> ## Documentation Index
> Fetch the complete documentation index at: https://docs.okapay.net/llms.txt
> Use this file to discover all available pages before exploring further.

# Send Branded Invoices and Get Paid Faster with Okapay

> Create and send branded invoices from Okapay. Automate payment reminders, reconcile automatically, and sync with Xero and QuickBooks.

Okapay invoicing lets you create and send professional, branded invoices directly from the dashboard without any additional software. Each invoice includes an embedded one-click payment link, so customers can pay in seconds using any supported method. When payment clears, the invoice reconciles automatically — no manual bookkeeping required.

## Creating an invoice

**1. Navigate to Invoicing in the dashboard**

Log in to [dashboard.okapay.net](https://dashboard.okapay.net/) and select **Invoicing** from the sidebar. Click **New Invoice** to open the invoice editor.

**2. Add customer details**

Enter the customer's name, email address, and billing address. Okapay stores customer profiles so you can auto-fill returning customers.

**3. Add line items**

Click **Add Line Item** for each product or service. For each line, provide:

* **Description** — what you're billing for
* **Quantity** — number of units
* **Unit price** — price per unit Okapay calculates totals and any applicable tax automatically.

**4. Set due date and currency**

Choose the invoice currency (any of the 135+ supported currencies) and set a payment due date. Okapay uses the due date to trigger automated reminders.

**5. Customise branding**

Upload your logo, choose brand colours, and add a custom message or footer. Your invoice will reflect your business identity, not Okapay's.

**6. Send the invoice**

Click **Send via Email** to deliver the invoice directly to the customer's inbox, or click **Copy Link** to share the invoice URL manually through any channel.

## Getting paid

Every invoice Okapay generates contains an embedded payment link. The customer opens the invoice, clicks **Pay Now**, and completes checkout using any payment method you support — cards, digital wallets, crypto, PIX, or Klarna BNPL. The payment lands in your Okapay balance instantly and the invoice is marked **Paid** in the dashboard in real time. No manual reconciliation or status updates are needed.

## Automated reminders

Stop chasing late payments. Okapay can automatically send polite, well-timed reminders on your behalf.

> [accordion] Before the due date
>
> Schedule a reminder to send a set number of days before the invoice is due. Use this to give customers advance notice and increase on-time payment rates.

> [accordion] On the due date
>
> Okapay automatically sends a reminder on the exact due date if the invoice is still unpaid. The email includes the original payment link so customers can pay immediately.

> [accordion] After the due date
>
> Configure one or more overdue reminders at intervals you define — for example, 3 days overdue, 7 days overdue, and 14 days overdue. Each reminder escalates in tone according to your template settings.

## Auto-reconciliation

When a customer completes payment, Okapay marks the invoice **Paid** instantly and records the transaction against the invoice in your dashboard. For accounting workflows, you can sync invoice records directly to:

* **Xero** — automatic two-way sync of paid invoices and contacts
* **QuickBooks** — push invoice payments to your QuickBooks ledger automatically

## Invoice delivery options

Choose how your invoices reach customers:

| Method | Description |
| - | - |
| **Email** | Sent from Okapay SMTP on your behalf with your branding. Includes a one-click Pay Now button. |
| **Webhook** | Okapay delivers a JSON payload to your endpoint when an invoice is created, viewed, or paid. |
| **Direct link** | Copy the invoice URL and share it manually via any channel — SMS, Slack, WhatsApp, etc. |

> [!TIP]
>
> Use multi-language invoices for international customers. Okapay supports invoice localisation, so the customer-facing invoice text renders in their preferred language while your dashboard always shows the canonical version.


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