This guide is for System Admins who want a customer to pay an invoice online. It shows how to find and copy the payment link for a booking's invoice, ask for part of the balance, and cancel a link you no longer want used.
A payment link, also called a payment request, opens a page where the customer can pay an invoice by card or PayPal. Cademy does not email the link when you copy it: you send it yourself. Creating or sharing a link does not mean money has arrived. If the customer has already paid you by cash, cheque or bank transfer, see Record a Cash, Cheque or Bank Transfer Payment instead.
Check the order, invoice, payments and credits before any financial action. If their balances disagree, stop and give Cademy Support the order and invoice references. Do not retry a payment whose outcome is unknown.
Find and Copy a Payment Link for an Existing Order or Invoice (Request Payment)
Open the Admin Dashboard as a System Admin. Select Orders, then the Invoices tab.
Find and open the invoice. Check Billed To, Lines Covered and Amount Due to confirm the customer, purchase and balance.
Select Request Payment…. You can also start from the order: open it from Orders, expand Invoices & Payments and select Request Payment on the invoice's card. The Request a Payment dialog shows the invoice reference and outstanding amount.
Choose Request the full balance or Request a custom amount, as explained below.
The invoice must be issued with money still due. Draft, Void and settled invoices cannot be paid through a request. Cancelled orders cannot be paid, and neither can orders whose payment status is Abandoned: online checkouts that were started and not completed. While an order is waiting for your approval, its invoice cannot be paid either; the payment page shows Your Booking Is Awaiting Approval until you approve it. An action appearing on an old record is not proof that the record remains payable.
Request the full balance: select Copy Payment Link. This copies the invoice's existing link. It collects the outstanding balance at payment time, not a fixed amount saved when you copied it. On an order being paid by monthly instalments, the link can open a page headed Your Payment Plan instead, which lists the monthly payments and offers only the amount due now, or no payment button when nothing is due yet.
Request a custom amount: enter Amount, greater than zero and no more than the invoice balance, then select Create & Copy Link. This saves a separate fixed-amount request and copies its link.
The success message is Payment link copied for the full balance, or Payment request link copied for a custom request. Share it only with the intended recipient using your chosen email or message. These buttons do not send an email automatically. Anyone with the link can open its payment information.
To find an open custom request later, open its order from Orders, expand Invoices & Payments and find the correct invoice. Its Payment request row shows the amount and date. Open the row's three-dot menu, labelled Payment request actions, and select Copy Link. The full-balance link does not create a separate request row.
Send a Payment Link for a Course That Has Already Started
A payment link works the same before and after the course date. Cademy checks the invoice and the order, not the course dates: the invoice must be issued with money due, and the order must not be cancelled or waiting for approval. Copy the link as above and send it to the customer.
Send a Customer the Invoice for Their Booking
Request Payment… copies a link; it does not email the customer an invoice. If Cademy has already emailed the invoice or payment request for this order, for example a "Payment required" email, you can send it again: open the order, find that email in the order's Emails section, open it and select Resend. Resend goes to the original email address with the original subject and content; amounts in it are not updated, so check the invoice balance first. See Resend or Forward an Existing Email.
If no invoice email was sent, send the invoice yourself. Select Orders, then the Invoices tab, open the invoice and select Download PDF. The PDF opens in a new browser tab. Save it from there and attach it to your own email, with the payment link if you want the customer to pay online.
The payment page that the link opens also shows the invoice, with Download Invoice (PDF). Cademy creates the invoice with the order. When you create an order yourself, Create Order & Send Invoice emails the customer a payment request with a Get Invoice button; see Create an Order to Book a Customer Onto a Course. For invoice settings, see Set Up Invoices for Your Courses.
Request a Part Payment of the Balance (Custom Amount)
Use Request a custom amount when you want to collect a specific part of an issued invoice. This does not split the invoice or create a monthly payment plan. It also does not change the invoice's payment deadline. For a deposit plan with a balance due date, see Take a Deposit and Collect the Balance Later.
