As an admin, you can allow users to pay their invoices either through the Optix mobile app (or your white labeled app) or via an invoice email link in a web browser. Here’s how each option works and what you need to set up.
It allows you to:
Reduce overdue invoices: Make payment easy and accessible from both the app and a web browser
Support users who don’t use the mobile app: Allow payments without requiring app access or login
Collect payments from external payers: Enable invoices to be paid by company admins or third parties
Minimize manual admin work: Reduce the need for staff to chase payments or process payments manually
How paying invoices works in Optix
How paying invoices works in Optix
When an invoice is created in Optix, users can pay it using the payment methods you’ve enabled for your organization.
At a high level, invoice payments work like this:
An invoice is generated and becomes due or overdue
The invoice includes a Pay Now option (in the app and/or via email)
The user completes payment using a supported payment method
Once payment succeeds, the invoice status updates automatically
Payments made through the mobile app and payments made via invoice email follow the same billing rules and update the same invoice record.
Important things to understand:
Payment availability depends on your connected payment gateway
Invoice email payments require Stripe Checkout
Auto-pay, manual payments, and retries are controlled by your Invoicing settings
Admins can always intervene by sending invoices, retrying payments, or recording payments manually
This means users can pay invoices in the way that’s most convenient for them, while admins maintain consistent billing logic and visibility in Optix.
How users pay the invoice in the mobile app
How users pay the invoice in the mobile app
Users can pay invoices directly from the Optix app. To support a user in paying their invoice in-app:
Ensure you have a payment gateway connected
Confirm the user has access to the app
Users can follow these steps:
Open the Menu from the bottom navigation bar
Tap Invoices
Select an invoice to pay
On iOS: Tap Choose Payment Method
On Android: Tap the Payment icon
Select or add a payment method
Tap Confirm Payment
Note: Manual payment is only required if auto-pay is disabled or a payment attempt fails.
How users pay the invoice via email (web)
How users pay the invoice via email (web)
You can also enable users to pay invoices via an email link without the app automatically. To enable this:
Go to Settings > Invoices > User Communication and ensure invoice emails are enabled, so users receive invoice emails that include a payment link
Then click the Automations list, and find the default automation “Pending invoice due soon” to view or edit when those invoice emails are sent.
Note: Invoice-related user communications are now managed through Automations. Clicking this will take you to the Automations list, where you can find the default “Pending invoice due soon” automation to view, edit, or adjust when invoice emails are automatically sent to users.
Alternatively, manually send an invoice using the Send button on an invoice
When users receive the invoice email, they’ll:
Click View Invoice
Then click Pay Now to complete the payment
Note: This option only works if you've set up Stripe Checkout.
FAQs
FAQs
Can users pay without logging into the app?
Yes! Users can pay their invoices directly from the invoice email — even if they haven’t created an Optix account or downloaded the app.
This can happen in two ways:
Automated invoice emails
Sent when invoices are generated, if automated invoice communication is enabled under
Settings > Invoices > Invoice Communication
Manually sent invoices
You can send an invoice manually using the Send button from the invoice menu
In both cases, the user receives a secure email with a Pay Now link that opens a web-based checkout. No login or account access is required to complete payment.
Do users need a saved payment method to pay via email?
No. Users can add a payment method during checkout when paying via the invoice email link.
Can users pay invoices if they don’t have access to the mobile app?
Yes. Invoice email payments are designed for users who may not use the app or do not have app access.
Why does a bank transfer show as “Processing” for a long time?
When users pay invoices via direct bank transfer (ACH), payments are not instant.
ACH transfers typically take 1–3 business days to complete.
During this time, the invoice status will remain Processing until Stripe/Other payment gateways confirm the transfer.
Can I cancel or stop a bank transfer once it’s processing?
No. Once an ACH payment has started processing:
It cannot be cancelled from the Optix dashboard
Admins cannot pause or reverse it in Optix
If a cancellation is required, you must contact Stripe Support/Other payment gateways directly. Availability depends on the payment’s processing stage.
Troubleshooting
Troubleshooting
The invoice opens in admin view instead of user view
If you (or another admin) click the invoice link while logged into your admin dashboard, it will open in admin mode. To preview the user view:
Copy the invoice link
Open it in an incognito/private browser window
Invoice status shows “Processing”
This happens when a user clicks Pay Now but doesn’t complete the payment. The invoice will stay in a “processing” state for 30 minutes before reverting.
Invoice status shows “failed payment”
This could happen if the payment failed or when a user clicks Pay Now but doesn’t complete the payment, and more than 10 minutes have passed (i.e. the Stripe Checkout session has expired). If this happens, resend the invoice and the invoice will become due again.
“Pay Now” button is missing
If users report missing payment options, confirm:
Stripe is connected
Manual payments are enabled
The invoice is not already paid, voided, or in processing