Accept Online Payments

What this guide covers

This guide explains how to accept online payments through JobsiteOn. You will learn how to set up payment processing for your workspace, understand the customer payment experience through the invoice portal, review supported payment methods, manage payment confirmations, and understand how automatic status updates work when payments are received.

Before you begin

• You need an active JobsiteOn workspace with owner or admin access.
• You need at least one invoice ready to send. If you have not created one yet, see Create and Manage Invoices.
• Have your business banking information ready for the payment processor setup.
• Online payment setup is a one-time configuration. Once enabled, all future invoices can accept online payments.

Why accept online payments

Online payments benefit both your business and your customers:

For your business

• Faster payment — Customers can pay instantly instead of mailing checks or scheduling bank transfers.
• Reduced follow-up — Automatic payment processing means fewer reminder calls and emails.
• Automatic recording — Payments are recorded and statuses updated without manual data entry.
• Professional experience — Offering online payment builds customer confidence in your business.

For your customers

• Convenience — Pay from any device at any time.
• Security — Payment processing is handled by a trusted payment provider.
• Instant confirmation — Customers receive a receipt immediately after payment.
• No friction — One click from the invoice link to the payment form.

Step 1: Set up payment processing

Access payment settings

1. Navigate to your workspace settings.
2. Open the Payments section.
3. You see the payment processing configuration panel.

Connect your payment account

1. Click Set Up Payments or Connect Payment Processing.
2. Follow the guided setup flow to connect your business account.
3. Provide the required information:
   • Business details — Legal business name, address, and tax ID.
   • Banking information — Bank account and routing number for receiving payouts.
   • Identity verification — Owner or representative identity verification as required by the payment processor.
4. Submit the application and wait for verification.

Verification timeline

• Most accounts are verified within minutes.
• Some accounts may require additional documentation, which can take 1 to 3 business days.
• You receive an email notification when your account is approved.

After setup is complete

Once your payment account is verified:

• All new invoices automatically include a Pay Now option on the customer portal.
• Existing sent invoices also gain the payment option when the customer accesses them.
• You do not need to enable payments on each invoice individually.

Step 2: Understand the customer payment experience

When online payments are enabled, your customers can pay invoices directly from the invoice portal. Here is what they experience:

Accessing the invoice

1. The customer receives your invoice email.
2. They click the link to view the invoice at /i/[token].
3. The invoice portal page shows the full invoice details and a Pay Now button.

Making a payment

1. The customer clicks Pay Now.
2. A secure payment form appears.
3. They enter their payment details (card number, expiration, security code).
4. They review the payment amount and click Confirm Payment.
5. The payment processor handles the transaction securely.
6. A confirmation screen appears with a summary of the payment.

Payment confirmation

After a successful payment:

• The customer sees a Payment Successful confirmation on screen.
• A receipt email is sent to the customer's email address.
• The invoice portal page updates to show the Paid status.
• The customer can download a PDF receipt for their records.

Failed payments

If a payment fails:

• The customer sees an error message explaining the issue (insufficient funds, expired card, etc.).
• They can retry with different payment information.
• The invoice remains in its current status (Sent, Viewed, or Overdue) until payment succeeds.
• No charge is made to the customer's payment method.

Step 3: Supported payment methods

JobsiteOn supports the following payment methods through the payment processor:

Credit and debit cards

• Visa
• Mastercard
• American Express
• Discover

Cards are the most common payment method for online invoice payments. Customers enter their card details directly on the secure payment form.

Bank transfers (ACH)

• Direct bank-to-bank transfers from the customer's checking or savings account.
• ACH payments typically take 3 to 5 business days to process.
• Lower processing fees compared to card payments.

Payment method availability

The available payment methods depend on your payment processor configuration and the customer's location. Most customers will see both card and bank transfer options.

Step 4: Payment confirmation and recording

When a customer completes an online payment, the following happens automatically:

Automatic status update

The invoice status changes to Paid immediately after a successful card payment. For ACH bank transfers, the status updates when the transfer is confirmed (typically 3 to 5 business days).

Payment record

A payment record is created on the invoice with:

• Payment amount — The full or partial amount paid.
• Payment method — Card type or ACH.
• Transaction date — When the payment was processed.
• Transaction ID — A reference number for the payment.