Fictional example: an invoice has £300 due and you request £100. After that payment succeeds and is recorded against the invoice, £200 remains due if there are no other payments or credits. Check the invoice's Payments and Amount Due, or its card under the order's Invoices & Payments. Do not use the copied link or a customer's attempted payment as evidence of success.
When a paid request is no longer open, it disappears from the open-request list; the payment remains on the invoice. You can create a further request for the remaining balance or share the invoice's full-balance link.
A fixed request does not reserve that amount or automatically shrink when another payment or credit reduces the balance. If its amount exceeds what is still due, the payment page refuses that request and asks the customer to contact you. Check the current balance before supplying another link.
What the Customer Sees When They Open a Payment Link
The link opens a page on your minisite showing the requested amount and invoice. Card and PayPal are offered when enabled and available for this payment. If neither is available, the page asks the customer to contact the course provider to arrange payment.
Nothing to Pay on a settled payment-request page means that request has been settled. It does not mean every invoice on the order is paid.
This Payment Request Was Cancelled means that request is no longer payable.
This Payment Request Is No Longer Available means the invoice cannot currently support that requested payment, including a balance lower than the fixed request amount.
A cancelled order, void invoice, unissued draft or order waiting for approval has its own explanation that it cannot be paid yet or at all.
Check Cademy's recorded payment and the payment provider if an attempt is pending or the outcome is unclear. Do not ask the customer to pay again merely because a page has not updated.
Payment Links When Automatic Links Are Hidden or the Order Is Paid Manually
Automatic links in invoice emails and customer pages depend on Include Payment Links on Invoices, Emails and Order Pages. Staff can still deliberately share a payment link when that setting is off. The setting does not invalidate links already shared. For the setting and its limits, see Set Up Invoices for Your Courses.
The customer's order page in their account does not show its INVOICES section, or Pay Invoice, for a manual-payment order. An order created with Create Paid Order or Create Order, or booked with manual payment at checkout, is a manual-payment order, and using Record Payment turns any order into one. When one of these orders still has an amount due, copy the payment link and send it yourself. The payment page does not check the order's payment method, so the link can still be paid.
Cancel a Payment Link You Have Sent (Cancel Request)
Cancelling an ordinary request stops payment through that request; it does not cancel the order, reduce the invoice balance or refund money already collected. If a payment was already in progress, confirm its actual outcome before assuming the cancellation prevented collection.
An Instalment payment request (automatic) belongs to a monthly schedule. Cancelling its link does not cancel the schedule. The daily process creates another request when eligible instalment money is still due. Do not use Cancel Request as a way to stop the customer's payment plan.
As a System Admin, select Orders and open the order.
Expand Invoices & Payments and find the intended invoice and its open Payment request row.
Open that row's Payment request actions three-dot menu and select Cancel Request….
Check the amount in Cancel This Payment Request?. Select Cancel Request only if this is the request you intend to stop.
Wait for Payment request cancelled, then check that the open row is removed.
An invoice change is different from manually cancelling a request. Voiding an invoice cancels its open requests. During void-and-reissue, requests are recreated only when the updated invoice is being sent; their amounts are limited to the replacement balance, oldest first. A recreated request's old link redirects to the new request. Where no replacement request exists but the invoice was replaced, the old link can lead to the replacement invoice's full balance. Do not assume an old link still asks for its original amount. Check the replacement before sharing it.
Frequently asked questions
Does creating a payment request send an email?
No. Create & Copy Link saves the custom request and copies its link. You choose how to share it. Creating a request is not collecting a payment.
Does a partial request change the invoice deadline?
No. It asks for a fixed amount against the invoice. The invoice and its deadline remain separate.
Can I cancel the full-balance link as a payment request?
No. Copy Payment Link uses the invoice's standing link and does not create an open request row. Do not cancel or void the invoice just to tidy a copied link.
Why did an automatic instalment request return after cancellation?
Cancelling the request does not cancel the instalment schedule. The daily process creates a fresh request while the schedule remains eligible and instalment money is due.
Can I add a deposit or instalment plan to an existing order with a payment link?
No. A custom payment request on an existing invoice is not the same as adding a deposit or monthly schedule. Choose a plan when creating the order.