Make it incredibly easy for your clients to pay you by adding QR codes to your invoices. With a simple scan from their smartphone, clients can access payment options instantly—no typing required.
What Are QR Code Payments
QR code payments transform the way clients settle their invoices. Instead of manually entering payment details or clicking through email links, clients simply point their phone camera at a QR code printed or displayed on the invoice. The code instantly directs them to a secure payment page where they can complete the transaction using their preferred payment method.
Benefits of QR Code Payments
Faster Payments:
Clients can pay within seconds of receiving an invoice, reducing the time between billing and payment receipt.
Reduced Errors:
Eliminates mistakes that occur when clients manually enter payment URLs or account information.
Mobile-Friendly:
Perfect for clients who prefer using their smartphones for business transactions.
Professional Appearance:
Modern QR codes show clients you're using up-to-date technology and care about their convenience.
In-Person Transactions:
Ideal for on-site service completion—display the invoice on a tablet or print it, and clients can pay immediately.
Universal Compatibility:
Works with virtually any smartphone camera app without requiring special software downloads.
Requirements Before You Begin
Before you can generate QR codes for invoice payments, you need to have at least one payment method set up in Invoizar:
Required Setup:
Stripe payment integration enabled, OR
PayPal payment integration enabled, OR
Any other payment processor connected to your account
If you haven't configured a payment method yet, the QR code feature won't be available. You must first connect at least one payment processor through your payment settings.
To verify your payment setup:
1. Go to Tools > Settings > Payment Options
2. Confirm at least one payment method is toggled On and properly connected
3. Ensure your payment account is verified and active
Creating an Invoice with QR Code Payment
The process of adding a QR code to your invoice happens right after you create the document:
Step 1: Create Your Invoice
Build your invoice as you normally would:
Select your client
Add line items from your catalog or create custom entries
Include any notes, terms, or additional information
Review all amounts and details for accuracy
Step 2: Save the Invoice
Once you've completed all invoice details, tap the Save and Continue button. This action saves your invoice and prepares it for sharing with your client.
Step 3: Access Invoice Options Screen
After tapping Save and Continue, Invoizar opens a new screen displaying various options for how to share and present this invoice to your client. This screen typically includes options like:
Send via email
Share as PDF
Show QR code
Print invoice
And other sharing methods
Step 4: Enable QR Code Display
Look for a toggle switch or checkbox labeled Show QR Code, Display QR Code, or QR Payment Code.
Tap the toggle to turn it ON (it typically changes color to indicate activation, such as turning green or blue).
Step 5: Generate and View the QR Code
Once you enable the QR code option, Invoizar automatically generates a unique QR code specifically for this invoice. The code appears on the invoice preview or as a separate element that will be included when you share the invoice.
How the QR Code Appears on Invoices
Depending on your Invoizar settings and chosen template, the QR code may appear:
At the Bottom of the Invoice:
Positioned below payment instructions, often with text like "Scan to Pay" or "Pay with Mobile Device"
In the Payment Section:
Integrated with other payment information such as bank details or payment method options
As a Separate Page:
On a second page or attachment that accompanies the main invoice
On Email Communications:
Embedded in the email body when you send the invoice digitally
The QR code is typically accompanied by brief instructions for clients who may be unfamiliar with scanning codes.
Sending QR Code-Enabled Invoices
Once you've enabled the QR code, you have several options for delivering the invoice to your client:
Email Delivery:
Send the invoice directly from Invoizar to your client's email address. The QR code will be embedded in the PDF attachment or displayed in the email body.
PDF Download:
Download the invoice as a PDF file to your device. The QR code is included in the document, which you can then forward, print, or share through other channels.
Print Physical Copies:
Print the invoice with the QR code visible. Perfect for in-person transactions, mailed invoices, or clients who prefer physical paperwork.
Share via Messaging:
Export the invoice and share it through text messages, WhatsApp, or other messaging platforms where your clients communicate.
Display on Screen:
Show the invoice on your tablet or computer screen during in-person meetings, allowing clients to scan and pay immediately.
What Happens When Clients Scan the QR Code
The client experience is designed to be as simple as possible:
Step 1: Client Opens Camera App
Your client opens the standard camera app on their smartphone. Most modern phones (iPhone, Android) have built-in QR code scanning in the camera app—no special software needed.
Step 2: Client Points Camera at Code
They position their phone camera so the QR code appears in the frame. The camera automatically recognizes it as a scannable code.
Step 3: Notification Appears
A notification or popup appears on the client's phone with a link to open. The text usually indicates it's a payment link for your business.
Step 4: Client Taps to Open
Your client taps the notification to open the payment link in their phone's web browser.
Step 5: Secure Payment Page Loads
They're directed to a secure payment page hosted by your payment processor (Stripe, PayPal, etc.) that displays:
Your business name
Invoice number and amount due
Available payment methods
Option to pay via credit card, debit card, or saved payment methods
Step 6: Client Completes Payment
Your client enters their payment information or selects a saved payment method, then confirms the transaction.
Step 7: Instant Confirmation
Both you and your client receive immediate confirmation that payment was successful. The invoice status in Invoizar automatically updates to Paid.
Managing QR Codes for Multiple Invoices
Each invoice generates its own unique QR code:
Unique Codes Per Invoice:
Every invoice you create gets a distinct QR code linked specifically to that transaction and amount. Clients can't accidentally pay the wrong invoice.
No Reuse Concerns:
You don't need to worry about code management—Invoizar handles generation automatically for each new invoice.
Tracking by Code:
When a client scans and pays, the system knows exactly which invoice was paid, even if the client doesn't mention the invoice number.
Multiple Payment Methods:
If you have both Stripe and PayPal enabled, clients who scan the QR code typically see options to choose their preferred payment method.
QR Codes for Recurring Invoices
If you send recurring invoices to clients:
Automatic Generation:
Each recurring invoice instance gets its own QR code when generated.
Consistent Experience:
Clients who paid previous invoices via QR code can use the same simple process for future invoices.
Subscription Payments:
For recurring services, clients appreciate the convenience of scanning rather than logging into payment portals each billing cycle.
When to Use QR Code Payments
QR codes work exceptionally well in these scenarios:
In-Person Service Completion:
Complete a job, generate the invoice on your tablet, and let the client scan and pay before you leave.
On-Site Events:
Vendors at markets, fairs, or events can issue invoices and receive immediate payment.
Printed Invoices:
For clients who still prefer paper invoices, include the QR code for easy digital payment.
Mobile-First Clients:
Younger clients or those who primarily use smartphones for business appreciate the mobile-optimized experience.
Quick Payments:
When you need fast payment turnover, QR codes remove friction from the payment process.
International Transactions:
Clients traveling or working remotely can easily scan and pay without worrying about email access or payment links.
Best Practices for QR Code Invoicing
Always Test Your Codes:
Before sending invoices to clients, scan the QR code yourself to verify it directs to the correct payment page with accurate information.
Include Alternative Payment Methods:
While QR codes are convenient, always provide traditional payment options (email payment links, bank details) for clients who prefer them.
Ensure Code Visibility:
Make sure the QR code is large enough to scan easily but not so large it overwhelms the invoice design. Generally, 1-2 inches square works well.
Add Clear Instructions:
Not all clients are familiar with QR codes. Include brief instructions like "Scan with your phone camera to pay."
Consider Printing Quality:
If printing invoices, use quality printers that won't distort the QR code pattern. Smudged or low-resolution codes may not scan properly.
Verify Payment Method Status:
Regularly check that your connected payment processors are functioning properly to ensure codes direct to working payment pages.