Payments

Payments

Online Payments (Stripe)

When Stripe is connected, invoices include a Pay Now button. Clients can pay with credit or debit cards directly from the document view. The payment is processed through Stripe and recorded automatically. The document status updates in real time: Sent → Partially Paid → Paid.

Manual Payment Methods

Record payments received outside of Stripe from the document detail page. Available manual methods:

• Cash
• Check
• Bank Transfer (ACH)
• Wire Transfer
• Other

For each manual payment, you can record the amount, method, reference number, notes, and date paid.

Payment Statuses

Each payment record has one of these statuses:

• Pending — Payment is scheduled or awaiting processing.
• Processing — The transaction is in progress (Stripe payments only).
• Succeeded — Payment has been completed.
• Failed — Payment was declined or rejected.
• Refunded — The full payment has been refunded.
• Partial Refund — Part of the payment has been refunded.

Refunds

Stripe payments can be refunded (partially or fully) directly from the document detail page. When issuing a refund:

• Choose a refund reason: Duplicate, Fraudulent, or Requested by Customer.
• Specify the refund amount (up to the original payment minus any previous refunds).
• The document status updates automatically: Paid → Partially Paid (partial refund) or Paid → Refunded (full refund).

Manual payments cannot be refunded through the system — handle those refunds outside the platform and update the records manually.

Overpayments

The system allows overpayments (paying more than the amount due). The excess amount is recorded and flagged in the UI with a warning. The document status will show as Paid once any payment meets or exceeds the remaining balance.

Payment Security

To prevent duplicate payments from concurrent requests, the system uses database-level row locking when recording payments. Only one payment can be processed at a time for a given document, ensuring the balance is always accurate.