission

Your Custom Designer subscription (Settings → Subscription) is a separate bill from the Stripe account you use to charge customers.

Profitability

Expand Profitability estimate on the Invoice tab for a shop-only margin snapshot. Estimation compares an ideal quote to the invoice. Linking purchase orders uses what you actually paid for blanks.

Tips

  • Review totals before Send for Approval or Send Invoice to Client.
  • The amount on the orders list is a snapshot; the Invoice tab has the exact total.
  • Keep client tax-exempt flags current.