Booking & Payments

Collecting Payments

Record payments, charge cards on file, send payment links and record refunds on a booked estimate.

All money for a move lives on its estimate. Open a booked estimate and choose the Payments tab (or click Open Payments Ledger on the estimate). The top bar shows the estimate total, what has been Paid and the Balance. Below it are the Add / Update Payment form on the left, the Credit Card Information panel on the right, the Payment Records table, and Payment Activity, which logs every card attempt, approval, decline, authorization request and signature. Storage charges are billed separately and never reduce the moving estimate balance (see Storage Billing).

Recording a payment

  1. In Add / Update Payment, leave the toggle on Payment.
  2. Set the Payment Date and choose the Payment Method: Credit Card, Cash, Check, Zelle, ACH or Money Order.
  3. Choose the Payment Type: Deposit, Pick-up Payment, Delivery Payment, Quality Assurance, Storage or Other. Tick Partial beside it for a partial deposit.
  4. Enter the amount in Move Payment. If part of the money is for storage, put that part in Storage Payment; Payment Type Storage sends the whole amount to storage.
  5. Add a Confirmation No. or Payment Remark if you like, and click Record Payment (Record Card Payment for a card payment taken outside the software).

The paid total and balance are recalculated from the payment records. A few things to know:

  • Who gets the credit. Every payment is credited to the estimate's sales rep automatically. Only a Quality Assurance payment asks for a QA Rep, who earns the QA commission on it.
  • Pick-up and delivery payments never change the move's status on their own. Under After Recording This Payment, choose Keep Status Unchanged or Mark Booked Estimate Picked Up (or Delivered), only if the work actually happened.
  • Partial payments hold the rep's sales commission until a pick-up payment lands or an administrator clicks Release Partial beside the payment in Payment Records.
  • Card fees. For a card payment, CC Processing Fee fills from your company's credit-card fee (never charged on a debit card). The fee rides on top of the payment and never reduces the job balance.
  • Corrections. Click the pencil on a row in Payment Records to edit it. Every change is written to the payment history; only an admin can change the amount, date, type, method or who a payment is credited to.

Card payments

The Credit Card Information panel works with cards on file:

  • Charge a Saved Card — choose the card by its last four digits and pick Credit card or Debit card. The panel shows the Move and Storage amounts from the form, the card fee and the Total charged; click the Charge button to run it. If no signed card authorization covers the charge you are warned and offered Send new CC authorization form, but the charge is never blocked.
  • Save New Card — type the card details and click Save Card on File, then choose the card above to charge it.
  • The customer's own card — send a Payment Link from Open Send Center (below). The customer enters the card and signs a card authorization on a secure page, so staff never see the full card number. The signed authorization is filed in the estimate's Documents tab under Payment & Billing, and the card is saved on file, ready to charge.

Card processing runs through the merchant account your company connects under Settings → Integrations → Card Processing: Authorize.Net, Stripe or NMI. An admin pastes the keys from the gateway, clicks Test connection, then the Connect button; the keys are verified and stored encrypted. With Stripe (or NMI with a public tokenization key) the customer's browser hands the card straight to the gateway on the signing page, so no card number reaches the software; with Authorize.Net the signed card is kept in the encrypted vault and registered with the gateway. A saved card is always charged through the merchant that saved it, and Set default picks the merchant new cards are saved with. With no merchant connected, choose No saved card and record card payments taken elsewhere with Record Card Payment.

A charge the software ran through your merchant is locked on the ledger. To change it, refund it here as a record and handle the money in your merchant account.

From Open Send Center, turn on Payment Link, choose the Payment Type (Pickup Payment, Delivery Payment, Storage Payment or Other Payment) and enter the amount before sending. Deposits are collected from the estimate proposal instead. The link is created only when you actually send, and the email shows when it stops working ("Valid until …"). The customer authorizes their card on a secure page tied to that estimate only; you then charge the saved card from the Payments tab.

Refunds and corrections

  1. In Payment Records, click Refund this payment beside the payment you are giving back. A refund must be linked to the payment it refunds.
  2. The form switches to Refund Payment and shows the linked source payment. Pick the Subtraction Reason: Standard Refund, Returned Payment, Bounced Check or Chargeback.
  3. Enter the Refund Amount. If the payment carried a card fee, tick Refund the card fee too to give back its share of the fee.
  4. Click Record Linked Refund.

The refund is a separate record that lowers the balance; the original payment stays in the ledger. The customer is not emailed: to tell them about a standard refund, click Send client refund notice on the refund row. Refunds are recorded on the ledger only and are not sent to the card gateway, so return card money in your merchant account too. Refund this payment appears on move payments; if it is missing on every row, your account is not allowed to update payments.