Learn how to create, send, and manage invoices seamlessly within Kajabi.
In this article:
Invoicing with Kajabi Payments
Note:
Invoicing is exclusively available for Heroes using Kajabi Payments. Learn more about Kajabi Payments here: Kajabi Payments Overview
Invoicing is an all-in-one solution that lets you create, send, and manage invoices directly within Kajabi—where you already create and sell.
Invoicing is ideal for:
Offering a one-time discount on an existing offer to a customer.
Handling one-off payments, such as paying off a payment plan early or making a deposit.
B2B transactions, like speaking engagements or other services.
And more! The flexibility of invoicing opens up endless possibilities for your business.
Kajabi Payments Invoicing costs the same to use as Stripe, with an additional fee of 0.40% per invoice.
How to Create an Invoice
To create an Invoice:
From your Kajabi Dashboard, go to Sales → Invoices.
Click + New Invoice.
Select or create a customer.
Add items:
Search for existing offers or choose New offer to create one on the fly.
Click New item to add additional offers as line items to your invoice.
For each line item, set the Qty and Price. Use the trash icon to remove an item.
Choose the due date and add an optional note.
Review the Summary:
The Subtotal reflects all items and quantities.
If any item is taxable, the summary will reflect your selected tax treatment.
Once your invoice is ready, you can either save it as a draft or click “Send Now” and send it directly to your customer via email right away!
Invoice Statuses
Once created, Invoices move through a series of statuses as they’re created and processed.
The basic lifecycle of an Invoice includes:
Draft: A newly created invoice starts with this status.
Open: Once you finalize and send the invoice to your customer, the status changes to Open. At this point, most details of the invoice can no longer be edited.
Paid: After your customer pays the invoice, its status will automatically update to Paid, or if you collect payment for the Invoice outside of Kajabi you can mark it as paid.
Void / Uncollectable (Optional): You have the option to manually change the status of an unpaid invoice to either Void or Uncollectable if needed.
Draft
When your invoice is in Draft, it has not yet been sent to your customer. While in this status, any part of the invoice can be edited. When the invoice is ready, it can be finalized and sent; a draft invoice cannot be paid:
Note:
Once sent, an invoice cannot be moved back to draft status.
Open
Once an invoice is sent, its status changes to Open. In this state, the invoice has been finalized and is awaiting payment from the customer. Finalizing and sending the invoice generates a unique URL for your customer to pay. After an invoice is sent, it cannot be altered.
However, you can manage an open invoice using the following options:
Resend invoice: Send the same invoice email again to the recipient.
Mark as Uncollectible, Void, or Paid.
Collect payment manually: This opens the checkout form where you can manually enter your customer’s payment information:
Note:
If you'd prefer to send your customer a direct link to the checkout page, click Collect payment manually to access the checkout page URL, which you can copy and send. This is also where you can preview the checkout experience from your customer's perspective
Paid
An invoice’s status changes to Paid once the customer completes payment. This status is terminal, meaning it cannot be altered:
Note:
Mark as Paid
If a customer pays through an external method (e.g., paper check), you can manually mark the invoice as Paid to reflect the transaction in Kajabi. Marking an invoice as paid ensures consistency, but keep in mind that these manually paid invoices will not appear in Kajabi's analytics and reporting, as the transaction took place outside Kajabi.
Void
Voiding an invoice is like canceling or deleting it, but it leaves a paper trail for future reference. You might void an invoice if it was sent by mistake or if updates are needed. Only invoices in Open status can be voided. Voided invoices cannot be reopened or edited.
To void an invoice:
Navigate to the Sales tab in your Kajabi Dashboard.
Select Invoices.
Select the desired invoice,click on the "...” menu, then choose "Mark as void".
Once voided:
The Invoice cannot be edited, and its status can not be changed.
The invoice will no longer be payable.
The unique invoice URL becomes inaccessible.
No notification is sent to the customer.
The invoice is treated as zero-value for reporting purposes but remains accessible on the Invoice Page with a clear Void status:
Uncollectable
Sometimes a customer is unable to pay. If you determine that an invoice is unlikely to be paid, you can update its status to Uncollectable. This helps track bad debt for reporting purposes.
To mark an Invoice as Uncollectible:
Navigate to the Sales tab in your Kajabi Dashboard.
Select Invoices.
Select the desired Invoice, click on the "...” menu, "Mark uncollectible".
Once marked as uncollectible:
The Invoice cannot be edited, and its status can not be changed.
The invoice will no longer be payable.
The unique invoice URL becomes inaccessible.
No notification is sent to the customer.
The invoice is treated as zero-value for reporting purposes but remains accessible on the Invoice Page with a clear Uncollectable status:
Invoicing Settings
You can now customize and configure defaults for new invoices from the Invoice Settings page to ensure your checkout looks and functions the way you want it to.
Customize your Invoice Settings:
From your Kajabi Dashboard, go to Sales → Invoices → Settings
Customize your checkout button color and text.
