This article covers all of the ways payments can be created on demand by a Pool Brain user or your customer.
For automatic billing info, see Setting Up Auto Pay for details.
How to Create a Payment From an Invoice
Taking a payment directly from an invoice will create the payment and automatically apply it to that invoice.
Go to the page for the customer that has the invoice
Scroll down and click on "Invoices" tab
Click the Invoice you want
Click "Take Payment" button in the top right corner
Select the payment method (check, cash, credit card, ACH)
Enter the Payment information as needed
Click Save button
The payment will be created and applied to the invoice.
How to Create a Payment Without an Invoice
If a customer makes a payment that should be applied to multiple Invoices, or they are paying in advance before an invoice exists, create a one time Payment:
Go to the page for the customer you want to create a payment for
Scroll down and click "Payments" tab
Click "+ Add New"
Choose the Payment Type from one of two options:
Payment - cash, check, credit card, or ACH payment
Account Credit - a credit amount given to the customer in lieu of actual payment
Enter the payment amount
Choose the Payment Method (cash, check, credit card, ACH)
Enter any Notes (optional)
Choose whether to auto-apply the payment balance to the next auto-created invoice.
Checking this option will NOT apply the payment to an Invoice for a one time Job or manually created invoice. If the option is checked, it WILL apply the payment to any automatically created invoices from route schedules.
Click "Save" button
The payment is created and the payment window opens. If any unpaid invoices exist for the customer, they'll be displayed and you can click to apply them to the payment if desired.
How Customers Can Pay an Invoice
Customers can pay their Invoice via credit card or ACH using the link in their emailed Invoice. To accept credit card or ACH payments in Pool Brain, you'll need to have an active merchant account with Nuvei. For more information, see Accept Credit Card and ACH Payments
Send the invoice to the Customer by clicking the envelope icon at the top of the Invoice in Pool Brain
The customer will receive an email notification with a link to view the invoice.
Note: you can edit the invoice email template that the customer receives in the Email CenterAfter clicking to view the invoice page, the customer can click a "Pay Now" button in the top right corner to pay the invoice in any amount that does not exceed the balance due
Once payment is completed, the payment is created and applied to the invoice in Pool Brain
ALL payments will automatically sync to Quickbooks Online after they're created. You must have QBO connected and the "Sync invoices, payments and refunds" toggle activated in Pool Brain settings.
See Quickbooks Online - 2 Way Sync Details for more info on how QBO syncing works.