Common uses cases for Payments and Invoices

Payments are essential for transactions involving goods or services, and they can be made using various methods such as credit cards, debit cards, bank transfers, checks, or cash. Invoices, on the other hand, serve as records of these transactions, detailing the amount paid for a product or service. Typically, invoices accompany payments to facilitate tracking within the accounting process.

In this guide, we’ll explore some popular scenarios for utilizing payments and invoices in Stack.

Charging a Card While on the Phone with a Customer

Sometimes, you may need to charge a customer’s card directly without sending an invoice. Here’s how you can do that:

1. Create an Invoice: Start by selecting the contact. If the contact is not already in your system, you can add them immediately.
2. Add the Product: Include the product being sold. If it’s not listed, select “Add New Item.”
3. Record Payment: On the invoice builder page, click the three dots in the top bar and choose “Record Payment.”
4. Charge a Card: In the modal window, select “Charge a card.” If this is a first-time customer, choose “New Card.”
5. Use Saved Cards: If the customer has previously purchased, their card details will appear under the saved cards section.

Note: Customers will not receive automated email or text confirmations for these charges.

Using Invoices for Recording Manual Payments Without Stripe Connect

You can utilize Stack’s invoicing feature without Stripe Connect, though manual recording and collection of payments are required for credit/debit card transactions.

1. Navigate to Invoices: Go to the Invoices section under the Payments menu.
2. Create a New Invoice: Click “New” and select “New Invoice.”
3. Build the Invoice: Enter customer details, add products/services, tax info, and any discounts. Then, click the three dots and select “Record Payment.”
4. Record Manually: Choose “Record Manually” from the options.
5. Select Payment Method: Options include Cash, Card, Check, Bank Transfer, and Other. Choose the appropriate one and submit.

Note: Customers will not receive automated email or text confirmations for these payments.

Adding Ad-hoc Products and Services to Invoices

If you need to add a product or service that isn’t already in your product list, follow these steps:

1. Create an Invoice: Click “Add an Item.”
2. Add a New Item: Select “New Item” for products/services not in your list.
3. Enter Details: Provide the product name and price. To save it for future use, select “Save for later use.” Then, click “Add new item” to include it in the invoice.

This item will now be part of your invoice and ready to be sent!

How to Add the Card Processing Fee to My Invoices

To include a card processing fee in your invoices, follow these steps:

1. Configure Tax Settings: Go to Payments > Tax Settings and add the card processing fee as a “tax.”
2. Create a New Invoice: Add the item you wish to charge for.
3. Add Tax: Click “Add Tax” and select the card processing fee you configured. Save your changes.

The card processing charge will appear in the invoice builder, visible to the payer.

Frequently Asked Questions

Can I use Stack payments to track partial payments for invoices?

Yes, Stack allows you to track partial payments. Create an invoice with the full amount and update it each time a partial payment is made, ensuring accurate records of outstanding balances.

Is it possible to customize the appearance of invoices sent to clients?

Currently, Stack provides a standard invoice template. You can add custom details like your business name, logo, and notes, but advanced customization options, such as layout or color adjustments, are not available.

Can I set up recurring invoices for subscription-based services?

Yes, you can create recurring invoices for subscription-based services. While Stack doesn’t automate recurring invoices, you can duplicate a previously sent invoice and set reminders to send it periodically.

How can I integrate third-party payment processors?

Stack supports integration with popular payment processors like Stripe and PayPal. Connect your account via the integrations section to accept payments directly through your invoices.