Why Most Invoices Don't Get Paid on Time
The average UK business waits 56 days to get paid. Not because customers refuse to pay — but because the invoice makes it hard.
A PDF attached to an email. No payment method included. The customer has to find the bank details, open their banking app, type in a sort code and account number, add a reference, and hope they don't mistype something. Every step is friction. Every step delays your cash.
Adding a pay now button to your invoices removes all of that. The customer clicks a link, chooses their payment method, and pays in under 60 seconds. No bank details to copy. No reference numbers to remember.
This guide shows you exactly how to do it — whether you send invoices from accounting software, a PDF, or email.
What Is a Pay Now Button on an Invoice?
A pay now button is a clickable link or button embedded in your invoice that takes the customer directly to a hosted checkout page. They select a payment method (card, bank transfer, Apple Pay, Google Pay), enter their details, and the payment is processed immediately.
Behind the scenes, the button is powered by a payment link — a unique URL tied to a specific amount. When the customer completes payment, you get notified instantly and the transaction is recorded against that invoice.
Payment links work with most payment gateways. You don't need to build a website or set up an online shop. You just need a link.
How It Works: The 3-Step Process
Generate a payment link — Create a link for the invoice amount using your payment provider's dashboard or API. Include the invoice number as a reference.
Add it to your invoice — Embed the link as a clickable button in your email, or as a URL/QR code on your PDF invoice.
Customer pays, you get notified — The customer clicks through to a branded checkout page, pays with their preferred method, and you receive instant confirmation.
The whole process takes less than a minute to set up per invoice. If you use an API integration, it can be fully automated.
5 Ways to Add a Pay Now Button to Your Invoices
1. Email Invoices — Embed a Clickable Button
If you email invoices (whether from accounting software or manually), you can include a payment link as a styled HTML button or a simple hyperlink in the body of the email.
How: Generate a payment link, then add it to your email template. Most email clients support basic HTML buttons. If yours doesn't, a plain text link works just as well — "Click here to pay this invoice" with the link URL.
Best for: Service businesses, consultancies, freelancers who email invoices directly.
2. PDF Invoices — Add a Clickable Link or QR Code
PDF invoices are still common, especially in B2B. You can embed a clickable URL in the PDF, or add a QR code that customers scan with their phone.
How: Add the payment link URL to your PDF template. For QR codes, generate one from the payment link URL (most payment link providers offer this) and place it in the footer or next to the total amount.
Best for: Construction, professional services, any business that sends formal PDF invoices.
3. Accounting Software — Use a Payment Link Add-On
If you use Xero, QuickBooks, or Sage, you can add payment links to invoices sent from your accounting software. Some providers offer direct integrations; others work by adding the link to the invoice email template or notes field.
How: Generate a payment link for each invoice and paste it into the "notes" or "message" field before sending. For higher volumes, use an API to auto-generate payment links from invoice data.
Best for: SMEs using cloud accounting software who want to keep their existing workflow.
4. SMS and WhatsApp — Send a Payment Link Directly
For overdue invoices, sending a payment link via SMS or WhatsApp can dramatically improve collection rates. SMS has a 98% open rate — compared to ~20% for email.
How: Generate a payment link, then send it as a text message or WhatsApp message. Include the invoice number and amount in the message. "Hi [Name], invoice #1234 for £500 is due. Pay now: [link]"
Best for: Overdue invoices, field service businesses, property management, any business where email chasers aren't working.
5. Printed Invoices — Add a QR Code
For businesses that still post invoices (utilities, local authorities, professional services), a QR code gives customers a digital payment route from a physical document.
How: Generate a QR code from your payment link URL and print it on the invoice. Place it prominently — near the total or in a "How to Pay" section.
Best for: Businesses with an older customer base, or industries where posted invoices are the norm.
What to Look for in a Payment Link Provider
Not all payment links are created equal. Here's what matters for invoice payments:
White-label branding — The checkout page should show your company name and logo, not the payment provider's. Customers trust branded pages more. See our guide to white-label payment links.
Multiple payment methods — Card, bank transfer, Apple Pay, Google Pay. The more options, the faster customers pay. See how to give customers more ways to pay.
Use your own gateway — Some payment link tools lock you into a single payment processor. Others, like Shuttle, let you use your existing payment gateway — so you keep your negotiated rates and merchant account.
Tracking and reconciliation — The link should carry a reference (invoice number) so you can match payments to invoices automatically.
Expiry dates — Set links to expire after 30 or 60 days to match your payment terms.
[Multi-channel delivery](/guides/multi-channel-payment-collection/) — Send the same link via email, SMS, WhatsApp, or print it as a QR code.
The Impact: What Pay Now Buttons Do to Your Cash Flow
Businesses that add payment links to invoices typically see:
30-50% reduction in Days Sales Outstanding (DSO) — Customers pay faster when it's easy.
60-80% of payments made within 24 hours of receiving the link — versus 15-30 days for traditional invoices.
Fewer payment chasers — Less time spent on reminder emails and phone calls.
Lower admin costs — Automatic reconciliation means less manual matching.
For a business processing £100,000/month in invoices with 45-day average payment terms, reducing DSO to 15 days frees up roughly £100,000 in working capital.
Common Questions
Does adding a payment link cost extra?
Most payment link providers charge per transaction (typically 1-3% depending on payment method), not per link generated. If you already have a payment gateway, you can use Shuttle to generate payment links through your existing provider at your existing rates.
Will my customers trust a payment link?
Yes — as long as the checkout page is branded with your company name and logo. Unbranded or generic payment pages can feel suspicious. White-label payment links solve this.
Can I add payment links to invoices from Xero, QuickBooks, or Sage?
Yes. You can add payment links to the email message or notes field when sending invoices from any accounting software. For automated workflows, most payment link providers offer APIs that integrate with your invoicing system. See our guides for Xero, QuickBooks, and Sage.
What payment methods can customers use?
It depends on your payment gateway, but most support Visa, Mastercard, American Express, Apple Pay, Google Pay, and bank transfers (including Open Banking in the UK). Some also support ACH in the US.
Can I set payment links to expire?
Yes. Most providers let you set an expiry date matching your payment terms (e.g., 30 days). After expiry, the link shows a "payment no longer available" message.
Get Started
Adding a pay now button to your invoices is the single highest-impact change you can make to your accounts receivable process. It costs nothing to set up, takes minutes per invoice (or zero time with automation), and typically cuts your debtor days in half.
Shuttle Payment Links work with 40+ payment gateways, support white-label branding, and can be sent via email, SMS, WhatsApp, or QR code. See how it works.