How to Set Up an Offline Payment Method

How to Add an Offline Payment Method in PhotoBiz

Overview

PhotoBiz allows you to accept payments outside of your connected online payment processor. You can create an Offline Payment merchant for payment methods such as cash, check, Zelle, Venmo, or an in-person transaction.

When a client selects an offline payment method during checkout, PhotoBiz records the order with a Pending payment status and displays the payment instructions you provide. You can then confirm that you received the payment and manually update the order’s payment status.

This guide explains how to create an offline payment method, customize the instructions shown to clients, and understand what happens after an offline order is submitted.

STEP ONE

This opens the ECommerce Dashboard, where you can manage orders, payment options, tax settings, and other online selling tools.

STEP TWO

At the top of the ECommerce Dashboard, hover over PAYMENT, then click MERCHANTS from the dropdown menu.

The Merchants section displays the payment methods currently connected to your PhotoBiz account.

STEP THREE

Click the NEW MERCHANT button.

This opens the merchant setup window, where you can select the type of payment method you want to add.

FINAL STEP

Select OFFLINE PAYMENT from the merchant type dropdown menu. Complete the Payment Name, Special Instructions, and Thank You Message fields.

The Payment Name is the name your client will see when choosing a payment method during checkout. Use a clear name that identifies how the client should pay, such as Pay with Cash, Pay with Zelle, Pay with Venmo, or Mail a Check.

Use the Special Instructions field to explain exactly how the client should complete the payment. Include details such as your Zelle email address or phone number, Venmo username, the name that should appear on a check, mailing instructions, or information about where and when an in-person payment can be made.

Use the Thank You Message field to confirm that the order was received and remind the client that payment must still be completed outside of PhotoBiz. You can also explain that the order, appointment, or product will not be processed until payment is received.

Click ADD MERCHANT when you have completed the setup.

Your new offline payment option will now be available during applicable PhotoBiz checkout workflows alongside your other enabled payment methods.

What Your Clients Will See

When your client selects an offline payment method at checkout:

Their order will be successfully submitted
The payment status will be marked as Pending
They will see your custom instructions explaining how to complete payment
They will receive your Thank You message with any additional details

What Happens When a Client Uses an Offline Payment Method

When a client selects an offline payment method and completes checkout:

PhotoBiz creates the order successfully.
The order receives a Pending payment status.
No online payment is collected through PhotoBiz.
The client sees the Special Instructions you entered.
The client sees your Thank You Message after submitting the order.
You must confirm the payment outside of PhotoBiz.
You must manually update the order to Paid after receiving the payment.

An offline payment does not automatically verify that the client sent the money. Always confirm that you received the payment before marking the order as Paid.

Creating Multiple Offline Payment Methods

You can create more than one offline payment method. Creating a separate option for each method makes the checkout process clearer for your clients.

Examples include:

Pay with Cash
Pay with Zelle
Pay with Venmo
Pay in Person
Mail a Check

Each option can include its own payment instructions and confirmation message.

Writing Clear Payment Instructions

Your instructions should tell the client what to do next and provide all information required to complete the payment.

Depending on the payment method, consider including:

The email address or phone number associated with your Zelle account
Your Venmo username
The person or business name that should receive the payment
The mailing address for checks
Who a check should be made payable to
The payment due date
In-person payment times or locations
The order information the client should include with the payment

Do not include sensitive financial information, passwords, or banking credentials in your instructions.

Managing Pending Orders

PhotoBiz does not automatically receive confirmation when an offline payment is completed. After you receive the payment, open the order in your ECommerce Dashboard and manually change its payment status from Pending to Paid.

Updating the status helps keep your sales records accurate and confirms that the order no longer requires payment.

See How To Update an Order Payment Status for complete instructions.

When to Use Offline Payments

Offline payments may be helpful when:

You accept cash during in-person sessions.
A client wants to mail a check.
You accept payment through Zelle or Venmo.
A client has already paid outside of PhotoBiz.
You need to record an order without processing another online charge.
You offer payment methods that are not directly integrated with PhotoBiz.

Keep at least one online merchant enabled when you also want clients to pay immediately with a credit or debit card.

Additional Options or Helpful Notes

Using Multiple Offline Methods

You can create multiple offline payment options if needed. For example, you may want to offer both Venmo and cash as separate choices.

Managing Pending Orders

Since offline payments are not automatically processed, you will need to manually update the payment status once payment is received.

When to Use Offline Payments

Offline payments are helpful when:

You prefer in-person transactions
You want to avoid processing fees
Your clients request alternative payment methods

Previous Post Next Post

How Do I Set Up A New Merchant?

April 22, 2026

How To Set Up Zelle as a Payment Method

March 25, 2026

How To Edit or Remove A Merchant or Payment Method

March 24, 2026

How Do I Set Up Venmo as a Payment Option

February 10, 2026

How Do I Set Up An Offline Payment Method?