With an Integrated payment gateway—Stripe, PayPal Pro, Authorize.net, Stax, Paya, Payeezy, Sage Pay, Quantum, etc.—you can store client cards securely and charge invoices right inside the portal.


Need to connect a gateway first? See Processing Gateways & Setup.

Add or update a card on file

  1. Open the client’s profile and switch to the Billing tab

    (or go to Billing › Client Billing Info and locate the client).

  2. Set Keep Card on File to On File.

  3. Enter the card details and billing address → Save.

Clients with a login can update or remove their own card under Billing › Billing Info.

Charging invoices manually

  1. On Billing › Invoices (or the client’s Invoices tab) select one or more invoices.

  2. Click Charge.

  3. The Charge button will include the Total to charge (balance plus the proportional tip—see next section).

  4. Confirm → the payment posts instantly to Billing › Transactions.

Automatic charges on the Due Date

At your daily Processing Time the portal auto-charges an invoice when all of these are true:

  1. An Integrated gateway is active.

  2. Client has a card On File.

  3. Billing › Billing Settings › Online Payments → Automatic Credit Card Processing = On.

  4. Client profile → Automatic CC Processing = On.

  5. Invoice setting Auto-Pay = Yes.

  6. Invoice status = Sent.


Failed attempts appear under Billing › Transactions › Declined. To notify clients, enable Invoice charge attempt failed (email / SMS / push) under Communication › Communication Settings › Clients.

How tips are handled when you charge

  • Tips never appear in Amount Due, but the Charge button always reflects both balance and tip.

  • Whatever percentage of the balance you charge, the same percentage of the tip is charged.

    • Charge 100 % of an unpaid balance → 100 % of balance plus 100 % of tip.

    • Charge 50 % of balance → 50 % of balance plus 50 % of tip.

    • Balance already paid, client later adds a tip → tip-only charge for 100 % of the tip.

Any later charge—manual or automatic—collects whatever tip remains in step with the remaining balance.

Deposits

  • The deposit is always due on the Invoice Date.

  • A charge before the Due Date (manual or automatic) collects only the deposit.

  • After the deposit is paid—or once the Due Date passes—the invoice returns to normal, and subsequent charges follow the usual rules (including proportional tip behaviour).

Need to invoice first? See Creating Invoices Manually or automate invoicing with Auto Invoicing.