How Online Payments Work

Q1. How do online payments work?

• Online payments let you collect payments directly from invoices. A receipt is sent to your client and to you, and a payment record is automatically created.

• It’s required to have a business account in any of the following payment gateway providers to proceed:

  • PayMongo

  • Maya

  • Xendit

  • Stripe

  • HitPay

• Note: Creating a payment gateway business account can take more than one day because you need to submit documents to prove your business is legitimate.

Q2. How do I enable online payments in invoices?

• Head over to Settings > Configurations > Online Payments > Connect Gateway. 

• Connect a payment gateway by retrieving your API key from your gateway’s business account settings and entering it in your payment profile.

Q3. How do I create a payment profile?

• Set up your payment gateway first. Then create a new payment profile and fill in the required fields. 

• You can select different gateway and method combinations.

• Note: Each payment method can only be linked to one gateway, but you may duplicate methods if needed.

Q4. Can I create multiple payment profiles?

• Yes. You can create multiple profiles for different business needs.

Q5. Is it possible to track gateway fees from online payments?

• Yes. Enable recording of processing fees in your payment profile under Fees Setting, select the Chart of Account, and add a description.

Q6. Can I pass processing fees to my customers?

• Yes. In your payment profile, go to Fee Settings and enable Fees Collected and set fees by percentage, flat amount, or both. 

• You can assign different Chart of Accounts per method and include VAT in the fees.

Q7. Why can’t I enable online payments?

• Check that you are using a business account, not a personal account, of your payment gateway since APIs are only available for business accounts. Also ensure your Payment Profile is set up and active.

Q8. Where can I use online payments?

• You can use online payments in invoices, subscription schedulers, and invoice schedulers.

Q9. My online payment option is not appearing in my invoice, what should I do?

• Online payments are off by default. To activate, open the invoice and click Enable Online Payments in the sidebar.

• Note: When using online payments, preview the invoice first to confirm the correct payment option is enabled. Changes to online payment settings apply retroactively.

Q10. Do payments go directly to my business account?

• Yes. Payments made through invoices go directly to your connected business account.

Q11. Can customers make partial payments?

• Yes. You can turn this on in your payment profile. 

• When a partial payment is made, a partial payment record is created.