Invoicing & Payments: What Changes About Your Week
It's Thursday at 3 PM. A bride calls with a rush order for a 3-tier fondant cake, fresh berries, and custom toppers. You grab a notepad, scribble the specs, and mentally add up ingredient costs while she's talking. You quote $385. She says yes. You hang up, text your assistant the order details, and hope you wrote down her phone number correctly. Two weeks later, you send her an invoice through email. She doesn't respond. You follow up three times. She finally pays two weeks late—and you're still not sure if you actually made money on that cake. With BakeOnyx, that same call plays out differently. You open the app on your iPad, type in the cake specs (3-tier, 450g + 650g + 850g tiers, fondant, berries, custom topper), and BakeOnyx calculates the ingredient cost in real time: $127.43. You add your labor markup and profit margin—already set in the system—and quote $385 instantly. She says yes. You hit "Create Order," type her email, and BakeOnyx sends her a branded invoice and payment link automatically. She pays within 24 hours. You have one record of the entire transaction, from inquiry to paid invoice, with zero follow-up needed. This is what invoicing and payment management looks like when it's built for bakeries, not for accountants. You spend less time chasing money and more time baking.
How It Works
Quote an order in real time from your phone
A customer calls. You open BakeOnyx on your iPad and click "New Order." Type the cake size, flavor, filling, and decoration ("6-inch vanilla, chocolate ganache, fresh raspberries, gold leaf"). BakeOnyx pulls your recipe costs and calculates the ingredient total instantly: $18.47. You add your labor cost (set to 2.5 hours at $15/hour = $37.50) and profit margin (40%). BakeOnyx shows you the final price: $94.35. You quote it. She says yes. You click "Send Invoice" and her email address auto-fills from your customer list. She gets a branded invoice and payment link within seconds. No spreadsheet. No guessing. No follow-up email needed.
Track every order from inquiry to paid
Every order lives in one pipeline. Click "Orders" and you see columns: Inquiry, Quoted, Confirmed, In Production, Delivered, Invoiced, Paid. You drag the bride's order from "Quoted" to "Confirmed" when she commits. BakeOnyx sends her an automated email confirmation with the order details and due date. Two days before delivery, BakeOnyx reminds her to pay if she hasn't already. When she clicks the payment link and pays, the order automatically moves to "Paid." You see her name in green on your dashboard. No manual status updates. No lost emails.
Send branded invoices that match your business
Click on any order and hit "Generate Invoice." BakeOnyx creates a professional PDF with your logo, business name, address, and tax ID (if you have one). The invoice shows the cake specs, ingredient cost breakdown, labor, profit margin, total due, due date, and payment methods (Stripe, PayPal, bank transfer—whichever you've set up). You can customize the footer with your phone number, website, or a thank-you message. Send it to the customer or download it for your records. Every invoice is numbered sequentially and dated automatically.
Accept payments directly through the invoice
When you send an invoice, the customer sees a "Pay Now" button. She clicks it, enters her card details (processed securely through Stripe), and pays in 30 seconds. The payment goes straight to your bank account. BakeOnyx records the payment, marks the invoice as paid, and sends her a receipt. You don't touch the money or the paperwork. No need to ask for payment. No need to follow up. The system does it.
See exactly what you're owed and when
Click the "Payments" dashboard. You see a list of all invoices: paid, unpaid, and overdue. The bride's invoice shows as "Paid on June 15." Three other orders show as "Unpaid—Due June 18." One shows as "Overdue by 3 days." You can filter by customer, date range, or payment status. Click any unpaid invoice and send a payment reminder with one click. BakeOnyx tracks how long each payment takes (average: 4 days) so you can see your cash flow patterns.
Export invoices and payment records for tax season
When tax time comes, click "Reports" and select "All Invoices (Year to Date)." BakeOnyx exports a spreadsheet with every invoice, date, amount, customer name, payment status, and payment date. No manual data entry. No lost receipts. You have one clean file with 200+ transactions. Click "Payments Received" and get a list of every payment, organized by date, with totals by month. Your accountant gets the data in seconds.
