This guide shows you how to track invoice payment status, take action on outstanding invoices, and manage your incoming payments, payouts and disputes through Programa Pay.
Understanding invoice statuses
Invoices move through statuses as they progress. You can see each invoice's current status at a glance from your main Invoices list.
Draft - created but not yet sent to the client
Issued - sent to the client and awaiting payment
Part Paid - one or more split payment instalments have been paid, with a balance still outstanding
Paid - paid in full, either by the client through Programa Pay or manually marked as paid
Overdue - the payment due date has passed with no full payment received
Void - cancelled after being sent; moved to your Archive
Uncollectible - marked when payment is no longer expected, for example when a debt has been written off; moved to your Archive
Payment notifications
When an invoice is paid e.g., by your client through Programa Pay, you will receive an email notification. This keeps you informed of payment activity without needing to check your invoice list.
Reviewing your invoices
Your financial summary
Your Invoices list shows a financial summary at the top so you can see where things stand at a glance:
Outstanding — total amount (and count) of all invoiced issued/sent but not yet paid
Overdue — total amount (and count) of all invoices where the payment due date has passed
Upcoming — invoices with payment due within the next 7 days
Paid — total amount paid within the last 30 days
Stripe upcoming payouts — Total amount of all upcoming/pending payouts from Stripe (if you have Programa Pay set up). Click the card to go directly to the Payments page where you can view payout details.
Invoice detail view
Click into any invoice to see its full detail view, which shows the Invoice Total and a Payment activity breakdown.
For invoices with split payments, each instalment is listed with its name (e.g. Deposit, Balance), the percentage and dollar amount, and either the date it was paid or its upcoming due date. A status indicator shows at a glance which instalments have been paid and which are still outstanding.
This view shows invoice-level payment activity. For a full record of transactions processed through Programa Pay — including fees, payment method details, and payout status — go to the Payments tab under Financials. See Navigating the Payments section below.
Marking an invoice as manually paid
If a client has paid outside of Programa Pay - for example by bank transfer or cheque — record the payment manually so your records stay accurate:
Open the invoice from your Invoices list
Click Mark as
Select Mark invoice as paid to mark the full invoice amount as paid, or select a specific instalment if you only want to record payment for that portion
The invoice status will update to Paid if the full amount is marked, or Part Paid if only an instalment was recorded.
Sending a payment reminder
To send a reminder to a client about an outstanding invoice:
Open the invoice from your Invoices list
Click Send reminder
Voiding a sent invoice
If a sent invoice needs to be cancelled:
Open the invoice from your Invoices list
Click the ‘Mark as’ button and select Void Invoice
Confirm the action when prompted
Once voided, an invoice cannot be reinstated. Voided invoices move to your Void & Uncollectible tab.
If you have QuickBooks or Xero connected, voided invoices will sync to your accounting platform.
Note: If you have QuickBooks or Xero connected, only the Void option is available (not Uncollectible), as voiding is the recognised cancellation method in both accounting platforms.
Navigating the Payments section
To access the Payments section, click the Stripe upcoming payouts card on your Invoices list page at the top. This takes you to the Payments area where you can view your Payments, Payouts, Disputes, and Account Management tabs.
The Payments section has four areas: Payments, Payouts, Disputes, and Account Management.
Payments tab: tracking what has come in
The Payments tab shows all transactions processed through Programa Pay.
From here you can view:
Transaction status — succeeded, pending, failed, refunded.
Date the payment was received
Amount collected and any associated Programa pay fees - see [Transaction fees explained] for more detail
Payment method details - including card or bank transfer, card number, country, and payer information
Whether a payment relates to a full invoice or a specific split payment installment
Click into any payment to see the full transaction details.
This view shows money received from client payments. It does not show outstanding or overdue invoices - for those, go to your main Invoices list.
You can filter this view by Amount, Date, Status, or Payment method. You can also export your payment data to a CSV file by selecting Export to the top right of your page and then selecting a date range and choosing which columns to include.
Payouts tab: when does money reach your bank?
Payouts are funds transferred from your Programa Pay balance to your nominated bank account after Stripe completes its standard checks.
From the Payouts tab you can:
See your next scheduled payout amount and transfer date
Click into any payout to see which payments it includes
Review and update your bank account details
Payout timing depends on your region and payment method:
Australia: 2 business days (card or BECS bank transfer)
United States: 2 business days (card), 4 business days (ACH)
New Zealand: 4 business days
United Kingdom, Canada, most of Europe: 2–3 business days
Your first payout may take 7–14 days while your account is being established with Stripe. After that, payouts follow a regular automated schedule.
Note: Payouts scheduled on weekends or public holidays arrive on the next business day. Instant payouts are not currently supported. Learn more in Stripe's payouts guide.
Disputes tab: handling chargebacks
If a client disputes a charge with their bank, it will appear in the Disputes tab.
Click into the dispute to review the details and the reason the client provided
Follow the on-screen prompts to submit your response with supporting evidence
Submit before the deadline shown on the dispute
Examples of supporting evidence that can help when responding to a dispute:
A copy of the original invoice
Email correspondence with the client confirming the work and agreement to pay
Signed contracts or project agreements
Delivery confirmations or sign-off records for completed work
Any prior communication where the client acknowledged the invoice
Disputes have a fixed response deadline — missing it means forfeiting your ability to contest the claim. Check the Disputes tab regularly if you suspect any payment issues.
Note: Stripe manages the dispute process on your behalf. All risk assessment and fraud checks sit with Stripe, not with Programa. Learn more about how chargebacks work in Stripe's chargeback guide.
Account Management tab
The Account Management tab is another entry point into the Programa Pay settings page. You can access it through Settings > Integrations or directly via this tab.
Processing a refund
Go to the Payments tab
Click into the relevant payment
Click Refund
Enter the amount to refund - you can issue a full refund or a partial amount
Select a reason from the dropdown (e.g. Requested by customer) and add any additional details
Click Refund
Refunds typically take 5–10 business days to appear in your client's bank account, depending on their bank. The refunded amount will be deducted from your next scheduled payout.
Need more help with payments and payouts? Contact our support team via live chat for personalized assistance.