Payments

What this page is for

Payments lists money received against invoices. With the Payments module you can also take card payments and Direct Debit through GoCardless. Open Invoices, then the Payments tab.

Do the common things

Record a payment you received

1. Open Payments and click + Record payment.
2. Choose the invoice, then enter the amount, date and method.
3. Save. The invoice updates.

Let the customer pay online

1. Send the invoice to the customer.
2. They open their page and follow How to pay.
3. The payment arrives on the invoice by itself.

Set up Direct Debit

1. Open Settings, then Payments.
2. Connect your GoCardless account. Use the steps on that page.
3. Open a client and click Collect by Direct Debit to start a mandate.

Collect the balance by Direct Debit

1. Open Settings, then Payments, and tick Collect the balance by Direct Debit after the invoice is sent. Choose the Hours to wait for a query (24 by default).
2. When you send an invoice to a client with an active Direct Debit, the email and their invoice page say when the balance will be taken.
3. If they press Query this invoice, nothing is taken. The query shows on Action required and on the invoice, where you can Resume collection or Cancel collection.
4. Every hour Trade Sure collects what is due (the Trade Sure staff area, Scheduler: Collect balances by Direct Debit). If the Direct Debit has been cancelled, the customer gets the normal invoice reminder with the Pay now link instead.

Take a payment in the field

1. The engineer opens the visit on the phone and taps Payment.
2. They share a pay-by-link code, or note cash or card taken.

What the statuses mean

• Created or Pending: the payment has started but money has not arrived.
• Paid or Completed: money is in.
• Failed: the payment did not go through.
• Cancelled: it was stopped.

If something looks wrong

• A Direct Debit payment is pending for days: that is normal. It can take several working days to clear.
• A payment failed: ask the customer to try again or pay another way.
• Payments are missing from your menu: the Payments module is switched off.