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Benefits
Stop chasing unpaid invoices and get paid faster
With BakeOnyx, customers pay through a link in their invoice instead of you asking them to mail a check or transfer money manually. No back-and-forth emails. No "Did you get my payment?" texts. One bride used to take 4 weeks to pay. With BakeOnyx's payment link and automated reminders, she paid in 3 days. You get cash in your bank account faster, which means you can pay suppliers sooner and free up your working capital.
Average payment time drops from 14 days to 4 days
Price orders accurately the first time—no more undercharging
You quote an order on the phone, and BakeOnyx calculates the cost based on your actual ingredient prices and labor rates. No mental math. No guessing. No discovering three weeks later that you charged $200 for a cake that cost $160 in ingredients and labor. You know your profit margin before you send the invoice. One baker realized she'd been undercharging for custom fondant work by $40 per cake. After three months with BakeOnyx, she'd recovered $480 in profit on orders she would have otherwise priced too low.
Reduce pricing errors by 95% and recover $400-800/month in missed profit
Spend zero time on invoice admin—let the system handle it
No more typing invoices in Word or Excel. No more manually numbering them. No more saving PDFs with weird file names. BakeOnyx generates, numbers, dates, and sends invoices automatically. You click one button. The system handles the rest. One baker used to spend 45 minutes every Friday afternoon writing invoices and sending them manually. Now she spends 5 minutes reviewing orders and hitting "send." That's 3 hours per month back in her week.
Cut invoice time from 45 minutes to 5 minutes per week
See your cash flow at a glance—know what's owed and when
Open the Payments dashboard and you see exactly what's owed, what's been paid, and what's overdue. You don't have to dig through email to remember if the June 15 wedding was paid. You don't have to call a customer and ask about an invoice from three weeks ago. The system tells you. You can see patterns too: if 70% of customers pay within 3 days and 20% take 2 weeks, you know to plan your supplier payments around that. One multi-location bakery owner used to spend Sunday nights adding up invoices in a spreadsheet. Now she opens BakeOnyx and sees total revenue, paid revenue, and outstanding invoices in 10 seconds.
Know your cash position in 10 seconds instead of 45 minutes
Handle tax season in one export instead of a weekend of spreadsheets
Tax time used to mean digging through email, finding old invoices, and manually entering numbers into a spreadsheet. With BakeOnyx, you click "Export All Invoices (Year to Date)" and get a clean file with every transaction, date, amount, and payment status. Hand it to your accountant. Done. No missing receipts. No "Wait, did I invoice that order?" moments. One home baker used to spend an entire Saturday organizing invoices for her accountant. Now she exports in 30 seconds.
Prepare tax records in 30 seconds instead of 8 hours
Never send an invoice without your branding
Every invoice that leaves your business has your logo, colors, and business name on it. It looks professional. It builds trust. Customers see your branding every time they look at their invoice or payment receipt. One custom cake artist added her logo to her invoices and started getting referrals from customers who shared the invoice with friends. Small detail. Big impact on perception.
Increase perceived professionalism and generate 2-3 referrals per month from shared invoices
Related Features
Order Management
Track every order from inquiry to delivery, with automatic email updates to customers at each stage.
Recipe Costing
Calculate exact ingredient costs for every order so your invoices are always profitable.
Expense Tracking
Record supplier payments and ingredient costs so you know your true profit margin on every invoice.
Reports & Analytics
Export invoices and payment data for tax season or analyze which products are most profitable.
Customer CRM
Keep customer contact info and order history in one place so you can send invoices and payment reminders instantly.
Frequently Asked Questions
Ready to Transform Your Bakery?
Join hundreds of baking businesses using BakeOnyx to manage orders, recipes, inventory, and more. Start your free trial today — no credit card required.
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