Once Payment Manager is set up and your account is Approved, every invoice you send from BrightBooks includes a Pay Now button automatically (unless you turn it off for a specific invoice).

Your client clicks Pay Now, pays using card or bank transfer, and BrightBooks records the payment against the correct invoice — no manual entry or reconciliation needed.

There is a standard limit of €5,000–€10,000 on Invoices to use the Pay Now button. Payments Manager payments are processed through Unipaas, a regulated payment institution that regularly runs checks to protect Bright and its clients from fraudulent high-value transactions. If your business regularly processes higher-value transactions, you can request a limit increase by emailing paymentsmanager@unipaas.com with a brief description of your service, your live website/business URL, and a sample invoice. The Unipaas team typically confirms a new limit within 2–3 working days.

Step 1 — Create your invoice

1. Log in to BrightBooks.
2. Go to the Invoicing section.
3. Create your invoice as you normally would:
   • Select the customer
   • Add line items and totals
   • Check due date and other details

Step 2 — Make sure Pay Now is turned ON

On the invoice screen, look to the right‑hand side for the toggle switch labelled Pay Now.

• The Pay Now toggle is ON by default for every invoice once Payment Manager is active and your account is approved.
• You only need to change it if you want to remove the Pay Now option for a specific invoice.

To allow online payment:

Make sure Pay Now is set to ON before you send the invoice.

Step 3 — Email the invoice to your client

Send the invoice to your client by email as you normally would.

• The email contains a link for your client to view their invoice online.
• Because Pay Now is ON, the online invoice will include a Pay Now button at the top.

Step 4 — Your client clicks Pay Now

From your client’s perspective:

1. They open the email and click the link to view the invoice.
2. At the top of the invoice, they see the Pay Now button.
3. They click Pay Now to begin the payment process.

When they click Pay Now, they are redirected to a secure payment gateway powered by Unipaas. No login or account is needed.

Step 5 — Client chooses card or bank transfer

On the secure payment page, your client chooses how they want to pay:

• Pay by card (Visa, Mastercard, Apple Pay, Google Pay)
• Pay by bank transfer (where available)

They select their preferred option on the payment screen.

Step 6 — Paying by card

If your client selects card:

1. They enter their card details (card number, expiry date, security code, etc.).
2. They click Pay (or the equivalent confirm button).
3. If their bank requires 3D Secure (3DS), they may be asked to complete a one‑time passcode or approve the payment in their banking app.
4. Once the bank confirms the payment, the payment gateway shows a Payment confirmed message.

Your client can then click Return to app to go back to the BrightBooks invoice view.

Step 7 — Paying by bank transfer

If your client selects bank transfer:

1. They choose Bank Transfer as the payment method.
2. A list of supported banks appears; your client selects their bank account from the dropdown.
3. They click Proceed to payment.
4. On desktop, they click Continue to move to their bank authorisation screen.
5. They see the payment details they are about to make (amount, recipient, reference).
6. They review the details, then click Confirm / Proceed to authorise the transfer in their banking environment.
7. Once the bank confirms the transfer, the payment gateway displays a Payment is confirmed message.

They then click Return to app to return to the invoice view.

Step 8 — Payment confirmation & returning to the app

After a successful card or bank transfer payment:

• The payment gateway displays Payment is confirmed.
• Your client clicks Return to app, returning to the BrightBooks invoice screen.
• A successful payment message appears in the app to confirm the transaction has been processed.

Step 9 — How the payment appears in BrightBooks

Once the payment is complete:

• A receipt is automatically created and appears within:

  • Banking, and
  • Receipts in BrightBooks
   
• The receipt is automatically allocated against the invoice.
• The invoice status is updated to Paid.

You do not need to:

• Manually record the payment
• Reconcile it against the invoice
• Switch between systems

BrightBooks and Payment Manager handle the full flow from invoice to payment to reconciliation.

Step 10 — Track payments and payouts

To see all activity:

• Open the Payments Manager tab in your left sidebar.
• From here you can:
  • View all payments (card and bank transfer)
  • Check settlement status
  • See when funds will be paid out to your bank account
  • Review your payout schedule (daily, weekly, monthly, on‑demand)

When will I receive the funds?

 Funds are available 5 business days after the payment is processed.

 Funds are then paid out to your nominated bank account on your chosen payout schedule.

Summary 

• You create and email the invoice with Pay Now turned ON.
• Your client views the invoice, clicks Pay Now, and chooses card or bank transfer.
• They complete payment in the secure Unipaas gateway and return to the app.
• BrightBooks creates the receipt, allocates it to the invoice, and marks the invoice as Paid automatically.
• You can track payments and payouts in the Payments Manager tab, with no manual reconciliation required.