Accept Online Payments

Get paid faster when you allow your customers to pay invoices and estimates online by credit or debit card with ServiceCore's online payment feature. When you accept payments online, you'll spend less money on paper, ink, envelopes and postage. Not to mention, you spend less time stuffing envelopes. Online payments are fast, secure, and also reduce the amount of time you spend waiting to get paid (less time waiting for checks to show up in the mail).

In this article, you'll learn how to setup your ServiceCore account to accept online payments. You'll also learn how to setup invoices or estimates to be paid online, and what you and your customers can expect.

Before You Start

Here are some things to know before you begin this process.

  • If you would like to accept online credit card payments from customers, you must first be setup with one of our authorized payment processors: Clover Connect or Authorize.net. We recommend Clover Connect because it offers special rates for ServiceCore customers. For more information about Clover Connect and how you can use it along with ServiceCore, check out this page for more information.
  • You will need Tech - Billing, Manager, Admin or Owner level permission to create invoices and estimates with online payment enabled
  • Payments can only be accepted for the full or partial amount of invoices and estimates. Overpayments are not accepted.
  • Your customers can only pay one invoice or estimate online at a time. In other words, customers cannot pay for multiple invoices or estimates at once using the online payment feature. If you would like to accept a payment for multiple invoices or estimates at once, please follow the steps in this article about how to record a payment.
  • For online payment enabled invoices and estimates, customers can pay online whether you send the invoice by email or print and send by postal mail
  • Your customers can pay online from their computer, laptop, tablet or phone

Enable Online Payment for Invoices or Estimates

To allow online payment by credit card (Visa, MasterCard, American Express, Discover Card), follow these steps:

  1. If you're creating a new invoice that is not associated with a job or rental, click the (+) icon in the header of the site, then click on Create Invoice from the list of options that appear
  2. If you're creating a new estimates, click the (+) icon in the header of the site, then click on Create Estimate from the list of options that appear
  3. If you're creating an invoice that is associated with a job or rental, navigate to Accounting
  4. Click the Ready for Invoice tab
  5. Click the Jobs, Rentals or Estimates Tab
  6. Use the sorting, filtering and date range options to locate the job, rental or estimate
  7. For jobs and estimates, click Start Invoice
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  8. For rentals, click Create Invoice
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  9. Fill out the information on the create invoice or create estimate form
  10. At the bottom of the form, ensure the box for Online payment is checkedmceclip5.png
  11. Once you're finished, to send the invoice immediately by email, click Email Invoicemceclip6.png
  12. To download and print the invoice immediately, click Print Invoice
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  13. To add the invoice to your print queue, to download and print it later along with other accounting PDFs, click Add to Print Queue
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  14. To add the invoice to your email queue to send it later along with other accounting emails, click Add to Email Queue
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That's it! This invoice is now setup to receive online payments.

What Your Customers See

After you email or print the invoice, here is what your customer sees when they go online to pay the invoice.

For Emailed Invoices

For pay online enabled invoices or estimates sent to your customer by email, here's how the pay online process works:

  1. Your customer receives an email with the subject line "Your Invoice is Ready." This email includes basic information about the invoice, as well as a PDF attachment of the invoice.
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  2. Within the body of the email is a blue Pay Now button that your customer will need to click
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  3. After they click pay now, your customer will see a record payment webpage that includes your company logo, contact information, invoice details, and a payment section
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  4. Your customer fills out the Payment amount
  5. Then, your customer fills out the Billing information section
  6. Lastly, your customer clicks the green Pay button
  7. The payment will process (this takes a few seconds depending on internet connection speed)
  8. Once the payment is finished processing, your customer will see a Thank you screen with details about the payment
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  9. If you'd customer wants to make another payment, he or she can click the Make another payment for this invoice link
  10. Otherwise, this webpage can be closed
  11. Your customer then receives an email with the subject line "Payment Receipt". This email contains a summary of information about the payment, as well as a receipt PDF attachment which your customer can download or print for their records
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  12. You will also receive an email from ServiceCore with the subject line, "Payment received". This email serves as a notification that the invoice or estimate was paid using the online payment feature. This email also includes a payment receipt attachment PDF.
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For Printed Invoices

For pay online enabled invoices or estimates that you print and send to customers, here's how the pay online process works:

  1. Your customer receives the PDF of the invoice or estimate
  2. At the bottom of the invoice, above the tear off portion, are instructions for your customer on how to pay the invoice or estimate online
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What your customer needs to do:

To pay the invoice or estimate online, instruct your customers to:

  1. Type app.servicecore.com/payment into their favorite web browser
  2. On the webpage that appears, enter in the Customer ID
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  3. Look at the invoice or estimate for the Customer ID which is located in parentheses next to the name in the Billing Address section of the invoice, and in the pay online instructions at the bottom of the invoice
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  4. On the webpage, enter in the Pay Online ID
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  5. Look at the invoice for the Pay Online ID which is located above the site address, and in the pay online instructions at the bottom of the invoice
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  6. Click the green Submit button
  7. record payment webpage will appear that includes company logo, contact information, invoice details, and a payment sectionmceclip12.png
  8. Fill out the Payment amount
  9. Then, fill out the Billing information section
  10. Lastly, click the green Pay button
  11. The payment will process (this takes a few seconds depending on internet connection speed)
  12. Once the payment is finished processing, a Thank you screen appears with details about the payment
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  13. If you'd like to make another payment, click the Make another payment for this invoice link
  14. Otherwise, close the webpage

After your customer pays:

  1. You will receive an email from ServiceCore with the subject line, "Payment Received." This email serves as a notification that the invoice or estimate was paid using the online payment feature. This email also includes a payment receipt attachment PDF.
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  2. If you would like to print and send your customer a receipt, you can download, print and send the Receipt that is attached to this email
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