Once you begin completing the work involved in the different phases of a project, it is time to start collecting payments according to the project's payment schedule.
All project payments, including the initial deposit and the milestone payments, are listed under “Details > Payments” in the Project details view.
Payment Status widgets
Under “Details > Payments,” up at the top, you will see widgets that indicate the total project value, payments collected, payments in progress, and the outstanding balance payment for the project.
Cloud will update the widgets automatically to display the current amounts as you collect more payments.
Project Payments table
You will also see a Project Payment table with an option to switch between payment terms and invoices sent for the terms.
Payment terms
On the "Terms" tab, you will see the payment terms, along with the dates, amounts, statuses, and invoice numbers of the terms for which invoices have been created.
The status of a payment term is tracked as follows.
Status | Description |
Not Invoiced | An invoice has not yet been created for the term. |
Invoiced | An invoice has been created for the term and shared electronically. |
Due | The payment for the term is due. |
Overdue | The payment for the term has not been received by the due date. |
Partially Paid | A partial payment has been received. |
Paid | The full payment has been received. |
Deposited | The payment has been deposited into the bank account. |
Failed | The payment for the payment term has failed and has not been deposited into the bank account. |
Click "Edit schedule" below the table to change the billing and due dates. If you want to create an invoice for a term, click "Create" in the Invoice column, and you will see the modal to create the invoice.
Invoices
On the "Invoices" tab, you will see the invoices you sent, along with the billing, due, seen, and paid dates, amount, and status.
If you have enabled an accounting integration, you will see a column with the invoice number from the integration or an option to create the relevant invoice in the integration. You will also see an Orange sync button to sync the convenience and transaction fees to the integration if they have not been synced.
If the payment for the invoice is overdue and the customer has not seen the invoice, you will see a "Resend" link in the Seen On column.
The status of an invoice is tracked as follows.
Status | Description |
Draft | An invoice has not yet been created. |
Sent | The invoice has been sent to the customer. |
Due | The payment for the invoice is due. |
Overdue | The payment for the invoice has not been received by the due date. |
Paid | The payment has been received. |
Deposited | The payment has been deposited into the bank account. |
Failed | The transaction has failed, and the payment has not been deposited into the bank account. |
ACH Return | An ACH Return has been flagged. This status is available only when using the D-Tools Payments solution. |
If you want to create an invoice, click "New invoice" in the top-right corner, and you will see the modal to create the invoice.
Requesting milestone payments
When a project milestone is complete, you can create an invoice for the relevant payment term and share it with the customer.
Check out this article for more details about requesting payment for project milestones.
Payment reminders
For every invoice sent to the customer, Cloud will send reminder emails to the opportunity owner and project owner seven days before the due date, on the due date, and the day after the due date.
If you want to disable some email notifications, check out this article about setting email notification preferences for invoices.
Payment integrations
If you want to track and collect payments directly from D-Tools Cloud, you have the following options:
D-Tools Payments
D-Tools Payments is D-Tools' own payment processing solution, which is available as an add-on to Cloud.
In addition to providing a channel for processing ACH and card payments, D-Tools Payments offers automation features to streamline invoice creation and track transition fees and convenience fees within your accounting integration.
Check out this collection of articles for more information about the automation features.
Third-party payment processing solutions
While Cloud no longer allows new users to integrate with third-party payment processing solutions, such as ProPay, Stripe, and Clover Connect, existing users who have enabled these integrations may still use them.
Check out this article for more details about third-party Payment Integrations.