Invoicing
What can I add to Programa Invoices?
- Schedule products: imported directly from Programa Schedules with all relevant details like price, tax and images.
- Time Tracking entries: imported directly from time tracking entries against the relevant Project.
- Custom line items: add a custom price, description and tax rate to create custom line items.
Does Programa Invoicing replace my dedicated accounting software?
No. Programa handles your invoicing and payment collection.
Your accounting software (QuickBooks, Xero) handles your books, reporting, and compliance.
The two work together: invoices created in Programa sync directly to your connected accounting platform, so you're not managing two separate sets of records. Think of it as Programa runs your projects, your accounting software runs your books.
Do I have to use Programa Pay to use Invoicing?
No. You can create, customize, and send invoices without setting up Programa Pay. If you collect payment outside the platform (via bank transfer, check, or any other method), you can add your own manual payment instructions to any invoice and mark it as paid when the funds arrive.
However, invoices that offer easy, online payment options are paid 2.4x faster. Programa Pay provides a safe, secure, one-click payment experience for both studios and clients.
Do I have to use Stripe to only use Invoicing?
No. You can create, customize, and send invoices without setting up a Stripe account to use Programa Pay. If you collect payment outside the platform (via bank transfer, check, or any other method), you can add your own manual payment instructions to any invoice and mark it as paid when the funds arrive.
How do I collect Invoice payment through Programa?
With Programa Pay enabled, your client receives a link to a branded payment portal where they can pay by credit card or bank transfer.
Without Programa Pay enabled, you include your own payment instructions on the invoice and manually update the status when you're paid. This can be found on the final screen when sending an Invoice
Who on my team can create and send invoices?
Invoicing is available to Admin and Owner roles only. Team members without those permissions cannot create, edit, or send invoices.
Can I split an invoice into multiple payments?
Yes. Any invoice can be broken into up to 6 installments with custom names, amounts, and due dates. You can set each installment as a fixed dollar amount or a percentage of the total. Programa tracks paid vs. outstanding per installment and sends your client an automated email reminder 24 hours before each due date.
Can I customize how my invoices look?
Yes. Invoices carry your studio logo, custom invoice numbering (prefix, separator, digit length, starting number), product images, per-invoice notes, and default footer text. You can preview the exact PDF your client will receive before sending.
Can I send an invoice to more than one email address?
Yes. When sending an invoice you can CC up to 5 additional recipients. You can also write a custom subject line and email body for each invoice you send.
Can I apply different tax rates to different line items?
Yes. Each line item on an invoice can carry its own tax rate, pulled from your studio or project settings.
Can I apply a discount to an invoice?
Yes. You can apply percentage or fixed-dollar discounts at the line-item level or across the entire invoice.
Why can't I edit an invoice after I've sent it and what's the correct way to make changes?
Once an invoice has been sent it can no longer be edited directly. This is by design to maintain a reliable record for both you and your client. If you need to make a change, void the invoice and create a new one. To void: open the invoice, click the Mark as button, select Void. The status will update to Voided and the payment link will be deactivated. Then create a corrected invoice and send it to your client. Voided invoices remain visible in your Invoices list for your records. If you have QuickBooks or Xero connected, the void will also sync to your accounting platform.
How can I check whether a client has paid, and where do I find the payment status on an invoice?
From your main Invoices list you can see each invoice's current status at a glance. Click into any invoice to see the full payment activity breakdown, including individual split payment instalment status. For payments processed through Programa Pay, go to the View Payments tab for transaction-level detail.You'll also receive an email notification when a client pays.
How do I set up ACH bank transfer payments for my clients, and how long do payouts take?
No separate setup is required for ACH. Bank transfer is enabled automatically once your Programa Pay account is verified and your clients will see it as a payment option alongside card on any invoice you send. For payout timing: your first payout may take 7–14 days while your Stripe account is being established. After that, US card payments arrive in 2 business days and ACH bank transfers in 4 business days. Note that ACH payments may be subject to a cap for large invoice amounts. Contact support for current limits.
Programa Pay
What fees/charges are involved with Programa Pay?
The following fees are charged to enable Programa’s access to global payment networks and anti-fraud technology.
- Bank Transfer/ACH: 1%, capped at $25
- Credit Cards: 3.5%
Can I pass the processing fee on to my clients, and how do I set that up?
Yes. When sending an invoice, toggle on "Pass on Programa Pay fee to client" in the sending panel. Your client will see the fee added to their total before confirming payment. There are no hidden charges at checkout. If you prefer to absorb the fee yourself, simply leave the toggle off and the fee will be deducted from your payout instead. Check your local regulations before enabling surcharging as rules vary by jurisdiction.
Why are Programa Pay fees higher than what I was paying through my previous processor?
Programa Pay fees are set by Stripe, who processes all payments on the platform. The 3.5% card rate is higher than some dedicated payment processors, which reflects Stripe's global infrastructure and the fact that the fee covers the full transaction cost with no additional monthly or setup charges. If fee cost is a concern, bank transfer (ACH/BECS) at 1% capped at $25 is a significantly cheaper option for larger invoices and worth offering to clients where possible.
Do I need to create a new Stripe account for Programa Pay in the new invoicing system, or can I use my existing one?
Yes, you need a new separate Stripe account. Even if you were using Stripe with Programa's legacy invoicing system, your previous connection cannot be reused with the new system. The setup takes around 10 minutes and is completed entirely inside Programa, you won't need to visit the Stripe website separately. Go to Invoices in the left navigation and click Get Started on the Programa Pay banner to begin.
How long does it take for Programa Pay payments to hit my bank account?
Typical clearing time is two business days.
How do processing fees and invoices sync between Programa, Stripe, and my accounting platform (QuickBooks or Xero)?
Programa, Stripe, and your accounting platform each play a distinct role:
- Invoices sync automatically from Programa to QuickBooks or Xero as soon as they're created, including drafts. Connect your accounting platform before creating your first invoice to capture everything from the start.
- Payments are processed by Stripe and are not pushed into QuickBooks or Xero. Reconciling payments against invoices needs to be done manually or through your bank feed. Processing fees are collected by Stripe and also not pushed into QuickBooks or Xero. If you absorb the fee, your bank deposit will be lower than the invoice total in your accounting platform. The difference is the fee. You can find the exact amount in your Payment details in Programa If you pass the fee on to your client, no reconciliation is needed on the fee itself.
- Tax rates sync from QuickBooks or Xero into Programa when your integration is active.
For questions about reconciling your specific setup, we recommend speaking with your accountant.
Integrations
Will I be entering data twice if I use both Programa and QuickBooks?
No. When you create and send an invoice in Programa, it syncs automatically to QuickBooks (or Xero). Line items, tax rates, and account codes all carry over.
You can see the sync status of every invoice (Synced, Pending, or Error) and retry any failed sync directly from Programa. The sync is one-way: data flows from Programa to your accounting platform, not back. Any changes made directly in QuickBooks won't be reflected in Programa.
Availability
Is the new invoicing experience available in my region?
The new invoicing experience is currently available in the United States, Australia, New Zealand, Canada and the United Kingdom.
Accounts in other regions will continue to have full access to existing invoicing tools.