What are external payments?
Tebi works with various payment methods. One of these are integrated PIN/Card payments with Tebi Payments (through the payment provider Adyen). However, you are able to accept external payments outside of these payment methods, for example a payment done by a bank transfer for an invoice. We group all payments done outside of Tebi and its payment methods as external payments.
Settings for invoices paid externally
There are two situations where invoices are paid externally: either all your invoices are paid externally or only some are. Please see instructions for both situations below.
All invoices are paid externally
If all of your invoices are paid for and taken care of outside of Tebi, you can enable this in the Back Office.
This means the overview of invoices only shows these with the status of Open (not yet sent to customer/guest) or Paid (sent to customer/guest). Invoices that are sent are automatically categorised as paid and will be seen as closed in Tebi. It is your responsibility to make sure you receive the payment from the customer/guest for this invoice.
How to set this up in the Back Office:
Go to Sales > Settings to go to the Invoicing settings page
Turn on the toggle next to Manage invoice payment externally
Add one or more email addresses under Send a copy to (e.g., your accountant or finance team)
Every time you send an invoice from either the Tebi App or Back Office, it will send this invoice to the above email and the invoice will automatically be marked as Paid externally.
The sale is closed in Tebi and no further action is required within Tebi.
Important: You are responsible for receiving payment outside of Tebi. Once sent, Tebi will treat the invoice as paid.
Note: When this setting is enabled, invoices are not sent to customers/guests from Tebi — only to the generic email under "Send a copy to". All payments for these invoices need to be received externally.
2. Some invoices are paid externally
When not all invoices are paid externally, you will have to manually assign a payment method to the invoices. This is in order to keep your overview of paid, sent and overdue invoices up-to-date and correct for your bookkeeping. This situation is a more manual process therefore it is important to have the toggle Manage invoice payments externally disabled in the Invoicing settings.
As there are several payment methods for an invoice to be paid: cash, card, payment links and external payment, this needs to be assigned per invoice accordingly to close it. If you want to close an invoice because it is paid through external payment, follow these steps:
Go to Tebi App > Menu > Invoices
Select the invoice you want to mark as externally paid
Press the payment button Pay €...
In the Payment screen, at the top of the screen, select the payment method External Payment
Note: When sending these invoices, they will be sent to the email tied to the customer account associated with this invoice. In this invoice email, customers will see a QR code and a payment link. If they pay through this link/code the invoice will be automatically closed within Tebi and the invoice is paid with an ECOM Payment. If they have not used this payment link but an external payment, such as bank transfer, you can still mark this invoice with this payment method as listed above.