Invoices
Customer Invoice Payments
When you send an invoice, your owner receives a link to a secure, branded payment page where they can review the invoice details and submit payment online. This page describes what your owner sees and how the payment process works from their perspective.
How Customers Access Invoices
Owners can open their invoice in two ways:
- Email link — When you send an invoice, Topkey emails the owner a direct link to their invoice page.
- Shareable URL — You can also copy the invoice's shareable link from within Topkey and share it manually (for example, via text or another email).
No login or Topkey account is required for the owner to view or pay their invoice.
The Customer Invoice View
When an owner opens their invoice link, they see a clean, professional payment page that includes your company's details and everything they need to review and pay.
The page includes:
- Your company name — displayed prominently in the upper right of the invoice.
- Invoice details — invoice number, invoice date, due date, and the "From" and "Bill To" contact information.
- Services & Items — a table listing each line item with its description, associated property (if applicable), quantity, unit price, and line total.
- Subtotal, Tax, and Total — a summary at the bottom of the line items table.
- Notes — any memo or notes you included on the invoice.
- Total Due — shown prominently at the bottom of the page along with the due date, so the amount owed is always visible.
Attached Files
If you attached a file to the invoice (such as a supporting report or statement), a Download Attachment button appears in the status bar at the top of the page. The owner can click it to download the file directly.
Invoice Status Banner
A colored banner at the top of the invoice page always shows the current payment status so the owner knows exactly where things stand:
- Open — Payment has not yet been received. The banner appears in orange.
- Overdue — The due date has passed and payment has not been received. The banner appears in red with a warning indicator.
- Paid — Payment has been received. The banner appears in green.
Payment Methods
The payment options available to your owner depend on how you configured the invoice when you created it:
- Pay by Card — The owner clicks the green Pay by Card button and is taken to a Stripe-hosted checkout page to pay by credit or debit card.
- Pay by ACH — The owner clicks the blue Pay by ACH button and is taken to a Stripe-hosted checkout page to pay via ACH bank transfer.
- Manual payment — If you selected manual payment when creating the invoice, no online payment buttons are shown. The owner pays you outside of Topkey (for example, by check or wire transfer), and you mark the invoice as paid manually.
Whether Pay by Card, Pay by ACH, both, or neither appear on the invoice depends on the payment option you selected when creating or editing the invoice. See the invoice creation documentation for details on configuring payment options.
Stripe Processing Fees
When Stripe processes a payment, a processing fee applies. You can choose to pass this fee on to the owner rather than absorbing it yourself. If you enable this option on the invoice, the fee is added to the owner's total at checkout.
You can configure whether processing fees are passed to the customer on a per-invoice basis when setting up payment options.
After Payment Is Submitted
Once the owner completes payment through Stripe:
- The invoice status changes to Paid.
- The owner receives a payment confirmation email from Stripe.
- You receive a notification that payment was received.
- The status banner on the invoice page updates to green, confirming the invoice is paid.
ACH payments may take a few business days to fully process. During this time, the invoice may show a Processing status before updating to Paid.
Saving the Invoice as a PDF
The owner can click Save PDF in the top-right corner of the status banner to download a PDF copy of the invoice for their own records. You can also save a PDF copy from within Topkey at any time.
Frequently Asked Questions
Does my owner need a Topkey account to pay an invoice? No. Owners access their invoice through a secure link and can view and pay it without creating an account or logging in.
What if my owner loses the invoice email? You can copy the shareable link for any sent invoice from within Topkey and resend it to your owner directly. The link remains active as long as the invoice is open.
Can I accept both card and ACH on the same invoice? Yes. If you select the option to accept both payment methods when creating the invoice, the owner will see both the Pay by Card and Pay by ACH buttons and can choose whichever they prefer.
Questions? Contact Support