How to Create Invoices and Accept Online Payments

Getting paid should not be the hardest part of running an event planning business. But if you are sending invoices as PDF attachments, chasing clients with reminder emails, and manually reconciling payments in a spreadsheet, it probably feels that way. Every day an invoice goes unpaid is cash flow you cannot use to grow your business.

Ripluo's invoicing tool - part of the Pro plan ($49.99/mo) - lets you create professional invoices, accept online payments through Stripe, and track everything from one dashboard. Here is how to set it up.

Step 1: Create a New Invoice

From the CRM section of your sidebar, click Invoices and then "Create Invoice." Select the client and optionally link the invoice to a specific event. Ripluo auto-generates an invoice number, or you can set your own numbering format.

Step 2: Add Line Items

Add the services you are billing for. Just like with proposals and quotes, you can pull items from your service catalog or add custom line items.

Each line item includes a description, quantity, unit price, and optional notes. Ripluo calculates the running subtotal as you add items so you always know where the invoice total stands.

Step 3: Apply Taxes and Discounts

Apply your pre-built tax templates and discount templates to the invoice. You can apply them at the invoice level or on individual line items for more detailed control.

Ripluo handles all the math - subtotal, tax amounts, discount amounts, and the final total are calculated automatically. No manual formulas, no rounding errors.

Step 4: Set Payment Terms

Define when and how you expect to be paid:

• Due date - Set a specific date or use terms like "Net 15" or "Net 30"
• Payment schedule - Split the invoice into multiple payments (e.g., 50% deposit now, 50% before the event)
• Notes - Add any payment instructions or terms the client should know about

Clear payment terms set expectations upfront and reduce the back-and-forth that slows down collections.

Step 5: Connect Stripe for Online Payments

To accept online payments, connect your Stripe account in Ripluo's settings. If you do not have a Stripe account, you can create one during the setup process - it takes just a few minutes.

Once connected, every invoice you send includes a "Pay Now" button that lets clients pay by credit card, debit card, or other Stripe-supported payment methods directly from the invoice.

Important note on fees: The total payment processing fee is approximately 3.4% - that breaks down to Stripe's standard rate of 2.9% + $0.30 per transaction, plus Ripluo's platform fee of 0.5%. You can choose to absorb these fees or pass them through to the client.

Step 6: Send Payment Links

When the invoice is ready, send it to the client. They receive a professional invoice with a secure payment link. Clients can review the invoice details, see exactly what they are being charged for, and pay online in a few clicks.

You can also copy the payment link and send it through any channel - email, text, or messaging app. The client does not need a Ripluo account to view or pay the invoice.

Step 7: Configure Fee Pass-Through

You have two options for handling processing fees:

• Absorb the fees - You receive the invoice amount minus the ~3.4% processing fee. The client pays the exact invoice total.
• Pass fees to client - The processing fee is added to the client's total so you receive the full invoice amount. The client sees the fee as a separate line item.

Many event planners pass fees through on larger invoices to protect their margins. Either way, everything is transparent - no hidden charges for you or your client.

Step 8: Track Payments and Send Reminders

Your invoices dashboard shows the status of every invoice - Draft, Sent, Pending, Paid, Overdue, or Cancelled. You can see at a glance how much revenue is outstanding and which clients need a nudge.

For overdue invoices, send a payment reminder directly from Ripluo. The reminder includes the payment link so the client can pay immediately without digging through old emails.

Get Started

Invoicing with online payments is part of Ripluo's Pro plan at $49.99/mo. Stop chasing payments and let your clients pay you with a single click. Create your free Ripluo account and upgrade to Pro when you are ready to streamline your billing.

Frequently Asked Questions

What are the total payment processing fees?

The total fee is approximately 3.4% per transaction - Stripe charges 2.9% + $0.30, and Ripluo adds a 0.5% platform fee. You can absorb these fees or pass them through to the client.

Can I split an invoice into multiple payments?

Yes. You can set up payment schedules that split the total into multiple installments - for example, a 50% deposit and a 50% final payment. Each installment has its own due date and payment link.

Do I need a Stripe account to send invoices?

You need a Stripe account to accept online payments. If you only want to send invoices for tracking purposes without online payment collection, you can do that without Stripe - but connecting Stripe makes it much easier for clients to pay you.

Can I create recurring invoices?

You can duplicate invoices to quickly create new ones with the same line items. For retainer clients or ongoing services, this makes it easy to bill on a regular schedule without rebuilding each invoice from scratch.