Invoices and Payments

Generate professional invoices directly from customer orders
Record payments and track what customers owe
Set up payment milestones for deposits and final payments

Generating an Invoice

Every order in BakeOnyx can be turned into a professional invoice that you can send to your customer or print for your records. The invoice includes your bakery details, the customer's information, all order items, totals, event type, and delivery details.

Navigate to the Orders section in BakeOnyx
Find and click on the order you want to invoice
Click the Generate Invoice button
Review the invoice preview to ensure all details are correct
Click Download PDF to save the invoice or Send to Customer to email it directly

Invoice PDF showing bakery details, customer information, order items, and payment terms

Note: Your invoice automatically includes any terms and conditions you've set up in your bakery settings. These might include payment policies, cancellation terms, or delivery instructions.

Recording Payments

As your customers pay for their orders, record each payment in BakeOnyx to keep track of what's been paid and what's still outstanding.

How to Record a Payment

Open the order from the Orders section
Scroll to the Payment section
Click Record Payment
Enter the Payment Amount (the portion being paid)
Select the Payment Method (cash, check, credit card, bank transfer, etc.)
Set the Payment Date
Add any Notes (optional — useful for recording confirmation numbers or special instructions)
Click Save Payment

Payment recording form with fields for amount, method, date, and notes

Understanding Payment Status

BakeOnyx automatically tracks your payment status based on what's been paid:

Unpaid — No payments have been recorded yet
Partial — Some payment has been received, but the full order total hasn't been paid
Paid — The full order amount has been paid

Tip: Use the Notes field when recording payments to track important details like confirmation numbers, which check number was used, or any special payment arrangements. This makes it easy to reference later if questions come up.

Setting Up Payment Milestones

For larger orders or custom cakes, you might want to collect a deposit upfront and the balance closer to the event date. BakeOnyx lets you schedule payment milestones.

Open the order and go to the Payment Milestones section
Click Add Milestone
Enter the Milestone Name (e.g., "Deposit," "Final Payment")
Set the Amount Due
Choose the Due Date
Click Save Milestone

You can then record payments against each milestone as your customer pays. This helps you stay organized and reminds you when to follow up on outstanding balances.

Warning: If you change an order total after payments have been recorded, the payment status may shift from "Paid" to "Partial." Always review the payment section after making changes to order amounts.

Best Practices

Record payments promptly — Keep your payment records up to date so you always know what's outstanding
Use payment methods consistently — This makes it easier to reconcile your accounts later
Set milestones for large orders — Breaking payments into stages reduces your risk and helps customers budget
Review terms and conditions — Make sure your bakery's payment policies are clear in your invoice settings

Next Steps

Order Settings and Preferences — Customize your invoice terms and default payment policies
Managing Customers — Keep customer contact information up to date for invoice delivery
Creating a Recipe — Make sure all your order items are set up with accurate pricing