Payment Methods

Check Needs attention, Direct Debit mandates and Payment cards to see how customers pay and what needs follow-up.

What you need: the Credit Control section and list permission for the relevant payment records. Open Credit Control > Payment Methods.

Direct Debit mandates

Columns are the customer, your reference and their mandate reference, the status, when it was set up and the provider’s own status.

Filter by Any status, Active, Pending, Stuck pending (over 7 days) or Ended.

A mandate pending for more than seven days is tagged Stuck pending, which usually means something needs chasing with the bank or the customer.

Payment cards

Columns are the customer, the cardholder, the masked card number, the expiry, the status and when it was set up.

Filter by Any status, Active, Expiring soon or Ended. The expiring view includes expired cards and cards expiring within the next 60 days. Row tags distinguish Expired from Expires soon.

No auto-collection

Open the separate Credit Control > No Auto-collection page to find customers owing money without an active collection method.

See No automatic collection for payment links and follow-up.

Take Card Payment

You can key a customer’s card details while they are on the phone and take the payment there and then. The card number goes straight into Stripe from your browser and is never stored on the platform.

Where to find it: the customer’s Payments and Payment methods tabs, and each row of the No auto-collection worklist. In the billing backend it also appears on the customer, invoice and payment Action menus.

What you need:

The Payment Cards and Payments modules.
Telephone (MOTO) payments switched on for the customer’s dealer. This is off by default because it is rarely used, so it stays out of the menus until somebody asks for it.
Permission to edit the customer, and to add payments, card payments and cards.
Stripe configured for that dealer, with telephone payments enabled by Stripe on the account.

Taking a payment

Step 1 - the details.

Required: the Amount. It is filled in for you - the account balance, the invoice balance, or the payment you are settling - and is read-only where the context fixes it.

Optional:

Reference for the payment record.
Keep card - store the card for future automatic collections. Tick this only where the customer has agreed to it.
Stripe receipt email - Stripe sends its own card receipt to this address. It is separate from anything the platform sends, and is not stored.
Notes for the activity log.

Step 2 - the card. Enter the name on the card and the card details.

Read the card details back to the customer before confirming.

What happens: the payment is taken and recorded exactly as an online card payment would be, allocated to a named invoice first where there is one.

Important:

A card you do not keep is stored as Single Use and is never collected from again.
The minimum is Stripe’s own minimum for the currency; the maximum is £999,999.99.
Where the amount is fixed by an existing payment, it is re-checked at the moment of charging. If somebody collected or reversed it while your page was open, nothing is charged and you are told.

Stripe Connect

Open Integrations > Stripe > Account Linking with Elevated access. Authorise the correct dealer’s account in the new tab, then ask Support to complete activation.

Authorisation alone does not activate collections. See Stripe setup for the complete steps and separate telephone/card-reader settings.

Direct Debit Accounts for mandates and their lifecycle.
Payment Cards for stored cards and the card collection pipeline.
Payments Integrations for connecting Stripe and GoCardless.

Manage follow-up

Use shared attention decisions to acknowledge an issue, pause its alert or assign a linked TODO. These decisions apply to everyone with access.