Invoices in HoneyBook are flexible, but some situations call for a little extra know-how. This article covers the most common invoice scenarios — from fixing errors before sharing a file to handling late payments and refunds after the fact.
Fix a payment plan that doesn't match the grand total
When sharing an invoice, the grand total (including taxes and discounts) must equal the total of all payments in the payment schedule. If they don't match, you'll see an error and won't be able to share the file.
📚 Tip
This error commonly appears when editing payment amounts in an already-shared invoice.
If your payment plan total is too high, try one of these fixes:
Add a new service, or increase the price of an existing one
Lower or remove a payment in the payment schedule
Once the totals align, the error will clear and you can share or re-share the invoice.
Pass the payment processing fee onto a client
HoneyBook doesn’t have a built-in way to pass processing fees to clients. If you want to do this, consult your legal counsel first — passing processing fees onto clients may be illegal in your state.
If it's legal in your state, you can manually add the processing fee as a line item on your invoice. Keep in mind that HoneyBook's processing fees differ depending on whether your client pays by credit card or bank transfer, so ask your client how they plan to pay before calculating the fee.
Combine an invoice and contract in one file
Smart files are designed for this. When you add both an invoice and a contract to the same smart file, use a services block to let clients select the services they want. Their selections automatically update the invoice total and populate the contract — no manual entry needed.
Share an estimate without requesting payment
If you need to share what a client will owe without requesting payment yet, create a smart file with a view-only services block. This displays the services and pricing clearly without prompting the client to pay.
📣 Note
An invoice block must always appear alongside a payment block. You can't create a file with an invoice page only.
Cancel a remaining balance after issuing a refund
Once your refund has processed and the client has received it:
Expire the smart file — this stops all payments and prevents any further actions on the invoice
If you're no longer working with the client, archive the project
📣 Note
Make sure the client has received the refund before archiving. Archiving too early may interfere with the refund process.
Share an invoice without a project
Invoices in HoneyBook must be connected to a project. To share an invoice, create a project, add your client, and add your services to the invoice. Avoid adding your client as a collaborator or team member, as this can cause payment issues.
Re-share an invoice a client didn't receive
If a client says they never received the invoice, you can manually reshare it with them. Learn how to share any invoice.
Late fees
Late fee legality
HoneyBook isn’t legal counsel — check with your own legal counsel to confirm whether late fees are permissible in your state and for your situation. Generally, late fees are considered legal when your contract includes a clause stating that a late fee may be applied for non-payment and the amount is reasonable. This is why it's good practice to include a late fee stipulation in all your contract templates. HoneyBook caps late fees at 10%.
Why use late fees
When clients know a late fee applies, they're more likely to pay on time. This reduces how often you need to follow up on overdue payments and helps keep your cash flow consistent.
Late fee best practices
Don't waive late fees in exchange for the original invoice amount: Your client agreed to pay on time when they signed the contract. Waiving the fee for on-time payment undermines that agreement.
Send timely, gentle payment reminders: Proactive reminders often prevent late payments entirely — and make it less likely you'll need to escalate
Keep late fees proportionate: Late fees are a nudge toward on-time payment, not a revenue source. Keep them reasonable relative to your actual service costs.
Collecting payment in New York City
If your client is based in New York City (NYC) and hasn’t paid by the contract due date, you may be able to file a formal complaint with the NYC Office of Labor Policy & Standards under the Freelance Isn't Free Act. Consult your legal counsel before pursuing this route.
If a client still won't pay
If reminders and late fees haven't resolved the situation, consider contacting a debt collection agency or pursuing legal action. Consult your legal counsel before taking either step.
Still have questions? Feel free to send us a message by clicking the Question Mark icon on any HoneyBook page. Our team is always happy to help!