Checkout fields - Choose additional customer fields you want to collect at checkout (Name, Address, Phone, Tax ID, or add a custom field)
Note:
An email address is always required and cannot be deselected.
If you are using Kajabi Payments’ Sales Tax tool, the address field will still appear in checkout, even if it’s not selected here, in order to calculate tax.
Select your Payment providers
Select the payment options that will be available on your Invoices.
Note
This setting will override the payment provider settings on any existing offers added to an invoice.
Add a Service agreement
Customize to require your customers to consent to the Terms and Conditions policy for your business.
Sales tax
If you are using Kajabi Payments’ Sales Tax tool:
Check “Include tax in the offer’s price” if you want tax to be included in the offer price. If left unchecked, tax will be added on top of the price at checkout for all taxable offers.
This setting overrides individual offer tax settings and applies to all invoices. Learn more about charging tax with Kajabi Payments.
Invoice Email Reminders
With invoice email reminders, you can automatically send up to three reminder emails to customers about unpaid invoices. These reminders can be customized to go out at specific intervals before, on the day of, or after the invoice due date.
If you choose not to customize the timing, the default invoice email reminder settings are as follows:
3 days before the due date
On the due date
7 days after the due date
To set up Invoice Email Reminders:
From your Kajabi Dashboard, go to Sales → Invoices → Settings.
In Invoice Setting, toggle ON “Send a reminder email if a one-off invoice hasn't been paid.”
Use the drop-down menu to choose when the reminder email should be sent.
Click Add Reminder+ to add another reminder email to be sent. The maximum number of emails is 3.
Remember to save your changes:
Note:
Want to be notified when your customers receive an invoice reminder email? Enable notifications in your Account Notifications & Privacy settings.Learn More.
Your Customer's Experience with Invoicing
When you send an invoice to your customer, they will receive an email with the details of the invoice, including a clear breakdown of the amount due and the due date. The email will look something like this:
Within the email, your customer will see a prominent Pay this invoice button. When they click this button, they will be redirected to a secure, unique URL that leads to the checkout page created specifically for their invoice.
On the checkout page, they can review the details of the invoice, including the product or service they are being billed for, and complete their payment using the payment options you have selected to offer:
Once the payment is successfully completed:
Your customer will receive a confirmation of the payment.
If the invoice is linked to a product in Kajabi, they will immediately gain access to that product or service through their Kajabi account.
This seamless process ensures a smooth and professional experience for your customer, from receiving the invoice to completing the payment and accessing their purchase.
Invoice FAQs
What is the invoicing feature?
The invoicing feature allows you to create, send, and manage invoices directly from Kajabi.
How do I create an invoice?
You can create an invoice by navigating to the invoicing section, clicking "Create New Invoice," and filling out the necessary details.
I currently use one-off offers in Kajabi for client payments. What’s the advantage of using invoices, especially if they come with higher fees?
You can absolutely continue using one-off offers if you prefer, but invoices offer additional benefits. They simplify managing and tracking payments, help keep track of outstanding invoices and due dates, and allow you to set custom pricing quickly without needing to adjust or duplicate existing offers. This can be particularly useful as your business grows and transactions become more complex.
Is there a limit to the number of invoices I can send?
No, there is no limit to the number of invoices you can send.
Can I set up recurring invoices?
No, currently you can only accept one-time payments through invoices.
Can I include more than one product on an invoice?
Yes. You can add multiple line items (up to 100 offers) to a single invoice and collect one payment.
How do I track the status of my invoices?
You can track the status of your invoices from your Invoices page, where you can see if they are sent or paid.
What payment methods are supported?
All the payment methods supported by Kajabi Payments are available on the invoice checkout. To customize which payment methods and providers appear for an invoice from Sales → Invoices → Settings.
Can I charge tax on my Invoice?
Yes, if your offer is configured to charge sales tax, the invoice will automatically apply the tax settings you've set for that offer. From Invoices → Settings, you can choose whether tax is included in the offer price or added on top of the price at checkout.
Can I integrate the invoicing feature with my accounting software?
Yes, the invoicing feature integrates with QuickBooks Online and Xero, keeping your transaction data up-to-date.
Is there a fee for using the invoicing feature?
Yes, Kajabi Payments Invoicing costs the same to use as Stripe, an additional 0.40% per invoice on top of standard processing fees.
Can I send invoices in multiple currencies?
Yes, you can send invoices in multiple currencies to accommodate international clients.
What happens if an invoice is not paid on time?
Nothing happens automatically if an invoice is not paid on time. You can choose to resend the invoice email or mark an invoice void or uncollectible.
Can I customize my invoices?
Yes. Invoices pull in your site logo automatically. From Invoices → Settings, you can set the checkout button color and text, required and custom fields, service agreement, payment providers, and tax treatment.
And that’s Invoicing with Kajabi Payments! Please vote below and let us know if you found this article helpful. We value your feedback. Thanks for being the best part of Kajabi!