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How to Receive Manual Payments via Credit Card (Stripe) Within HaloPSA from an Invoice

Goal

This guide will help you easily receive manual payments through credit card using Stripe within HaloPSA for invoices.

Prerequisites

  • Access to your HaloPSA account.
  • A Stripe account set up and linked to your HaloPSA instance.
  • Appropriate permissions to manage invoices in HaloPSA.

Step-by-Step Process

1. Log into HaloPSA

2. Navigate to Invoice Management

  • From the left-hand sidebar, find and click on Invoices.
  • ]

3. Access Unpaid Invoices

  • Click on Unpaid Invoices to view all existing unpaid invoices.

4. Select an Invoice

  • Identify the invoice for which you wish to receive a manual payment.
  • Click on the desired invoice to open its details.

5. Review Invoice Details

  • Ensure that all the invoice details are correct, including the amount due and the due date.

6. Prepare for Manual Payment

  • At the top of the invoice details page, locate the Receive Payment (Manual) button.
  • Click on this button to initiate the payment process.

7. Choose Payment Method

  • Select Credit Card as the payment method from the tabs. It should be the default tab. You may select ACH Bank Payment as well.
  • Next step you'll enter the ACH details or credit card details you receive over the phone or vocally.

8. Enter Payment Details

  • A form will appear for you to enter the customer's credit card details or ACH details:
  • Ensure that all information is entered accurately.

9. Process Payment

  • After entering the necessary details, click on the Submit or Pay button to complete the payment.
  • You should see a confirmation message if the payment is successful.
  • ![SCREENSHOT PLACEHOLDER – <Payment confirmation message>]

10. Update Invoice Status

  • Once the payment is processed, the invoice status should automatically update to Paid.
  • Make sure the receipt is emailed or provided to the customer appropriately. This happens automatically.
  • ![SCREENSHOT PLACEHOLDER – <Invoice status update>]

11. Troubleshooting

  • Payment Failure: If the payment fails:
    • Double-check the credit card details for accuracy.
    • Review your Stripe account for any error messages.
    • Ensure permissions and payment gateway settings are correct.

FAQ / Troubleshooting

  • What should I do if my payment fails?

    • Ensure that the credit card information is entered correctly. Consult your Stripe dashboard for more error details.

  • Can I see transaction history?

    • Yes, transaction history can be accessed under the Finance or Transaction section in HaloPSA.

  • What if I need to issue a refund?

    • Locate the payment record and check if there is an option to issue a refund through Stripe directly.

Additional Resources

Change Log

Date Changes Made
2025-07-28 Initial creation of the guide
2025-07-29 Modified based on user feedback

This guide should assist users in effectively receiving credit card payments via Stripe in HaloPSA for their invoices. For further questions or assistance, please contact your system administrator or support team.

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