Payments
Get paid. Keep the record.
At the counter or online, start from the relevant order or invoice. Record other payment methods, follow deposits and keep the remaining balance clear.
John Doe and EX-04 establish the order context. Card payment opens a focused setup excerpt and the illustrative Counter reader is selected. The same order stays visible. Selecting a reader does not submit an amount, request a charge or confirm payment; other payment methods on this page are alternative paths, not repeated charges.
- Start from the order
John Doe and EX-04 identify the transaction.
- Open card-payment setup
Select a configured reader for this transaction.
- Keep the selected reader with its source
The useful result is reader selection, not a successful charge.
01Card payments at the counter
Start from the balance.
Open card payment from the order or invoice, check the amount and choose the configured compatible reader. The customer completes the card interaction, and your team checks the payment result.
A closer look
Prepare the reader payment
Review the amount to collect and select the configured Stripe Terminal reader. The payment request starts with the right order or invoice context.
Follow the customer’s card interaction
Send the request to the reader, let the customer complete the card interaction and review the resulting payment status. The team distinguishes a payment request from a confirmed card-payment result.
Card processing uses Stripe. Counter payments require the appropriate setup and compatible Terminal hardware.
The order’s Card payment action opens a reader-selection excerpt. The configured example Counter reader lifts and settles into the Select terminal field. A restrained device silhouette identifies where the customer will interact later. Amount entry and Charge on terminal are outside this excerpt, so no pending payment or processor success is shown.
- Keep the order context
The reader is chosen for John Doe’s transaction.
- Open the reader selection
The displayed reader is a configured example, not a guaranteed device default.
- Select the counter reader
The same reader row becomes the field selection.
- The customer interaction is next
No amount or charge request has been submitted.
02Online invoice payments
Send the invoice. Offer online payment.
When online card payment is configured, the invoice email can include its payment link. The customer opens the invoice, reviews the balance and pays through the card form.
A closer look
Open the invoice payment page
Open the invoice email’s payment link and review the invoice details and balance. The customer sees what the requested payment covers.
Complete the configured payment
Complete the card-payment flow and check its actual result. The confirmed payment can be followed with the invoice and its remaining balance.
An already-received invoice email for John Doe contains a PDF attachment and a configured Pay by Credit Card link. Selecting the link carries the invoice identity into its dedicated payment page, where Balance Due and the card-payment entry point are visible. The excerpt stops before entering card details or Pay Now. It is not a universal portal button and no real payment page is opened.
- Start from the received email
The PDF and payment link serve different purposes.
- Open the invoice’s payment link
The link reaches the matching dedicated payment page.
- Review the invoice payment entry
The customer’s card details are the next input, not fabricated filled fields.
- Stop before the financial submission
Pay Now is shown without being activated.
03Cash, cheque and other recorded methods
Record money received another way.
Cash at the counter, a cheque or a payment processed elsewhere still needs a clear record. Choose the actual method, amount and register, with the reference your office needs.
A closer look
Enter the actual payment details
Choose the manual payment method and enter the amount, date, register and relevant reference. The record describes how the money was received.
Save and review the record
Save the payment against the relevant order or invoice, then review its recorded context. Your team can trace the payment. A manual card-method entry does not itself charge a card.
The already-open Add deposit or payment surface belongs to John Doe’s order; selecting Manual Payment chooses its manual path. Manual Payment stays distinct from saved-card processing. The configured example method Cash is selected, with the illustrative Counter register kept beside it. Amount and date are outside this focused method excerpt, and Save is never submitted. No card is charged.
- Start in the order’s payment surface
The manual record belongs to John Doe’s order.
- Choose the manual path
Manual Payment is not saved-card processing.
- Choose the actual received method
Cash is a configured example, not an action that receives money.
- Keep the register context
The remaining real fields and saving are outside this excerpt.
04Deposits and customer account terms
Keep the deposit with the order.
Keep a deposit linked to its order and track what remains unapplied. If you let a customer pay on agreed account terms, keep those terms and the amount still owing clear. Terms are not a payment.
A closer look
Follow a deposit already received
Review the payment recorded against the order and what remains unapplied before invoicing. The deposit stays traceable without being mistaken for a settled invoice.
