Tracking payments made by Invoice, Epassi, Actiway, Benify

Sometimes you want to track a sale in Mana, but the payment is made outside the system — like by invoice, Epassi, or company reimbursement. Good news: you can still get full insight into that sale within Mana. Here's how.

In this example, we’ll walk through registering a 12-month membership that was prepaid via invoice. The same logic applies for shorter memberships, courses, PT packages, or even product sales.

With our "checkout" feature we can easily track the data and have the system setup the membership for the client with start and end dates automatically.

Would you rather make the payment directly using Mana instead of sending an invoice or using another service? See this guide instead.

Step 1: Send the Invoice in Your Invoicing Software

Before touching Mana, head to your invoicing system (like Fortnox, Bokio, etc.) and create the invoice there.

We always start here for two reasons:

1. You don’t forget to actually get paid 💸
2. You'll be able to link the invoice number back to the purchase in Mana later

Step 2: Register the Payment in Mana

This is where you tell Mana, "Hey, we sold something — just not through you." Here's how:

• Go to your Admin Console
• Click "Checkout" under "Overview"
• Press "New checkout" (top right corner)

• If the sale is tied to a person (like a membership or course), choose or create the user
• If it's a generic product (like a smoothie or a yoga mat), you can skip this step

🧠 Tip: If the customer isn’t in your system yet, just hit “Create user” — quick and easy.

In this case as we are selling a 12 month membership we have to add a user to link to the membership.

• Click "Add item"
• Under Type, choose what you’re selling (e.g. Membership)
• Then choose the specific membership, course, or product

• Choose a start date and end date
• For example: 2026-01-01 to 2026-12-31 for a 12-month membership
• Enable "Freeze end date" so the member can’t cancel early

✅ Why freeze the end date? You’ve already been paid in full, so you want to lock in the length of the membership to avoid any confusion down the line.

• Calculate the total price (e.g. 899 kr/month x 12 = 10 788 kr)
• Double-check your math, then enter the amount
• Click "Add" to confirm the item

💡 Bonus tip: Want to register more things in one go? Just click "Add item" again.

• Under Payment method, select External
• In Note, paste the invoice number or payment reference (super helpful for later)
• Click Create Payment

Boom — you're done! 🎉

Where Does This Show Up?

• Under Insights & Reports
• On the member’s profile, if it was linked to a user
• The membership will be automatically added to the user

Remember: Mana won't know if the invoice is paid — you’ll track that on your end. Also, Mana doesn’t generate a bookkeeping entry for this, so no double reporting.

Bonus Use Cases

Use the same steps above, and note the payment reference (e.g. "Epassi 2025-09-10").

You can also use Mana to create a payment link and send it to the customer. In that case, follow the same steps but under Payment method, select Payment Link QR.

Here is a quick guide on how to do that.

One Last Thing!

This method gives you full control: you get to track all your sales in Mana while still handling payments externally.

Just remember:

• Always send the invoice first
• Add the invoice number as a note in Mana
• Keep bookkeeping in your invoicing system — Mana won't double-report anything

You’ve got this 🙌

Need Help?

Questions? I’m happy to help! Just reach out.

Author: Karl Gullö Karl@getmana.app