How does a client pay a FlowShot invoice — does FlowShot process payments?

They pay you via your normal method — bank transfer, PayPal, Zelle, Venmo, or whatever you and the client agree on. FlowShot issues the invoice document and you mark it paid once the money clears. FlowShot does not process payments or hold funds.

How does retainer + balance work?

A typical project splits into two invoices: the retainer (due on booking) and the balance (due before delivery). Configure the split per project type in Client Portal Defaults. Typical splits: 50/50 for weddings, 30/70 for commercial, 100% upfront for corporate one-offs. Each half has its own due date and reminder schedule.

Do you send automatic reminders?

Yes. FlowShot sends reminder emails automatically: roughly 7 days before the due date, on the due date, and 3 days after if unpaid. All reminders render in your brand and on your domain.

Can I add line items and custom notes to an invoice?

Yes. Add or remove line items, edit quantities, add a payment instructions note (e.g. your bank details or PayPal handle), and set the due date. The invoice PDF reflects everything and is stored on the project permanently.

What about VAT / sales tax?

On every paid plan you can set a tax rate per project type and FlowShot applies it to the line items. Invoice PDFs include your VAT ID, your address, and the line-item tax breakdown.

How does delivery work after the balance is paid?

Once the money clears, you mark the balance invoice paid in FlowShot. The project record updates and the invoice.paid event fires for any webhook integrations. You then send the delivery link to the client. Gating delivery on payment is your call, not an automatic unlock.

Invoices

Retainer + balance, on your domain.

Invoice documents with a retainer + balance structure. Send, the client pays via their normal method, you mark it paid. Then you send the delivery link — payment-gated delivery as a manual step you control.

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Available on: Free · Starter · Pro · Business (+ webhook-driven automation)

Invoice #2026-0142

Retainer · Anna & Lars

SENT

Wedding Gold package €3,900.00

Second shooter add-on €400.00

Subtotal €4,300.00

Retainer (50%) €2,150.00

Pay via bank transfer · IBAN on file €2,150.00

Retainer + balance

Two invoices. One workflow. Zero follow-up emails.

Approved proposals automatically generate two invoice documents — a 50% retainer due on signing and a 50% balance due before delivery — each with its own due date and reminder schedule. The split is fixed at 50/50 today; if your project type calls for different terms (corporate 100%-upfront, destination 30/40/30), you adjust the line items manually after the drafts open.

Two invoice documents from one proposal approval
Each invoice has its own due date and reminder schedule
Mark retainer paid → project moves forward in your Kanban
Mark balance paid → record updates, then send the delivery link
No 'where's my invoice' emails to chase

How payment works

You send the invoice. Client pays your way. You mark it done.

FlowShot issues the invoice document and tracks its status. The client pays you via whatever method you agreed — bank transfer, PayPal, Zelle, Venmo, or anything else. When the money clears, you mark it paid in FlowShot. The status update fires the invoice.paid event for any webhook integrations you have wired.

Invoice document on your portal, on your domain
Payment instructions field — put your bank details or PayPal handle
Mark paid in one click — no payment processor required
Project record reflects the paid status
Outbound webhook fires on invoice.paid (Business) for your accounting tool

How it works

From invoice sent to balance reconciled.

1

Invoice drafts from proposal or contract
2 seconds

When you approve a proposal or a contract is signed, FlowShot auto-drafts the invoice with the right line items and the retainer + balance split.
2

Send the invoice
5 seconds

Hit Send. The client receives an invoice page inside their portal. They read the amount due and pay you via whatever method you agreed — bank transfer, PayPal, Zelle, or anything else.
3

Retainer paid — book the shoot
Per project

When you receive the retainer payment, mark the invoice paid in FlowShot. Your Kanban card moves to Booked automatically. Reminder emails for the balance are pre-scheduled.
4

Balance paid — send delivery
Per project

Mark the balance invoice paid in FlowShot once the money clears, then send the delivery link to the client. Clean record on the project, retainer + balance both reconciled.

Invoices FAQ

Common questions about billing clients.

How does a client pay a FlowShot invoice — does FlowShot process payments?: They pay you via your normal method — bank transfer, PayPal, Zelle, Venmo, or whatever you and the client agree on. FlowShot issues the invoice document and you mark it paid once the money clears. FlowShot does not process payments or hold funds.
How does retainer + balance work?: A typical project splits into two invoices: the retainer (due on booking) and the balance (due before delivery). Configure the split per project type in Client Portal Defaults. Typical splits: 50/50 for weddings, 30/70 for commercial, 100% upfront for corporate one-offs. Each half has its own due date and reminder schedule.
Do you send automatic reminders?: Yes. FlowShot sends reminder emails automatically: roughly 7 days before the due date, on the due date, and 3 days after if unpaid. All reminders render in your brand and on your domain.
Can I add line items and custom notes to an invoice?: Yes. Add or remove line items, edit quantities, add a payment instructions note (e.g. your bank details or PayPal handle), and set the due date. The invoice PDF reflects everything and is stored on the project permanently.
What about VAT / sales tax?: On every paid plan you can set a tax rate per project type and FlowShot applies it to the line items. Invoice PDFs include your VAT ID, your address, and the line-item tax breakdown.
How does delivery work after the balance is paid?: Once the money clears, you mark the balance invoice paid in FlowShot. The project record updates and the invoice.paid event fires for any webhook integrations. You then send the delivery link to the client. Gating delivery on payment is your call, not an automatic unlock.

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