When you are ready to start a service contract and fulfill service requests coming from a customer, you will need to start collecting the price of the service plan as fixed recurring payments throughout the contract.
The option to generate a payment schedule for the contract and the service contract invoices created for the contract are listed under the "Payments” tab in the Contract details view.
Payment schedule
The payment schedule for the contract allows you to set the billing and due dates and terms of payment. Once set, you can start creating and sending the invoices.
Check out this article for more details.
Payment widgets
Up at the top, you will see the following widgets:
Next Payment—the billing date for the upcoming recurring payment.
Contract Length—the plan length and the start and end dates for the contract.
Billing Amount—the billing amount, the discount applied for the plan length, and the billing frequency.
Automate Invoice—the option to enable the Invoice Creation Automation feature and let Cloud collect the recurring payments for the contract.
Payment History table
You will also see a Payment History table listing all invoices created for the contract. Every invoice will show the invoice number, invoice, due and paid dates, the billing amount and convenience fee, if any, and the status of the payment.
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. |
ACH Return | An ACH Return has been flagged. This status is available only when using the D-Tools Payments solution. |
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.
Collecting recurring payments
You have two options to collect the recurring payments for contracts.
Invoice Creation automation
Cloud is built to automate recurring payment requests for a contract periodically on the billing dates via the Invoice Creation automation. With this automation enabled, Cloud will automatically send the invoice on the billing dates.
Check out this article for more details about the Invoice Creation automation
Manual invoicing
You can follow a traditional approach of creating and sharing invoices manually.
Check out this article for more details.
Payment reminders
For every invoice sent to the customer, Cloud will send reminder emails to the owner of the opportunity and the project 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 to process ACH and card payments, D-Tools Payments provides automation features to collect recurring payments automatically, automate invoice creation, and record transaction and convenience fees in the accounting integration.
Check out this collection of articles for more information about the automation features.
Third-party payment processing solutions
While Cloud no longer supports new users to integrate with third-party Payment Processing solutions such as ProPay, Stripe, and Clover Connect, existing users who had these integrations enabled may still make use of these payment processing solutions
Check out this article for more details about third-party Payment Integrations.