Collect payment on an invoice
Record a cash, check, Stripe, or Clover payment against an invoice. Stored cards-on-file can be charged directly for single or batched invoices.
Before you start
- The invoice exists and isn’t voided.
- For card-on-file charges: a stored card is required (see ‘Saving a card on file’ in the Integrations section — coming soon).
Who can do this
Admins, clinic managers, front desk, and owners. Refunds require owner or admin.
Step by step
- 1
Open the invoice and click ‘Collect Payment’. The payment modal opens pre-filled with the outstanding balance.
- 2
Choose the payment method: cash, check, Stripe card, Clover card, or apply a deposit / credit memo already on the client.
Available card providers depend on which integrations your clinic has enabled.
- 3
For card-on-file: review the last 4 digits and expiry, then click ‘Charge’. For cash or check: enter the amount and a reference, then click ‘Record’.
- 4
On success, the invoice moves to ‘paid’ or ‘partially paid’. A payment receipt is available for download or email.
- 5
To charge a single card across multiple invoices, use ‘Batch charge’ from the client’s billing tab.
Each invoice produces its own payment record so refunds and credit memos stay traceable.
If something isn’t working
Tap a question to see the likely cause and the fix.
The card declines on the second charge.
Why: For Clover, the first token you stored was single-use. Reusable card-on-file requires the save-credential flow.
Fix: Re-save the card using the card-on-file collection link. Once stored correctly, the card can be charged repeatedly.
The payment succeeded but the invoice still shows unpaid.
Why: A webhook from the card processor may have arrived before the invoice UI refreshed.
Fix: Refresh the invoice. If it still shows unpaid after 30 seconds, check the payment record on the client; if the record exists and is ‘succeeded’, contact an admin.
I chose the wrong invoice.
Why: Cash/check payments are not automatically reversed.
Fix: Create a credit memo against the wrong invoice, then record the correct payment. An admin can also refund the payment record directly.
QuickBooks doesn’t show the payment yet.
Why: QBO sync runs hourly, not in real time.
Fix: Wait for the next sync, or trigger a manual QBO sync from the admin console.