In this article we will cover how to send payment links & collect payment in the Field App for those who have signed up for the Stax add on feature. We will also cover how to enable these features and set the desired permissions for your crews.
It is important to note that in order for these features to securely work, the crew's device must have reception as these secure functions cannot be performed offline.
With these features enabled, you will be able to process payment quicker and easier than ever. There will be a few notes to take under advisement depending on if your business utilizes QuickBooks Online vs QuickBooks Desktop so please keep an eye out for these notes.
For those that have already signed up for the Stax add on feature, users will first need to make a few adjustments within their “Crew” settings within FieldCentral Admin.
Select the Settings icon on the quick access panel, then “Open” on People.
From here the user will click the pencil icon of the crew they would first like to edit.
The “Visit Time Option” will need to be set to “By Crew” and from here the user is able to opt if they would like to enable this crew to “Allow Card Transactions” and/or “Allow Payment Links” based on their preferences.
For any crew that has one or both of these features enabled, when a visit is marked as “Complete”, the user is brought to the Visit Summary, they will have the option to select “Payment”.
Please note that mobile payment is not an option for extended visits, in addition to field created visits. The “Payment” button will appear red for these visits and if a user attempts to use, they will receive an error message stating the feature is unavailable.
Once “Payment” is selected, the user will be provided the option to select which contact from the properties list of contacts they wish to use.
If the contact is not already listed under this property the user will select “New Contact” which will populate the screen below.
Here the user will be able to add additional contact information to save to the property.
Once the new contact is created, the user will then select “New Card” and enter the appropriate payment information. The card can be used as a one time payment method or be saved on file by using the “Save Card?” toggle.
Once the user selects “Continue” they will be brought to the “Payment” screen to finalize the transaction & select how the contact would like to receive their receipt for payment.
QuickBooks Online Clients: The Field App will immediately communicate with FieldCentral Admin and QuickBooks Online to generate a real time invoice to calculate and obtain the tax amounts and a final total. This assumes that the QuickBooks Online environment is configured for accurate sales tax calculations. When payment is confirmed in this step, that payment record is automatically applied to the invoice generated.
QuickBooks Desktop Clients: The Field App will communicate with FieldCentral admin and use the last refreshed tax/parts/material information to generate an invoice and a total. This assumes that tax codes and rates are being regularly refreshed from QuickBooks Desktop to FieldCentral. The invoice and payment record will be stored in FieldCentral admin until the next time billing and payment records are “Sent to Billing'' and can push all records to QuickBooks Desktop.
If the contact already exists on the property and payment information is already saved, the user is able to simply select “Pay Now” on the appropriate payment option and proceed with the transaction.
If the user would like to send the contact a payment link, they would simply select which email address or phone number they would like to send the payment link to and then confirm when ready to send.
QuickBooks Online Clients: The Field App will immediately communicate with FieldCentral Admin and QuickBooks Online to generate a real time invoice to calculate and obtain the tax amount and a final total. This assumes that the QuickBooks Online environment is configured for accurate sales tax calculations.
Once payment is made via the payment link, the payment record will be automatically applied to the generated invoice.
QuickBooks Desktop Clients: The Field App will communicate with FieldCentral admin and use the last refreshed tax/parts/material information to generate an invoice and a total. This assumes that tax codes and rates are being regularly refreshed from QuickBooks Desktop to FieldCentral.
This invoice will be housed in FieldCentral until the next time billing records are “Sent to Billing” and can push all records to QuickBooks Desktop.
Once payment is made, it will again be housed in FieldCentral until a user pushes the records to QuickBooks Desktop and apply that payment record against the existing invoice.
Additionally, if any contacts need to be edited the user can select “Edit Contact” and adjust accordingly.
It is important to note that crews in the field can either add or edit contacts but are unable to delete them.
If you are a client who has already signed up for the Stax add on feature, be sure to setup your crew permissions the next time you login to FieldCentral & begin capitalizing on this new feature!
If you are interested in the Stax payment feature, click here to find out more information.
Please note that if an invoice needs to be altered/adjusted in any way prior to being sent to the customer, this will need to be completed within FieldCentral Admin and likely means you will not be a good candidate for utilizing Field App Mobile Payments.
Additionally, if you are a QuickBooks Desktop client, please review your more recent refresh of your tax codes/parts & materials to ensure all invoicing will be accurate.