Activity feed

The invoice activity feed logs the payment event with a timestamp and transaction details.

Notifications

• You receive an in-app notification and email confirming the payment was received.
• The customer receives an email receipt with the payment details and a confirmation number.

Payout to your bank

Collected payments are deposited to your connected bank account on a regular schedule:

• Standard payout — Funds arrive in your bank account within 2 to 3 business days after the payment is processed.
• Payout schedule — Payouts are batched daily and deposited automatically.

Step 5: Handle partial payments

If a customer wants to pay a portion of the invoice amount:

1. They enter the partial amount in the payment form.
2. The system records the partial payment.
3. The invoice shows the remaining balance.
4. The status updates to reflect the outstanding amount.
5. The customer can return later to pay the remaining balance.

Tracking partial payments

On the invoice detail page, you can see:

• Total amount due.
• Amount paid so far.
• Remaining balance.
• Individual payment records with dates and methods.

Managing refunds

If you need to refund a payment:

1. Open the invoice detail page.
2. Navigate to the payment record you want to refund.
3. Click Refund and confirm the amount.
4. The refund is processed through the original payment method.
5. The customer receives a refund confirmation email.
6. The invoice status updates to reflect the refund.

Refund timing

• Card refunds — Typically appear on the customer's statement within 5 to 10 business days.
• ACH refunds — May take 5 to 7 business days to process.

Tips

• Enable payments before sending your first invoice. Complete the payment setup so your first invoice already has the Pay Now option available.
• Mention online payment in your communications. When sending invoices, let customers know they can pay online. Many will appreciate the convenience.
• Monitor your payout schedule. Check your payment dashboard regularly to confirm payouts are arriving in your bank account as expected.
• Offer multiple payment methods. Keep both card and bank transfer options enabled to accommodate different customer preferences.
• Follow up on failed payments. If you receive a notification about a failed payment attempt, contact the customer proactively to help resolve the issue.
• Review processing fees. Understand the per-transaction fees for each payment method so you can factor them into your pricing if needed.

Troubleshooting

The Pay Now button does not appear on the customer portal

Confirm that payment processing is set up and verified in your workspace settings. If the setup is incomplete or pending verification, the Pay Now button will not appear.

A customer reports a payment error

Ask the customer for the error message they saw. Common issues include:

• Insufficient funds — The card or bank account does not have enough balance.
• Expired card — The card has passed its expiration date.
• Incorrect details — A typo in the card number or security code.
• Bank block — The customer's bank may block the transaction for fraud prevention. They should contact their bank to authorize it.

Payment was processed but the invoice still shows Sent

For ACH bank transfers, the status updates when the transfer clears (3 to 5 business days). If it has been longer, check the payment record on the invoice detail page for the transaction status.

I do not see payouts in my bank account

Verify your banking details in the payment settings. Check the payout schedule in your payment dashboard. New accounts may have an initial hold period before the first payout.

I need to change my connected bank account

Update your banking information in the payment settings. Note that there may be a verification period for the new bank account before payouts resume.

FAQ

Is there a per-transaction fee for online payments?

Yes. The payment processor charges a per-transaction fee that varies by payment method. Card payments typically have higher fees than ACH transfers. Review the fee schedule in your payment settings.

Can I add the processing fee to the customer's invoice?

You can add a convenience fee as a line item on the invoice if your local regulations permit it. Label it clearly (for example, "Processing Fee") so the customer knows what it covers.

Can customers save their payment method for future invoices?

Payment method storage depends on the payment processor configuration. Contact support for details on recurring payment options.

What happens if a customer overpays?

Overpayments are recorded on the invoice. You can issue a refund for the excess amount or apply it as a credit toward a future invoice.

Is online payment required for my customers?

No. Online payment is an option, not a requirement. Customers can still pay by check, cash, or bank transfer. You record those payments manually on the invoice.

Are online payments secure?

Yes. All payment processing is handled by a PCI-compliant payment processor. Card details are encrypted and never stored on JobsiteOn servers. The customer payment form uses industry-standard security.

Related articles

• Create and Manage Invoices
• Set Up Payment Reminders
• Track Quote Status