Common Use Cases for Payments and Invoices

Payments and invoices are essential tools for managing transactions and maintaining accurate financial records in your CRM. Payments can be processed through various methods, including credit cards, debit cards, bank transfers, checks, cash, or other options. Invoices document the details of a sale and help track payments as part of your accounting workflow. Below are some common scenarios for using these features effectively.

Charging a Card During a Phone Call Without Sending an Invoice

When you need to process a payment immediately while speaking with a customer, you can charge their card without generating and sending a formal invoice. Follow these steps:

1. Create an invoice by selecting the relevant contact. If the contact isn’t in your system, add them on the spot.
2. Add the product or service being sold. If it isn’t listed in the dropdown menu, select "Add New Item" to create it.
3. On the invoice builder page, instead of sending the invoice, click the three-dot menu in the top bar and choose "Record Payment."
4. In the modal window, select "Charge a card." If the customer is new, choose "New Card" to enter their payment details. For returning customers, you can use a saved card from their profile.

Note: The customer will not receive any automated email or text confirmation for this transaction.

Recording Manual Payments Without Stripe Connect

You can use the invoicing feature to record payments manually even if you haven’t set up Stripe Connect. However, note that Stripe Connect is required to process credit or debit card payments electronically. Without it, you’ll need to handle payment collection offline and record it manually. This method currently works only for one-time invoices.

1. Navigate to Invoices under the Payments menu on the left sidebar.
2. If prompted to add Stripe Connect, close the pop-up.
3. Click the "New" button and select "New Invoice" to create an invoice.
4. On the invoice builder, add customer details, products or services, taxes, and discounts as needed. Click the three-dot menu and choose "Record Payment."
5. Select "Record Manually."
6. Choose the payment method (e.g., Cash, Card, Check, Bank Transfer, or Other) and click "Submit."
7. The invoice will now be marked as paid for that customer.

Note: The customer will not receive any automated confirmation for manually recorded payments.

Adding Ad-Hoc Products and Services to Invoices

If you need to invoice for a product or service that isn’t already in your product catalog, you can add it directly to the invoice.

1. Create an invoice and click "Add an Item."
2. Choose "New Item" to create an item not listed in your Products.
3. Enter the product name and price. If you want to save it for future use, select "Save for later use" to add it to your product catalog.
4. Click "Add new item" to include it in the invoice.

The item will now appear on the invoice and be ready for sending.

Adding Card Processing Fees to Invoices

To pass card processing fees to your customers, you can set them up as a tax.

1. Go to Payments > Tax Settings and create a new tax for the card processing fee.
2. When creating an invoice, add the items you’re charging for.
3. Click "Add Tax" and select the card processing fee you configured.
4. Save the invoice. The fee will appear as a line item on the invoice.

Frequently Asked Questions

Can I track partial payments for invoices?

Yes, the CRM allows you to track partial payments. Create an invoice for the full amount and update it each time a payment is made. This helps you monitor outstanding balances accurately.

Is it possible to customize the appearance of invoices?

Currently, invoices use a standard template. You can add your business name, logo, and custom notes, but advanced customization like layout or color changes is not available.

Can I set up recurring invoices for subscriptions?

While there isn’t an automated recurring invoice feature, you can duplicate a previous invoice and set reminders to send it periodically for subscription services.

How can I integrate third-party payment processors?

The CRM supports integrations with payment processors like Stripe and PayPal. Connect your account in the integrations section to accept payments directly through invoices.

Why does my payment page show "Live Mode" after I clicked "Test"?

This usually means your Stripe account is in Live Mode. Log into your Stripe Dashboard, toggle to Test Mode in the top right corner, and refresh the CRM page.

Why does an invoice show "Payment Processing" after a client has paid?

This status indicates the payment has been initiated but not settled, common with ACH transfers or methods like PayPal eCheck, which can take 2–5 business days to clear. The status will update to "Paid" once processed.

What if a client says the invoice link is broken or they can’t pay?

Ensure the invoice was sent correctly and the payment link is active. If issues persist, check your payment processor integration and settings.