Overview
Payment processing through Airwallex is in closed beta. If you have onboarded with Airwallex, you will see an option to collect online payments directly with outbound invoicing. There is a section at the end of this article that walks through that experience. If you would like beta access, email Tern support.
Outbound invoicing lets you issue one-off invoices from your agency to a supplier, client, or agent. It's built for things like marketing fees, webinar sponsorships, or other one-off charges.
When to use it (and when to wait)
Use outbound invoicing for one-off charges you need to invoice right now. Payment happens outside Tern (for example, via bank transfer using the instructions on your invoice), and you record it manually.
We're building dedicated features for these use cases:
Collecting payment directly. Recipients will pay through the invoice itself, and payments will be recorded automatically.
Agent service fees. You'll be able to authorize agents to issue service fees to their clients, with funds deposited into your agency wallet in Tern.
Recurring agent dues. Charge recurring fees to your agents, such as membership dues, on a schedule.
You could approximate some of these with outbound invoicing today, but the upcoming features are purpose-built for them. If your need is recurring or high-volume, we recommend waiting.
Who can use it
Available to all agencies. Only agency owners and administrators can issue outbound invoices.
Before you start
Set up two things so your invoices are complete and professional:
Set up payment instructions
Go to Back Office > Invoices and click Manage Payment Instructions. Add a bank account under Manage Bank Accounts, then turn it on for invoicing. Bank details are encrypted through TokenEx and are not stored on Tern's servers. You can also add custom instructions, such as wiring details.Add your agency branding
Go to Agency Details and click Edit. Add your agency logo, billing address, and billing email. These appear on every invoice you issue.
How to issue an invoice
Go to Back Office > Invoices and click Create Invoice.
Select the recipient type. Choose Agent, Supplier, or Client, then select the recipient.
Enter the invoice details. Set the due date, amount, and a memo describing the charge (for example, "Marketing fee for August webinar").
Preview the invoice. Your payment instructions and agency branding appear automatically.
Issue the invoice. You have two options:
Issue downloads the invoice to your browser.
Issue and Send emails the invoice to the recipient's email address on file.
The recipient receives an email with the invoice number, amount due, due date, and memo. They can open a PDF version and view your payment instructions from a link in the email.
Recording a payment
Payments are recorded manually. When the recipient pays (for example, by transferring funds to your bank account):
Open the invoice from the Invoices tab.
Click Record a Payment.
Enter the amount and payment method (ACH, check, etc.), then save.
Partial payments are supported. Record each payment as it comes in and the remaining balance updates automatically.
Managing your invoices
Invoice numbers: You set a starting number, and invoice numbers increase automatically from there.
Voiding: Issued invoices can be voided.
Tracking: The Invoices tab shows the status of each invoice (issued, paid) and balances due over time.
Filtering: Filter the list by due date, status, or recipient type.
Exporting: Download your invoice list to a CSV at any time, and edit which columns you see.
If you have a recipient type or use case not covered here, contact Tern support.
Collecting payments directly
If you have successfully onboarded with our payment processing partner Airwallex (see guide), you will see the option to collect payments directly via outbound invoicing.
Please note that any Airwallex charges are subject to payment processing fees. See our guide (to be added) with a full breakdown of all fees.
First, go to Back Office -> Invoices, and manage payment instructions via the action menu.
Next, enable online payments.
Create your invoice, and make sure to leave the payment link ON.
When the recipient pays, they will see an option to pay securely online (along with any other payment options you have configured).
If the charge goes through, they will see a notice that it may take a few minutes to display as paid on their view of the invoice.
Once they have paid, you can access the fees by going to your wallet, via the action menu
It may take a day or two for the funds to clear. Until they clear, you'll see a "pending" line for the payment. Once funds clear you'll be able to withdraw them to your connected bank account.
