An invoice asks for payment or records a billing period. A receipt confirms that a payment was received. The document a customer sees depends on the payment flow and the records available for that payment.
The Role of an Invoice#
An invoice is a detailed bill sent to a customer to request payment for goods or services. It specifies what the customer owes, the due date, and the terms of payment.
Key characteristics of an invoice:
- Purpose: To request payment from a customer.
- Timing: Often issued before payment, or alongside a charge.
- Content: Includes an itemized list of products or services, quantities, rates, total amount due, payment terms, and a unique invoice number.
- Use Case: Common when a payment recurs on a schedule, such as a membership billing cycle.
The Role of a Receipt#
A receipt serves as proof that a payment has been successfully completed. It confirms the transaction and acknowledges that the seller has received the money.
Key characteristics of a receipt:
- Purpose: To confirm that payment has been received.
- Timing: Issued after the payment has been completed.
- Content: Includes the amount paid, payment date, payment method, and confirmation that the transaction is complete.
- Use Case: Used as proof that a one-time payment was completed when a receipt is available.
How Naayya Handles Payment Documentation#
Naayya shows payment documents in a few places:
- Businesses can open Admin > Settings > Billing to see Invoice History for their Naayya billing activity. A record may offer Open, PDF, or Receipt.
- Customers can open Account > Payments to view downloadable VAT invoices and Credit notes when those documents exist.
- Purchase confirmation emails can include a View receipt link. Membership billing emails can include hosted invoice and PDF links when they are available.
Bundles and Physical Products: Receipts#
Bundles, class packs, and physical products are commonly one-time purchases. After a successful online purchase, Naayya sends a purchase confirmation email. When Stripe provides a receipt link, the email includes View receipt.
When a receipt is available, it can include:
- Studio name
- Purchase reference
- Product and amount details
- Payment date
- A link to view the receipt
For a POS sale, Naayya can send a receipt email when the selected customer or guest has an email address. Check the checkout confirmation and the Payments page to confirm the sale was recorded; a walk-in without an email address cannot receive that email. Physical product purchases are also listed under Account > Orders.
Memberships: Invoices#
Memberships are recurring products billed on their configured schedule. Their billing email can include an invoice link and a PDF link when Stripe provides them.
For each billing cycle, the payment and invoice status depend on the Stripe billing result. Check the email or Account > Payments for the document available for that payment.
An invoice can include:
- Seller and customer details
- Invoice number and billing period
- Membership name and amount
- A hosted invoice link or PDF when available
Naayya includes the invoice links supplied by Stripe in the billing email.
Customization and Branding#
To correct the business details used for invoices and VAT, update Admin > Settings > Billing. The links and document types shown depend on the payment record, so a payment may not offer every option.
Summary#
Use a receipt to confirm that a payment was received. Use an invoice or VAT invoice to understand the amount billed and the applicable billing details. For customer documents, open Account > Payments. For business subscription billing, open Admin > Settings > Billing.
For the business details shown on invoices, see Billing Details & Invoices. For payment setup, see Set Up Get Paid.