A payment link is a link you can send to a customer so the customer can pay online. The link is tied to a specific invoice or sales order and opens a payment page where the customer completes their payment via the configured payment system. When the payment is completed, the payment link's status is updated automatically.
The "Payment links" page gives you a complete overview of all created payment links across invoices and sales orders.
Open the "Financial" app from the hamburger menu in the top left. Navigate to "Sales" and select "Payment links".
If you cannot see the menu item, you probably do not have permission for it. Contact support.
The overview shows all created payment links with the option to sort on most columns.
Type: The document type the link is tied to, e.g. Invoice or Sales order.
No.: The payment link's internal ID number.
Amount: The payment amount tied to the link, shown with currency formatting.
Created: The date the payment link was created.
Status: The payment link's current state. Possible values are described below under "Statuses".
Description: Free-text description tied to the payment link.
Active: The link has been created and is awaiting payment from the customer.
Payment completed: The customer has completed the payment via the link.
Payment reserved: The payment has been reserved (pre-authorized) and can subsequently be transferred to an invoice.
Payment transferred: The reserved payment has been transferred to an invoice.
Payment captured: The payment has been finally captured.
Cancelled: The payment link has been cancelled and can no longer be paid by the customer.
Open in new tab: The button is active when you have selected a payment link in the list. It opens the payment link's URL directly in a new browser tab, so you can see the payment page the customer encounters.
On an open invoice the button "Send payment link" is shown in the toolbar. The button is active when the invoice is posted or partially paid. Click the button to generate a payment link and send it directly to the customer without any further dialog.
The payment link with the associated amount is created and sent immediately. You can see the new link under the "Payment links" tab in the invoice.
In the invoice's editing view you find the "Payment links" tab. The tab shows an integrated list of all payment links tied to that invoice, with the same columns and statuses as the overall overview.
On an open sales order the button "Reserve payment" is shown in the toolbar. The button is only visible when the sales order is in progress (not new and not completed), and the ePay payment feature is enabled in the setup. The button is disabled if there is already a registered ePay payment on the sales order.
Click "Reserve payment" to open the "Reserve payment" dialog.
The dialog is opened from the sales order and contains the following fields:
Customer: The customer's name is retrieved automatically from the sales order. The field is read-only and cannot be edited.
Amount: The amount to be reserved. The field is pre-filled with the sales order's total amount, but can be edited before sending.
Click "Create" to generate and send the payment link to the customer. Click "Close" to cancel without sending.
In the sales order's editing view you likewise find a "Payment links" tab that shows all payment links tied to that sales order.
For the payment link to be sent to the customer, the following must be fulfilled on the customer's master record:
The customer must have a valid email address or a valid phone number registered. The preferred communication method (email or SMS) must be selected. The customer must have given consent.
If one of these details is missing, an error message is shown and the link is not sent. Update the customer's master record with the missing details and try again.
Under "Sales" → "Payment link messages" you find a separate overview of all sent messages tied to payment links. The page gives you an overview of which messages have been sent, to whom and in what state they are.
Customer: The customer's full name.
Description: The free-text description from the associated payment link.
Sent to: Email address or phone number, depending on which communication method is selected for the customer.
Amount: The payment amount from the associated payment link.
Created: The date the message was created.
Status: The message's current state. Possible values are:
Queued: The message is awaiting sending.
Sent: The message has been sent.
Sending failed: The message could not be sent.
Retry: The button is only active when the selected message has the status "Sending failed". A click re-sends the message to the customer.
Under "Setup" → "Settings" → "Financial" → "Payment links" you find the setup screen for payment links, called "Payment link setup". Here you configure the templates used when payment links are sent to customers.
Email subject: The subject line of the email sent to the customer with the payment link.
Email message: The body of the email. Write the text you want the customer to receive, and insert placeholders where dynamic content should be placed.
SMS message: The text of the SMS sent to the customer if the customer prefers SMS communication. Placeholders apply here as well.
Report: Select which invoice report should be tied to the payment link. The dropdown list shows the available invoice reports.
The following placeholders can be inserted in the email and SMS templates and are replaced automatically with the correct values when sending:
{Url}: Inserts the payment link's URL itself, which the customer clicks to pay.
{PaymentEntityIdentifier}: Inserts the identifier for the document the payment link is tied to, e.g. the invoice number.
{CustomerFullName}: Inserts the customer's full name.
Save: The button is shown when changes have been made. A click saves the changed templates.
Cancel: Discards changes made since the last save and restores the previous values.
If you have any questions, you are welcome to contact support.
Want to know more?
Read more in these related articles:
Payment links
Setup of payment links, so you can send online payment links to customers for invoices and sales orders via ePay.
Sales orders
Complete guide to sales orders in Shop Manager: list view, creation, all header fields, lines, the tabs at the bottom, actions and the state machine from draft to invoicing.
Invoices
Complete walkthrough of the invoice overview and the invoice editor in Shop Manager: fields, invoice lines, all actions, state flow and the tabs at the bottom.
