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- Introduction
- Take Payment Now
- Online Payments
- Storing Payment Methods
- Send Invoices and Payments to QuickBooks Online
If you have Smart Service Cloud, you likely are already processing payments with Fiserv. With this service activated, your team can accept and process payment transactions from the office and the field. These payment features are only available on invoices, so make sure you have an invoice ready before proceeding!
Depending on how your company has chosen to advance completed work orders to the invoicing process, you might need to convert a work order to an invoice. This can be done from the work order by clicking the “Invoice” button at the bottom of the screen.
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If your team converts work orders to invoices in the field, the resulting invoice will open automatically for them. Otherwise, if you’d like to see all of the open invoices at once, go to Accounting > Invoices.
From the “Invoices” screen, you can filter your invoices by clicking on the Filter tab or the Status header and filtering for open invoices. Or you can find a specific invoice by using our search features.
Once you open the desired invoice click on the “Pay” button at the bottom to take payment now. You could also send the invoice to the customer using the “Send” button where they could pay online.
If you’d like to take payment in person or over the phone, you can do so by clicking the “Pay” button at the bottom of the invoice and entering the customer’s payment information. When you’re done, click the “Process Payment” button at the bottom. If the payment processes successfully, you’ll get a confirmation that it was successful.
If the information is wrong, there are insufficient funds, or anything else happens, you’ll also be notified upon clicking the “Process Payment” button.
Once you open the desired invoice click on the “Pay” button at the bottom to take payment now. You could also send the invoice to the customer using the “Send” button where they could pay online.
Instead of taking payment now, you could send the invoice to the customer via the “Send” button at the bottom of your screen. Your customer will receive an email with a copy of their invoice and the option to pay using the payment portal instead.
To access this portal, a link is embedded in a button on the invoice, which you can see below under the big red arrow.
When the customer downloads a copy of the PDF invoice and clicks on that pay button, they’ll be taken to the online Customer Portal where they can pay for their services. The resulting window will ask for either a credit/debit card or an electronic check. Once the customer has entered this information they can click the process payment option at the bottom.
The online Customer Portal also allows them to access previous work orders, invoices, and upcoming appointments. They can also “Book a Job” (if the portal bookings are set up) and can pay their balance in full.
When a payment is processed, the attached invoice will be marked as paid and a payment record will be created and attached to the invoice. If you open a “Paid” invoice you should see a payment record stored in the “Payment” section at the bottom. Part of this information will be encrypted for security, but you can still see the amount, payment method, and date.
This section explains how to securely store a customer’s payment details without processing an actual charge. Once stored, these payment methods can be used for future transactions.
Go to Accounting Center and select Payments. Click on the plus symbol on the bottom-right of your screen.
Select the desired customer. Enter $0.00 as the Payment Amount.
Enter the Payment Method information.
Set the Store Payment Method toggle to ON (it defaults to ON if the customer has no balance).
Fill out the Billing Address and add any notes.
Then click "Process Payment".
Once approved, you can view the Stored Payment Method in a customer profile under the "Payments" tab.
You can also see a list of Stored Payment Methods by going to the Customers Center and search for a specific customer. Then click on "Stored Payment Methods" on the left of your screen.
If your business has linked a QuickBooks Online account to Smart Service Cloud, you can send copies of invoices and payments over to QuickBooks Online for your company’s records. This can be done on individual invoices or on multiple invoices and payments at once.
On individual invoices and payments, you have a “QuickBooks” button at the bottom of your screen which will create that record for you in QuickBooks Online. You will need to complete this step for both the invoice and for the payment record separately if you want them both in QuickBooks Online.
To send multiple payments or invoices over to QuickBooks online, enter the payments or invoices screen. From there, select “Pending for QuickBooks” on the left. This will filter the list so that it only shows the items that haven’t been sent over to QuickBooks Online. Once you select a few items (or use the “Select All” function) you’ll notice the “QuickBooks” button show up on the left.
Clicking this option will send the selected invoices or payments over to QuickBooks Online. Remember, this must be done for invoices and payments separately!
