Who this is for: studio operators (admin panel) · Plan: Premium · Product: Podyx V2
Invoicing turns every payment into a proper document, automatically. Set it up once and your clients get compliant, branded invoices by email without you touching anything, and your accountant stops chasing you for paperwork.
ℹ️ Invoicing is a Premium plan feature. On Essential you will not see this tab. See plans and pricing.
🎥 Watch the walkthrough
🔧 Where to find it
Set it up in Studio Settings → Invoicing, then work with the documents in Admin Panel → Invoices.
🛠 Set up the template
Turn invoicing on and fill in the details that appear on every document:
Team and template
Currency name, tax rate and tax label
Company information
Footer notes, for payment terms, bank details or any regulatory text you need
🔢 Numbering that matches your bookkeeping
Customize the invoice number format so it fits the system your accountant already uses: prefixes, separators, starting number and number of digits.
⚠️ Get this right before you issue your first invoice. Numbering locks once a series has started, which is exactly what you want for compliance, but it does mean the time to think about it is now rather than later.
🧾 Capture billing details at checkout
Add the billing fields customers complete during checkout, with different sets for individuals and businesses. Business clients typically need a company VAT number and company address. You can reorder the fields and mark each one required or optional.
💡 Collecting VAT details at checkout saves the awkward "can you resend that with our company details on it" email later.
📂 Work with your invoices
The Invoices tab gives you the full list in one place, alongside the invoice attached to each individual purchase. From here you can preview an invoice, download it, or export everything as a ZIP file to hand to bookkeeping. Previews include all purchased items, bundle purchases included.
📧 What your client gets
After payment, the invoice is emailed to the client automatically with a PDF attached. They can also download it themselves from their portal, so you are not the archive.
🔒 Who can open an invoice PDF
Invoice PDFs are no longer reachable by anyone holding the link. Previously an invoice link worked for whoever had it; now access is checked, so the link only opens for people entitled to that invoice.
Two things carry on working as before:
Guest invoice emails still attach the PDF. A guest who was emailed an invoice already has the document, and nothing about that changes.
Zapier now receives a short-lived link instead of a permanent one. A Zap that files invoices into Drive, Dropbox or similar should fetch the PDF as it runs, rather than storing the link to open later.
⚠️ If your studio has been passing invoice URLs around, pasting them into emails, dropping them into a chat, or keeping them in a spreadsheet, those links stop working. Send the invoice from Podyx instead, or download the PDF and attach it yourself.
💡 Invoicing is not broken if a saved link fails. Open the invoice from Admin Panel → Invoices and resend or download it from there.
🧠 Why it matters
You look like a real business, which matters most with corporate clients.
Month-end takes minutes, because everything exports in one go.
Compliance is handled by the numbering series rather than by your memory.
B2B clients can actually expense you, which removes a real barrier to booking.
✅ Summary
Turn on invoicing, complete your company and tax details, set the numbering format carefully before the first invoice goes out, and add billing fields for individuals and businesses. Share invoices by sending or downloading them from Podyx rather than passing PDF links around, since those links are now access-checked. After that it runs itself, and you export a ZIP whenever your accountant asks.
Related: Purchases · Payments & Refunds · Credits