Collecting and Tracking Payments

Availability: all plans

Payment collection is how a provider gets paid for an invoice and keeps track of what has been paid. The provider connects their own payment account, so card payments go to that account and the provider is the merchant of record. The Payment Setup page states that ServiceVisit does not hold the provider's funds and charges no platform fee; the provider still pays their processor's own processing fees. This guide is the map: where payments appear, what the statuses mean, and which guide covers each task.

Before you start

Taking card payments needs a connected payment account. See the guide on connecting your payment account.
Recording a payment that arrived outside ServiceVisit (cash, check and so on) needs no connection.
Every capability behind these tasks is included on every plan.
What you can see depends on your role. The Payments list needs permission to view all payments. The invoice page needs permission to view invoices.

Steps

To see every payment, open Money, then Payments.
Read the three cards at the top: Completed Payments, Pending Payments and Failed Payments. Each shows a dollar total and a count.
Next to Filter by status: choose All, Completed, Pending or Failed.
The table shows Payment #, Invoice, Customer, Amount, Method, Date and Status. Select an invoice number to open the invoice, or Details to open the payment.
The payment page shows the payment date, amount, method, a reference (for example a check number or processor reference), the customer, the Property address and a link back to the invoice. A failed payment shows its failure reason.
To see payments for one invoice, open the invoice. If it has payments, a Payment History section lists each one with its number, method, date, amount and status.

How an invoice shows its payment state

The invoice status badge reads Draft, Sent, Overdue, Paid or Void.
Total Due in the Tax Summary shows what is still owed, and a fully paid invoice shows Paid in Full.
Important Dates adds Paid On once the invoice is paid.
Download PDF produces the invoice document.
Credit applied reflects credit lines on the invoice. A customer who holds a credit balance has a separate Apply Customer Credit panel; see the guide on refunds and credits.

Which guide to use

Connect a processor, finish verification or switch processors: the guide on connecting your payment account.
Send a payment link, take a card in person, or record cash or a check: the guide on taking and recording payments.
Give money back, issue a credit or write off a balance: the guide on refunds and credits.
What your customer sees when they pay: the guide on paying an invoice.
Splitting an invoice into scheduled payments: the installment plans guides.

Tips

Use the Failed filter to find payments that need follow-up, then open Details for the reason.
A payment number is permanent and unique within your business, so quote it when a customer asks about a charge.
The Payments list covers payments tied to an invoice. Open a customer's record to see their credit balance and its history.

If something goes wrong

If Payments is missing from the Money menu, your role does not include viewing all payments. Ask the person who administers users on your account.
If a payment is not on the list, clear the status filter. An empty list says No payments found.
If an invoice still shows an amount due after the customer says they paid, open the invoice and check Payment History. A payment shown as Pending or Failed has not reduced the amount due.

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Taking and Recording Payments on an Invoice — An invoice can be paid in three ways from its page: you send the customer a payment link, you take a card yourself while the customer is with you, or you record a payment that was made outside…
Refunds, Credits and Write-Offs — Giving money back or reducing a balance is done in four separate ways, and the product keeps them apart because each affects your books differently. A refund returns money already taken. An invoice…
Viewing and Paying an Invoice Online — When a service business sends you an invoice, you can read it, download a copy and pay it by card from your account. You can pay only if the business has set up online payments. This guide covers…
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