Making Payments Through the Portal

How customers pay invoices online through the WorkSnap Pro customer portal.

Payment Overview

Customers can pay invoices directly through their portal link when you have online payments enabled. The process is:

1. Open invoice link
2. Click Pay Now
3. Choose payment method
4. Enter payment details
5. Confirm payment
6. Receive confirmation

Available Payment Methods

Payment options depend on which integrations you've connected:

Payment Method	Requirements
Credit Card	Stripe or Square connected
Debit Card	Stripe or Square connected
Bank Transfer (ACH)	Stripe with ACH enabled
PayPal	PayPal connected

Credit and Debit Cards

Cards accepted typically include:

• Visa
• Mastercard
• American Express
• Discover

Specific card types depend on your payment processor settings.

Bank Transfer (ACH)

ACH payments allow customers to pay directly from their bank account:

• Lower processing fees (for you)
• Slightly longer processing time (3-5 business days)
• Requires bank account and routing numbers

PayPal

Customers can pay using:

• PayPal balance
• Cards linked to PayPal
• Bank account linked to PayPal
• Venmo (through PayPal integration)

Making a Full Payment

Step-by-Step Process

1. Open the invoice link from email or shared link

2. Review the invoice

   • Verify amount is correct
   • Check line items if needed
   • Note the balance due

3. Click Pay Now

   • Button appears prominently on invoice

4. Select payment method

   • Choose from available options
   • Card, Bank Transfer, or PayPal

5. Enter payment details

   For cards:

   • Card number
   • Expiration date
   • CVV/security code
   • Billing ZIP code

   For bank transfer:

   • Bank name
   • Account number
   • Routing number
   • Account type (checking/savings)

   For PayPal:

   • Redirects to PayPal login
   • Choose funding source in PayPal
   • Confirm in PayPal

6. Confirm payment

   • Review total amount
   • Click Pay or Confirm

7. Receive confirmation

   • Success message displays
   • Receipt sent via email

Making Partial Payments

If the business allows partial payments:

How It Works

1. Open invoice showing balance due
2. Click Pay Now
3. Enter custom amount (less than full balance)
4. Complete payment as normal
5. Remaining balance shown for later

Example

Invoice Total	Payment Made	New Balance
$1,500.00	$500.00	$1,000.00
$1,000.00	$500.00	$500.00
$500.00	$500.00	$0.00 (Paid)

When Partial Payments Are Useful

• Large invoices paid over time
• Deposit payments
• Budget constraints
• Payment plan arrangements

Note: Not all businesses enable partial payments. If you don't see an option to enter a custom amount, full payment is required.

Paying Deposits on Estimates

When approving an estimate that requires a deposit:

1. Review and approve the estimate
2. Complete digital signature
3. Deposit payment screen appears
4. Enter payment details
5. Pay the deposit amount
6. Confirmation sent

The deposit is typically a percentage of the estimate total (e.g., 50%).

Payment Confirmation

On-Screen Confirmation

After successful payment, customers see:

• "Payment Successful" message
• Amount paid
• Transaction reference
• Updated invoice status
• Option to download receipt

Email Receipt

An email receipt is sent containing:

• Payment amount
• Payment date
• Payment method (last 4 digits for cards)
• Invoice reference
• Your business contact info

What Happens After Payment

For Full Payments

1. Invoice status changes to Paid
2. Balance due shows $0.00
3. You're notified of payment
4. Receipt sent to customer
5. Payment recorded in your records

For Partial Payments

1. Invoice status changes to Partial
2. Balance due updates
3. You're notified of payment
4. Receipt sent for this payment
5. Invoice remains open for remaining balance

Payment Security

How Payments Are Protected

Security Measure	Protection
PCI Compliance	Payment processors meet strict security standards
Encryption	All payment data encrypted (HTTPS)
Tokenization	Card numbers never stored by WorkSnap
Fraud Protection	Built-in fraud detection by processors

Safe Payment Practices for Customers

• Only pay through official invoice links
• Verify the URL looks legitimate
• Never email card numbers directly
• Keep receipts for records

Payment Processing Times

Credit/Debit Cards

• Authorization: Instant
• Funds available to business: 1-2 business days
• On your statement: 1-3 business days

Bank Transfer (ACH)

• Initiation: Same day
• Processing: 3-5 business days
• Funds available: After processing completes

PayPal

• Authorization: Instant
• Funds to business: Per PayPal policies
• On PayPal history: Immediate

Payment Failed

If a payment doesn't go through:

Common Reasons

Reason	Solution
Insufficient funds	Use different card or fund account
Card declined	Contact bank or use different card
Incorrect details	Double-check card number, expiration, CVV
Expired card	Use current card
Bank security hold	Contact bank to authorize
Daily limit reached	Wait or use different payment method

What to Do

1. Check error message - May indicate the issue
2. Verify details - Re-enter card information carefully
3. Try different method - Use another card or PayPal
4. Contact bank - They may have blocked the transaction
5. Try later - Temporary issues sometimes resolve
6. Contact business - For assistance or alternative arrangements

Recurring Payments

WorkSnap Pro does not automatically charge recurring payments. Each invoice must be paid individually.

If you receive recurring invoices (e.g., monthly):

• Pay each invoice when received
• Set personal reminders if helpful
• Contact the business about auto-pay options

Refunds

If you need a refund:

How Refunds Work

1. Contact the business directly
2. Business initiates refund in WorkSnap
3. Refund processes through original payment method
4. Funds return to your account

Refund Timeline

Payment Method	Typical Refund Time
Credit Card	3-5 business days
Debit Card	5-10 business days
Bank Transfer	5-10 business days
PayPal	3-5 business days

Refund Amounts

• Full refunds return entire payment
• Partial refunds return portion
• Refund appears as credit on your statement

Disputing a Charge

If you believe a charge is incorrect:

1. Contact the business first - Most issues resolved directly
2. Provide details - Invoice number, amount, concern
3. Allow time - Business needs to review
4. Document communication - Keep records

If not resolved with the business:

• Contact your card issuer or bank
• File a dispute/chargeback if necessary
• Provide documentation

Tips for Smooth Payments

1. Have card ready - Know where your card is before starting
2. Check balance first - Ensure sufficient funds
3. Use correct card - Business vs. personal as appropriate
4. Save receipts - For tax or expense records
5. Pay on time - Avoid late fees if applicable
6. Keep link accessible - Bookmark if paying later

Mobile Payments

Paying from a phone or tablet:

Mobile-Friendly Features

• Responsive payment forms
• Easy number entry
• Apple Pay / Google Pay (if supported)
• Auto-fill from saved cards (browser feature)

Best Practices for Mobile

• Use stable internet connection
• Don't navigate away during payment
• Wait for confirmation screen
• Screenshot receipt if needed

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