RoasterPay: Wholesale Billing Portal

The RoasterPay Billing Portal gives your wholesale customers a simple, seamless way to view, pay, and download invoices—all integrated directly into the Ordering Portal. 

What Your Customers Can Do in the Billing Portal

In the billing portal, your customers can:

View invoices – Quickly see unpaid, overdue, or all invoices.

• The Unpaid tab lists open invoices with payment due dates, status, and a review & pay button.

• The Invoice tab shows all invoices (paid + unpaid), with the button changing to view invoice once payment is complete.

Pay invoices – Customers default payment methods are pre-selected, but customers can switch or add a new one. After paying, they can return to invoices or hop back into the ordering portal.

Manage payment methods – Customers can add, remove, or set a new default with their approved payment types.

Print invoices – Download or print PDFs for easy record-keeping.

How Your Customers Access the Billing Portal

There are two ways your customers can reach the billing portal:

1. Wholesale Ordering Portal – When they log in, they can go to Invoices or Payment Methods in the main menu.

2. Request Payment Link – When you request payment via the invoice, they will receive an email with a link that takes them straight to the invoice. From there, they can select “back to invoice” to see the complete list of all invoices. Please note that the customer will need to log in to the portal to make payments. 

Review this video of how to send payment links: https://share.cleanshot.com/nDQhJTCw

Payment Request Email Example:

Important Steps Before Enabling the Portal

Review Overdue Invoices

Customers will see all invoices in their portal. Make sure payment statuses are correct under Orders > Payment Overdue.

If you have orders with payments collected outside of RoasterPay, you can now clean these up using the new External Payment Method. This option lets you mark invoices as paid when they weren’t processed through RoasterPay, Cash, Check, or EFT.

Once this is enabled for your account, you’ll also need to enable it for individual customers: go to Customers > Search > Edit > Payment Methods and toggle on External.

Bulk Clean Up

If you have 2 or more pages of orders that need to be marked as paid reach out to support@roastertools.com we can do a bulk clean up on the back end.

Syncing External Payments

If you plan to sync these payments with your accounting integration, you’ll need to create an “External” payment option in your accounting software. Once that’s set up, syncing will automatically connect those payments to that payment type in your system.

This step is optional — if you don’t plan to sync external payments, you can skip it.

Review Customer Settings that Impact Billing Portal Views / Usage

Payment Method

• You get to choose what payment methods your customers are allowed to use. Your customer will only be able to add/pay with ACH or Credit Card if they are enabled in the customer’s settings. 
• You can review what payment methods are enabled for each customer from the Customer edit page or take a look at all customer settings from the CSV download. {How to export Customer CSV} 

Portal Enabled

• Only customers with the portal enabled will be able to see invoices and make payments from the billing portal.  You can enable the portal from the Customer page.  
• Read more about the wholesale ordering portal here

Video Overview to Share with your Customers! 

To help you and your customers get the most out of the Billing Portal, we’ve put together a short vides:

For Your Customers – Exploring the Billing Portal

👉 Share this video with your customers to walk them through everything the new portal has to offer — from viewing outstanding invoices, adding payment methods, and making secure payments.

https://share.cleanshot.com/f8pmXFSy