Payments

Making payments

Most payments made by ChargeOver will most likely be taken by auto pay. ChargeOver's default setting is to save the payment method on file and then opt the customer into auto pay right away. If you want to allow your customers the option to opt in or out of auto pay, you can read more about that here.

note

Any payment method you set up in ChargeOver is immediately available to you and your admin users.

Allow customers to pay through ChargeOver

When your customers make payments through us, the money goes through the payment processor. ChargeOver acts as the middle person between your customer and the payment processor, to ensure a payment can be made and processed all in one go.

The first thing you will have to do is set up a payment processor.

Steps to set up a payment processor

1. Go to your Settings, then the Payment Processing tab
2. Click Add or configure payment method or merchant account
3. Search for your processor you want to connect to and connect to them

info

See our list of all of our supported payment processors here.

4. To make a payment method available to use, you have to check the checkboxes by each one and select currencies as well, if you process more than one currency
5. Select from the drop down under 'available for customer checkout?' to either yes or no

• Yes, allows customers to use the payment method upon checkout
• No, allows you to submit payments for your customers using the payment method, but not your customers

6. Save your changes

My customer paid outside of ChargeOver

We don't recommend customers pay you outside of ChargeOver, but if the situation arises, you have a two different options to mark an invioce as paid in ChargeOver. You can create a credit, or enter in a payment manually.

Use credits to pay invoices

If you want a customer to show they paid, but don't have the physical payment or they paid outside of ChargeOver, you can create a credit for them. This will be a manual creation process, but once the credit is created you can have it automatically apply to any new auto-generated invoices that are created for that customer.

Enter a payment manually

A common use case for wanting to enter a manual payment is if you wanted to accept a payment method (e.g. Visa, Mastercard, ACH/eCheck, PayPal, etc.), but not show this method to customers or allow customers to make payment through that specific pay method without your intervention. For example, you may accept American Express payments, but only want to accept those American Express payments if the customer talks to you first or if they call the payment in.

Another use case for making a manual payment is if you ever have a customer who pays you outside of ChargeOver, you can enter the payment into ChargeOver manually so that your books are balanced. There are multiple different payment methods you can use to apply a payment to an invoice. You can use an existing payment method already on file of the customers, you can use an offline or manual payment method or you can create a custom payment method.

This is the general process for how to enter a manual payment in for a customer.

Steps

1. Click on Payments
2. Click Make a Payment

3. This will prompt you to select one of your existing customers

4. Once you have selected a customer and clicked Continue, you will be brought to the "Make Payment" page, where you can do the following

   • Indicate a payment source. This is where you can select from a variety of payment methods to collect funds from a customer or to simply make a record that a payment was made elsewhere
   • Specify amount to be paid towards the invoice's balance
   • Select applied invoices to pay the entered amount to one or more invoices at once. If no invoices exist for this customer, then the payment amount will be retained as a credit for future invoices
   • Add a note for any auditing requirements
   • Add custom field information
   • Add tags for any reporting purposes

Enable offline or manual payment methods

ChargeOver can record and accept paper check and other types of offline payments, in addition to online credit cards, prepaid credit cards and ACH payments.

These options are available for scenarios where you're collecting payment outside of ChargeOver but still need to record the payment.

Manual or offline payments still mark invoices as paid or reduce invoice balances in ChargeOver, and still sync to accounting platforms like QuickBooks and Xero as well.

Steps

1. Go to your Settings and select Payment Processing from the left side menu
2. Then select Add or Configure a Payment Method or Merchant Account

3. Search "Offline" and choose the offline payment method that's applicable, usually it is a manual check

4. Select Connect

Once offline payments are enabled, you can use the normal manual payment process to enter a manual or offline payment against any invoice.

Custom payment methods

If you want, you can create enable and create a custom payment method.

Go to your Settings and click the Payment Processing tab. Search for the word "custom" and the custom payment method option should pop right up.

