Getting paid online

Your clients can pay an invoice by card straight from the link you send them. The money goes to your own Stripe account — Springtrack never holds it and takes no fee. Stripe's usual processing fees come out of your Stripe balance, and Stripe pays out to your bank on your Stripe payout schedule.

Bank transfers and other payment methods still work alongside this — your Payment details (on Invoices & estimates) keep printing on every invoice.

Setting it up

At Settings → Online payments. Only the Owner can set it up.

1. Set your organisation's country first, on General. Stripe asks for different details in each country, so it needs to know yours before it can open an account.
2. Connect Stripe. Stripe's own sign-up form opens inside the page: set up a new Stripe account or connect one you already have, and give Stripe the business and bank details it asks for.
3. Wait for Stripe to finish checking. Until Stripe has everything it needs, the page says what's missing — for example Stripe still needs something from you — and your clients don't see a Pay button yet.

Once connected, the page shows your Stripe account, its settlement currency (the currency Stripe pays you in), and when Springtrack last checked it with Stripe.

Let clients pay invoices online turns the Pay button on or off without disconnecting. Disconnect Stripe stops online payments altogether; payments you've already taken stay on their invoices, your Stripe account itself isn't touched, and you can reconnect later.

If your invoices and Stripe use different currencies

Your client is always charged in the invoice's currency. If your Stripe account settles in a different one — an Australian Stripe account settles in AUD, say, while you bill in USD — Stripe converts the payment, and the amount you receive differs from the invoice total. The page warns you when most of your invoices are in a different currency from your Stripe account.

What your client sees

On an invoice they open from your email's View it online link, or from the client portal, your client gets a Pay now button at the top and a Pay this invoice online panel under the invoice. They pay the full balance due by card on Stripe's secure payment page — no Springtrack account needed — and come back to a page confirming the payment went through.

There's no Pay button on a draft invoice, on one with nothing left to pay, or on the PDF.

When a client pays

• The payment is recorded on the invoice by itself, and the invoice's status moves to Paid — you don't record anything by hand.
• Your client gets a Payment receipt email (its wording is on Emails). Depending on your Stripe settings, Stripe may send its own receipt too.
• Owners and admins get a Card payment received email.
• The payment on the invoice shows the card used and, once Stripe reports it, Stripe's fee and the net amount you receive. If Stripe converted the payment, those two figures are in your settlement currency, marked "converted by Stripe".

A payment that came in online can't be deleted from the invoice — refund it instead.

Refunds

An Owner or Admin can choose Refund on an online payment: enter the amount (up to what's still refundable), an optional reason — kept with the refund record, your client doesn't see it — and type the amount again to confirm. The money goes back to your client from your Stripe account, and the invoice updates once Stripe confirms the refund. A partial refund takes the invoice back to Partial.

A refund issued from your own Stripe dashboard is picked up the same way, so the invoice always matches what Stripe did.

Disputes

If a client disputes a card payment with their bank, owners and admins get an Action needed email with a link to the invoice. You respond to the dispute in your own Stripe dashboard, before Stripe's deadline — otherwise it's lost automatically. If it's lost, the disputed amount comes off the invoice's paid total, as a refund would.

If a dispute you lost is later decided in your favour, the money comes back to you, but Springtrack doesn't change the invoice by itself. Owners and admins get an email asking them to check it.