How to add payment instructions to invoices and statements

Bookem allows you to generate professional invoices and statements and receive payments directly from clients. To do this, you need to add your payment instructions – such as your bank account details, reference requirements or other accepted payment methods

These instructions can appear on both invoices and statements, and include:

  • Bank account details and payment instructions

  • Online payment methods like SnapScan, Payfast or PayPal

  • A QR code clients can scan to pay easily

Note: When a client pays using an online method, Bookem will automatically allocate the payment to their outstanding invoices, starting with the oldest. If the payment amount is more than one invoice, the balance will go to the next oldest, and so on.

Important: don’t add payment details to the invoice footer

When customising your invoice template, do not add your bank details or payment instructions to the footer section. These will not automatically update, and they will not be included in statements or work with QR codes or online payments

To make sure your payment information works correctly and appears in the right place, always use the Payment methods section in your settings

Where to add your payment instructions

To make sure your payment instructions appear on all invoices and statements, follow these steps:

  1. Go to Settings > Payments & invoicing > Payment methods

  2. Add your payment methods

  3. Choose the payment method Bank Transfer and enter the required information, such as:

    Bank account name

    Account number

    Payment reference clients should use

  4. Make sure it's visible

    Use the toggle next to each payment method to turn on Display on invoices

    When this is enabled, your payment method will automatically show up on:

    - All future invoices

    - All future statements

What your clients will see

When your payment instructions are added correctly:

  • Invoices will display your payment details at the bottom, along with a QR code for supported payment methods

  • Statements will include the same information at the end, making it easy for clients to pay multiple invoices at once

  • Clients can click any invoice listed in a statement to view it in full, including all items and payment options

Tips for better payment experiences

  • Use clear payment references For bank transfers, include a reference clients should use, like their invoice number

  • Add multiple payment options Offering both manual (e.g. bank transfer) and online methods (e.g. credit card) gives clients more ways to pay

  • Review your invoice template Check that your invoice layout works well with payment info shown at the bottom

  • Test it Send yourself a test invoice or statement to make sure everything appears the way you expect

Learn more