Review the customer’s agreed terms
Check the customer or business account’s payment terms and credit context before continuing on account. The team can follow the receivable under the agreed terms instead of marking it paid.
An illustrative existing Payment record is introduced as a deposit already received, not a newly collected amount. Its Order reference opens John Doe’s EX-04 context. Unapplied Amount remains a supporting label without a value. This read-only link inspection does not allocate the deposit or settle an invoice; agreed account terms remain a separate path.
- Inspect an existing received deposit
The received context existed before the animation.
- Open the linked order
The same order reference carries into the customer context.
- Identify what the deposit belongs to
John Doe and EX-04 identify the source work.
- Keep payment and order distinct
The payment remains its own linked record.
- Review unapplied funds separately
No automatic invoice allocation or account approval is implied.
05Payments, credits and invoice balances
Apply it to the right invoice.
A payment and the invoice it covers are separate records. Apply the available amount to the intended invoice, or use available account credit, then review what remains.
A closer look
Choose the invoice and amount
Review the available payment or account credit, the invoice and the amount to apply. The application refers to the intended invoice rather than an assumed order balance.
Check the remaining balance
Apply the amount through the appropriate action, then review the applied records and remaining invoice balance. A partial application leaves a visible balance. Applying existing funds does not charge the customer again.
An invoice for John Doe and an existing payment are two separate records. Selecting Apply payment opens the review form and carries the payment source into the invoice context. Amount to apply is a label-only excerpt; the operator must enter a real valid amount before confirming in the product. No amount is entered, no final Apply action occurs and no balance changes.
- Two records, one intended application
The invoice and existing payment are not the same record.
- Open Apply payment
The source payment carries into the review context.
- Review the amount to apply
No invented monetary input or final confirmation is submitted.
- Existing funds, not another charge
The invoice balance remains unchanged in this excerpt.
06Payment record and bank settlement
Check the payment. Then the bank.
Use the payment and invoice records to see what was collected and applied. Confirm the separate card-processor payout or bank deposit in the relevant processor or banking records.
A closer look
Trace the payment in Heyquip
Review the payer, method, payment result and invoices covered. You can see what the payment record explains.
Confirm the separate bank movement
Use the processor or bank records to confirm the funds received at the bank. A recorded payment or paid invoice is not mistaken for proof of a bank deposit.
Processing fees, hardware and payout timing depend on your arrangement. Review those details for your business.
An existing payment record opens its linked invoice. The payment record and invoice application remain distinguishable. A separate editorial bank-record check then receives emphasis. No bank connection, live payout, processor result, settlement timing or money transfer is drawn or claimed.
- Start from a recorded payment
A linked invoice can be inspected without collecting more money.
- Open the linked invoice
John Doe remains the same customer context.
- Separate the record and application
Invoice application is not the bank deposit.
- Check the external bank record
This is a separate review, not an integrated bank-success screen.
Questions from your counter and office
Know what each payment covers.
Can customers pay at the counter and online?
Yes, with the relevant Stripe configuration. Counter card payments use compatible Terminal hardware. The online invoice payment page provides a separate card-payment path, and configured online checkout has its own flow.
Does a manual card-payment entry charge the card?
No. The manual method records a payment received or processed elsewhere. A configured Terminal, online or saved-card processing action is a different path.
Can I take a deposit before creating the invoice?
Yes. Keep the deposit payment with the order and review its unapplied amount. When invoicing, check what is applied to the invoice and what remains. Do not treat the deposit as final settlement by itself.
Can a customer pay on account instead of paying immediately?
Your team can work with the customer or business account’s agreed payment terms and credit context. That leaves a receivable to follow; it is not a card payment, an automatic credit approval or a settled invoice.
Can a partial payment leave an invoice open?
Yes. Only the relevant applied payments and credits reduce that invoice’s balance. The remaining amount stays visible, and existing payment or credit applications do not create a second card charge.
Does a successful payment mean the money is already in the bank?
No. A card-payment result, its invoice application and a processor payout are different events. Check the separate processor and banking records for settlement.
How your business gets paid
Show us how your customers pay.
Counter, online, deposit or account terms: follow the path your team uses, from the amount to collect to the balance still owing.
Talk about your team