How to Create an Invoice

Modified on Tue, 13 Jun 2023 at 01:29 PM

The ability to create and customize your own invoices is important. We’ll walk you through how to get the most out of Pay Theory’s tool.

In This Article, We’ll Look At:

  1. Where to create the invoice

  2. Invoice Details

  3. Payment Details

  4. Accepted Payment Methods

  5. Security Pin

  6. Recipient Details

  7. Merchant Details

  8. Create the Invoice

  9. Editing the Invoice

  10. Need Help?

Where to Create the Invoice:

  1. Log into your Pay Theory account and select the “Invoice” tab on the left-hand side.

  2. Select the button titled, “New Invoice.”

    1. On the right-hand side of your screen, a “Create Invoice” side sheet will appear.

Invoice Details:

  1. Name the invoice using the “Invoice Name” textbox.

    1. This should be a recognizable name for the payor.

  2. Explain the reasoning for the invoice in the “Invoice Description” textbox.

    1. This helps the payor understand the purpose for paying the invoice.

  3. The “Invoice Date” text field automatically inputs today’s date. However, this date can be changed by typing a new one into the textbox.

  4. The “Due Date” texbox is an optional field, but can be used for more timely payments. Type the due date into this field.

Payment Details:

  1. Select one of two options presented for the “Fee Mode” dropdown.

    1. “Merchant Fee” (merchant/organization pays fees)

    2. “Service Fee” (payor pays fees)

  2. Type the dollar amount for the payment in the “Payment Amount” textbox.

Accepted Payment Methods:

  1. Choose the checkboxes that are associated with the types of payments you would like to accept: credit cards, ACH/bank, and cash.

    1. Learn more about how cash works.

Security Pin:

  1. Select the “Security Pin” checkbox to require a security pin to be entered before viewing the invoice.

    1. Pay Theory will automatically assign a pin to the invoice and send the pin to the payor once the invoice is created.


  1. In the “Full Name” text field, type the name of the payor.

  2. Type the payor’s email address into the “Email Address” text field.

    1. The invoice will be sent to this address.

Merchant Details:

  1. For internal organization, there is an option to assign a number to each invoice.

  2. In the text field “Merchant Invoice Number,” type this number if applicable.

Create the Invoice:

  1. Select the “Create” button.

  2. If this button is not able to be selected, one of the required fields has not been filled out. Go back and double-check that you filled-in everything properly.

      2) When you are finished, your invoice should appear on the “Invoice” dashboard.

Editing the Invoice

  1. If at any time you want to edit this information, just select the horizontal three dots on the right side of the invoice row on the dashboard. 

  2. Select the settings icon that looks like a gear. 

    1. The side sheet will appear.

    2. Any changes made will be updated in real time. There’s no need to send a invoice to your customers.

Need Help?

If you run into any issues, please send Pay Theory a message directly to the email or submit a ticket at and we will be happy to assist you.

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