Payment requests

Coming soon

Payment requests are not available yet. This page describes how they are planned to work; names of buttons and settings may change before they are released, and this page will be updated when they are.

Today you can send a payment link for an approved invoice.

A payment request is a secure page you email to a customer so they can pay by card themselves, without signing in. It runs through your company's payment provider — Cardknox or Stripe — and the money goes to your company's account with that provider.

Compared with a payment link, a payment request can be for an invoice, an order, a quote or the customer's account, can hold an amount instead of charging it, and can ask the customer to save a card for later. Each request gets its own number, for example PR-000123. Payment links keep working as they do today.

What a request can be for

Request for	Amount it starts with	Where the payment is recorded
An invoice	The invoice's balance due	On that invoice
An order	The balance of the order's invoice once it is approved, otherwise the order's price	On the order's invoice once it is approved, otherwise as credit on the customer's balance
A quote	The quote's price	As credit on the customer's balance, ready to apply when the work is invoiced
The customer's account	An amount you enter	As credit on the customer's balance

You can lower the amount before you create the request; a request for an invoice can't be for more than the invoice still owes. The customer can't change the amount on the page.

A request for an invoice needs an approved invoice with something left to pay. If a payment for the same order is already recorded on an earlier invoice, the request is refused, so the customer can't pay for the same order twice.

What the customer is asked to do

Choice	What happens when the customer completes it
Pay now	The card is charged, and the payment is recorded in Accounting.
Authorize a hold	The amount is held on the card, and your team captures it later from Accounting → Payments Received. Holds last about 7 days — see Charge now or authorize first.
Save a card	No money is taken. The card is saved on the customer, so your team can charge it later — for example when the goods are delivered.

Requests for a quote start with Authorize a hold selected, because the work hasn't been done yet. Authorize a hold and Save a card are offered only when your payment provider supports them.

Create and send a request

Select Request payment in any of these places. The request is filled in from where you started:

• an invoice's ⋮ menu in Accounting, or the invoice preview;
• the ⋮ menu of an order or a quote, once you have opened it;
• the customer's page, and the customer's Payment tab;
• Accounting → Payment Requests, after you choose a customer in the Customer filter — the request is then for the customer's account.

If a card charge is declined, or the customer's bank asks the cardholder to confirm a payment your team is taking, the charge dialog offers Send a payment request instead. Add Customer Payment offers the same link when you choose Charge Card Now.

In the Request payment dialog:

1. Under Ask the customer to, choose Pay now, Authorize a hold or Save a card.
2. Check the Amount. Leave it blank to request the current amount due; a request for the customer's account needs an amount. Save a card has no amount.
3. Add a Message to the customer if you want one shown on the payment page.
4. Under Link expires after (days), enter a number from 1 to 90. It is 30 by default.
5. Choose whether to Let the customer pay with a card they saved before, and whether to Let the customer save the card for future payments. Both are ticked by default.
6. To email the request straight away, leave Email the link now ticked and check Send to. Leave it blank to use the customer's accounting email address.
7. Select Create and send, or Create link if you are not emailing it.

The dialog then shows the request's number and the Payment link. Use Copy link to share it another way, or enter an address and select Send (or Send again) to email it. You can email a request again for as long as it can still be paid.

You need the Manage payment requests permission to create, send and revoke requests.

What the customer sees

The page shows your company's name, logo and contact details, the request number, what the request is for — for example Invoice #1234, Order #5678 or Quote #91 — who it is billed to, the amount, when the link expires and your message. For Authorize a hold and Save a card, it explains that the card is not charged now.

The customer picks one of their saved cards under Pay with, when you allowed it, or chooses A new card and enters it in the payment provider's secure fields. They can tick Save my card for future payments, when you allowed it, and enter an Email for the receipt. Then they select Pay, Authorize or Save card. When you use Stripe, the page also offers Pay on Stripe instead, which opens a payment page hosted by Stripe.

If the customer's bank asks for a security check, the page shows it. If the page can't confirm the result straight away — for example because the connection dropped — it hides the card fields and shows Check payment status, so the customer can't pay twice.

Afterwards the page shows the result: the amount, the last four digits of the card and the payment reference. The customer receives a receipt by email, at the address they entered or else at the address the request was sent to. Your team gets a notification in RushHour when a request is paid, authorized or used to save a card. Card numbers are typed into the payment provider's fields and never reach RushHour.

Statuses

Status	Meaning
Not opened yet	Created or sent, and the customer hasn't opened it.
Opened	The customer has opened the page.
Authorized	The customer authorized the amount. Capture it from Accounting → Payments Received.
Paid	The customer paid.
Card saved	The customer saved a card.
Payment failed	The last attempt was declined. The customer can try again with the same request.
Expired	The request passed its expiry date. Create a new one if the customer still needs to pay.
Revoked	Your team stopped the request.

A request can be completed only once. Once it is paid, authorized or used to save a card, the page shows the result instead of the card fields.

Revoke a request

Select Revoke on a request and confirm. The page stops taking payments at once and tells the customer the link was withdrawn. Revoking can't be undone, and it doesn't refund anything. A request that is paid, authorized or used to save a card can't be revoked, and neither can one while a payment is going through — refund a payment from Accounting instead. See Refunds.

Find your requests

Select Payment Requests above the transaction list in Accounting, or on the Payments Received page. The page lists every request with its number, when it was created, the customer, what it is for, what it Asks to do, the amount, the status, the expiry date and who it was last sent to. Filter it by Customer or Status.

Each request's ⋮ menu offers Open, and, while the request can still be paid, Copy link, Send or Send again, and Revoke.

The page is shown once your company has a payment provider set up, and needs the View Invoices and Payments permission. An invoice's history also shows when a payment request for it was sent, paid or withdrawn.