Invoicing with Kajabi Payments

Bryan N.

Updated

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:

  • Navigate to the Sales tab from your Kajabi Dashboard.
  • Select Invoices.
  • Click + New Invoice: 

invoicing-beta-help-article-draft-google-docs.png

Follow the steps provided on the screen to enter the following details:

  • Select or create a new customer.
  • Choose a one-time offer from your list of existing offers.
  • Specify the quantity of offer that you’d like to include.
  • Set the price. 
  • Choose the due date.
  • Add an optional note:

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:

  1. Draft: A newly created invoice starts with this status.
  2. 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. 
  3. 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.
  4. 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:

invoicing-beta-help-article-draft-google-docs (1).png

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:

invoicing-beta-help-article-draft-google-docs (2).png

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:

invoicing-beta-help-article-draft-google-docs (3).png

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:

invoicing-beta-help-article-draft-google-docs (4).png

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-beta-help-article-draft-google-docs (5).png


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:

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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:

invoicing-beta-help-article-draft-google-docs (7).png

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.

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 appear for an invoice, adjust the pricing settings for the selected Offer.

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

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 at Stripe, an additional 0.40% per invoice.

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. 

Does the invoicing feature mean that we will see improvements to invoicing in the Expert Store?

No, the invoicing feature is a separate product and is not related to the Expert Store. 

Can I customize my invoices?

Yes. Invoices automatically pull in your site’s logo, and you can customize the color of the button on the invoice checkout by controlling the checkout settings on the Offer. 


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!

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