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, we have seen that invoices with easy online payments get paid 2.4x earlier: Programa Pay provides a safe, secure, one-click payment option for studios and clients.
- How do I collect Invoice payment through Programa?
- Without Programa Pay, 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
- With Programa Pay enabled, your client receives a link to a branded payment portal where they can pay by credit card or bank transfer.
- Who on my team can create and send invoices?
- Invoicing is available to Admin and Owner roles. 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.
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%
- The following fees are charged to enable Programa’s access to global payment networks and anti-fraud technology.
- How long does it take for Programa Pay payments to hit my bank account?
- Typical clearing time is two business days.
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 and payments experience is currently available to accounts in Australia and the United States. Accounts in other regions (including Canada and the UK) continue to have full access to existing invoicing tools. We're working on expanding availability, but there's no confirmed timeline to share yet. However if you aren't from AU or US; register your interest here.