Opencals lets you collect payments and issue proper invoices for every booking — whether you take card payments online through Stripe, cash at the appointment, or a bank transfer against an invoice. This guide walks through the whole flow: connecting a provider, deciding when money is captured, setting up your invoice details, and sending invoices your customers can pay.
Set this up once and every booking can carry its own invoice. Connect a provider in Payments, fill in your business details under Settings → Invoicing, then send an invoice from any order in two clicks. Invoices show live status — Draft, Sent, Paid — so you always know what's outstanding.
Before you start
You'll need admin access to your Opencals dashboard and, if you want to accept card payments online, a Stripe account. Cash and bank transfer need no third-party account — they're for recording payments you collect yourself.
Step 1 — Connect a payment provider
Open Payments from the dashboard. Under Available payment providers you'll see everything you can turn on. Connect Stripe to accept cards and wallets online, or add Cash and Bank transfer to record payments you collect manually.
Available payment providers
Payment capture method
Connecting Stripe opens a secure OAuth flow — funds settle straight to your own Stripe account, and Opencals never touches the money. Cash and bank transfer are added instantly with no external setup.
Bank details live on the provider
When you add Bank transfer, you enter your account details on that provider's settings. Those details are printed on every bank-transfer invoice automatically, so customers know exactly where to send payment.
Step 2 — Choose when payments are captured
On the same Payments screen, the Payment capture method controls the moment funds are taken:
Automatically at checkout
The customer is charged the instant they book. Best for prepaid services where you want the money secured up front.
Automatically when the entire order is fulfilled
Funds are captured once you mark the whole order fulfilled. Good when you want to confirm the service happened before charging.
Manually
You decide when to capture each payment. Best paired with invoicing, where the customer pays against an invoice on their own terms.
If you mostly bill after the appointment — consultations, custom work, B2B services — Manual capture plus invoicing is usually the right combination.
Step 3 — Set up your invoice details
Go to Settings → Invoicing. This is the business identity and numbering that appears on every invoice you issue.
Invoicing
Business identity and numbering used on invoices. Bank details are configured per payment provider.
Each field does something specific:
- Business legal name — the registered name shown at the top of the invoice.
- Tax / VAT ID and Registration number — printed for compliance where required.
- Invoice number prefix — the prefix for sequential numbering.
INV-producesINV-1042,INV-1043, and so on. - Payment terms (days) — the due window.
14means invoices are due 14 days after they're sent. - Invoice footer notes — a free-text line at the bottom, e.g. a thank-you or your payment instructions.
Set a prefix you won't want to change later
Invoice numbers must stay sequential and unique for accounting. Pick a prefix at the start and leave it — changing it midway can confuse your bookkeeping and your customers.
Step 4 — Send an invoice for an order
Open any order and click Send invoice. Opencals shows the outstanding Amount due and lets you pick which provider the invoice is issued through. Confirm, and it's emailed to the customer.
Send invoice for order #1042
Issue an invoice for the outstanding balance and email it to the customer.
The invoice is generated with your business details and the order's line items, then queued and sent to the customer's email in one step.
Step 5 — Track and resend invoices
Every invoice issued for an order is listed on that order, each with a live status badge:
Invoices
- Draft — created but not yet sent.
- Sent — delivered to the customer, awaiting payment.
- Paid — settled in full.
From here you can Download the PDF (or View it if the provider hosts it, such as Stripe), and Resend it if the customer misplaced the email. Statuses update automatically as payments come in, so the list is always an accurate picture of what's outstanding.
Frequently asked questions
Frequently Asked Questions
Keep going
Set up your services
Make your products bookable with schedules, staff, and durations before you start invoicing them.
Orders & payments overview
See how Opencals handles online payments, deposits, and capture across your bookings.
Manage schedules
Control availability so bookings — and the invoices that follow — land at the right times.
Opencals pricing
Pay-as-you-go at $0.99 per booking or custom monthly from $15 — no per-seat tax.
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