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Must know
  • Sent invoices only. Take payment is on sent invoices that still owe money, including Partially paid ones. Send a draft first. Payment plan invoices use Record payment.
  • Only balances pay part. In Take payment, account credit and gift cards can pay part of an invoice. A saved card, terminal, cash or e-transfer settles the whole balance.
  • Cash and e-transfer have limits. They can only be recorded on invoices built in the admin dashboard, balances carried over from your previous system, and checkout orders where the family chose cash or e-transfer.
  • Card and bank charges can add your fee. Charging a saved card, bank account or terminal adds your service fee for that method when the invoice doesn’t already include one. The dialog shows it before you confirm.
Before you start. Your club must be verified for payments first. The invoice needs a billed guardian, a balance above $0.00 and a status of Unpaid, Past due, Overdue, Retrying, Failed or Partially paid. Take payment isn’t offered while it shows Processing, or on settled history imported from your previous system. A payment plan invoice or one with no guardian can show Charge on terminal instead.
1

Open Take payment

On Financials > Invoices, choose Take payment from the row’s menu, or click it on the invoice’s page. It’s also on a guardian’s Billing tab and a recurring charge’s Cycles list.
2

Pick a payment method

Choose from Payment method:Unusable methods stay greyed out with a reason, such as “needs guardian verification”, “offline” or “not available for this invoice”. There’s no method for a third-party funder.
3

Fill in the details

For account credit (add it on the guardian first) or a gift card, the Amount starts at the most it can pay (“Up to $[amount]. Anything left stays on the invoice.”). Type less to pay part. For cash or e-transfer, set Date received (no future dates) and a Reference (optional), such as a receipt or e-transfer confirmation number. An Interac e-Transfer (an EMT or email money transfer) is Interac E-transfer. Card, bank and terminal charges list any Service fee, surcharges and the Total charge.
4

Confirm

Click the Charge, Apply or Record button. A terminal wakes for the customer to tap, insert or swipe. Cancel charge stops it, and the invoice is paid once the card is approved.
Where cash and e-transfer work. You can record them only on invoices built in the admin dashboard, balances carried over from your previous system, and checkout orders where the family chose to pay directly. On any other invoice they’re greyed out: “This invoice came from checkout, a waitlist offer, recurring billing, or point of sale. It has to be paid through that flow so the registration and receipt are handled.” Take payment can’t record a partial cash or e-transfer payment and has no cheque option. On the invoices where cash works, Ask Hero can prepare a cheque or part payment for you to confirm. Orders the family pays you directly. When a family chose cash or e-transfer at checkout, the invoice reads “Family chose to pay by Cash at checkout.” (or Interac E-transfer), is due that day, and Take payment preselects that method. Find these with Filters > Payment methods. The family can still pay online and then pays that method’s fee. Limits. You can’t type in a new card. If the bank needs the guardian to verify a saved card, the charge is refused and the guardian pays online. While a payment is already with the processor, Take payment is refused: “A payment for this invoice is already with the processor. It has to finish before another can be taken.” Looking for Record payment? It’s now Take payment, except on payment plan invoices, where Record payment settles one installment. Family at the desk? Create the invoice with Delivery set to Send immediately, then take the payment. What happens next. A card or bank charge, or recorded cash or e-transfer, sends the family a Payment Received email. Recurring charges and waitlist offers send their own email instead. Cash and e-transfer have no processor transaction, so they’re not on Financials > Transactions. Related: How do I manage an invoice that’s on a payment plan? · Payment vs. transaction: what’s the difference? · How do I create and send an invoice? · How do I search and filter my invoices?