This is a great way to keep track of payment methods that are specific to your business.

Once you add the custom payment method, it will show up in the dropdown whenever you are making a payment on an invoice.

Invoice actions

Another way to make a manual payment, besides going to the customers payment tab and entering a payment, would be to utilize your invoice actions options under a specific invoice.

1. Directly go to the invoice you want to make a payment for
2. Click "Enter Payment" under the header Invoice Actions

Void a payment

Even if a payment is cancelled or voided outside of ChargeOver (for example, if a customer cancels a paper check), you can mark it voided in your account to keep your records accurate.

note

If the payment was made through credit card or ACH, you will need to make sure to void or cancel it with your credit card or ACH processor.

danger

Marking a payment void in ChargeOver will NOT void it with your processor automatically.

If you have ChargeOver connected to a payment gateway and would like to refund and or void a payment, you can view our refunds help article on how to do so.

Steps

1. Find the payment you want to void from your Payments list

2. Find the three vertical dots in the payment header

3. Click the Mark Voided button

You should now see that the transaction has been marked void in ChargeOver on the View Payment page as well as in the "Status" column in your list of payments.

Change a payments date

When entering manual payments for customers, you can choose the date of the payment and backdate it if you want.

Enable the setting to change a payments date

1. Go to your settings
2. Click into your invoicing tab.
3. Change the toggle for 'can payment dates be customized (instead of defaulting to today's date)?' to Yes.
4. Save your changes

5. Then, you can create a manual payment
6. You will see a date box where you can pick and choose the date you want to enter for that payment
7. Save the payment and you are all set!

note

If there is an existing payment that you need to change the date of, you can send your request to support@chargeover.com and we can get that edited for you.

Unvoid a payment

1. Make sure that your setting in Invoicing "Can voided payments be unvoided" is set to Yes

2. Go to the payment you would like to un-void

3. Select the three vertical dots and click Un-void payment

Cancel a payment

Did you accidentally charge someone the wrong amount? You can try to cancel or stop the payment before the money is pulled from the customers credit card or ACH account.

1. For credit card payments, ChargeOver supports stopping them for most gateways. You can stop a payment by issuing a full refund on the same day the payment was taken
2. For ACH payments, ChargeOver supports stopping a payment for some gateways. You can stop an ACH payment by issuing a full refund on the same day the payment was taken

info

Keep in mind that some gateways do not allow us to issue a full refund of an ACH payment the day the payment was taken. Ask your payment processor for more information if you are unsure if they allow this or not.

If you are unable to stop a payment that was just created, here are some options you could look into instead.

1. Reach out to your payment processor to try and stop the payment. If they're successful with stopping the payment, you can mark the payment as void in ChargeOver
2. Wait 24-48 hours for the transaction to settle and initiate a refund in ChargeOver

Multi-currency

ChargeOver supports a wide variety of currencies. Multiple currencies can be used at once, within the same ChargeOver account, as well. Different payment gateways can be assigned to different currencies as well.

Add multiple currencies

1. Go to your Settings
2. Choose the Invoicing tab
3. Scroll down and type in which currency you wish to collect payments from. You can change the default currency at any time

If you don’t see the currency you are looking for, contact us.

Payment terms

What are payment terms like Net 30, Net 60 and Due on Receipt?

Payment terms are a way to indicate to a customer how quickly you expect them to pay your invoices in full.

For example, Net 30 payment terms means you expect them to pay the full amount within 30 days of the invoice date.

The net terms drive the due-date of the invoice. If an invoice is Net 30, then the due date is calculated as. So the invoice date, plus 30 days.

note

Once the due date is reached, the invoice is overdue.

Many subscription based businesses will not use net terms at all, their invoices may always be due immediately.

The standard payment terms ChargeOver supports are Net 15, Net 30 and Due on Receipt, which means the invoice will be due immediately.

If you need other payment terms, please contact us and we can get them added for you.