Pay invoice for a booking

Accept, add, and receive payments securely with OctopusPro. OctopusPro accepts all types of payments from credit cards, to cash to bank transfers to deposits and more.

You get to add and receive payments from your customers securely by integrating with your trusted business partners via Stripe, Paypal, Wepay, Square, and more.

Table of contents:

• Does the system generate the booking invoice automatically?
• Can users force generate invoices for bookings regardless of the booking status?
• Paying invoices for bookings using a credit card
  • Paying invoices as an admin user
  • Paying invoices as a fieldworker using the fieldworker app
  • Paying invoices as a customer
• How does OctopusPro process other payment methods (cash, check, ..etc), while keeping the admin users safe from fraud? 
• Processing Other payment methods (Cash, check …etc.)
  • Paying invoices using other payment methods as an admin user
  • Paying invoices using other Payment methods as a fieldworker
• Do I need to generate an invoice for a booking to add a payment for the booking?

Does the system generate the booking invoice automatically?

The system generates the booking invoice automatically after the booking is complete and the fieldwork has finished the job. However, users can manually generate an invoice for a booking regardless of the booking status. After creating a booking and completing that booking, then an invoice will automatically be generated for that booking, where the customer will be required to add the payment for that booking.

Can users force generate invoices for bookings regardless of the booking status? (Can the users pay invoices before finishing a job?)

Users can pay invoices for bookings regardless of the booking status or before the booking is completed. They can do so by generating the invoice manually from the booking view and can ask customers for payments at any stage of the booking.

From the sidebar menu, click on Bookings > All Bookings 

On the booking list page, click on the booking you wish to generate an invoice for, then select “View booking”.

On the booking overview page, click on the actions button then select “Generate invoice”

An invoice will be generated for that booking, and you will be redirected to the invoice list page, to view your invoice. Click on the actions button at the top of the page, Then select “+Add payment” to add a payment for that booking.

Paying invoices for bookings using a credit card

Paying invoices as an admin user

To pay an invoice as an admin user using a credit card, on the invoice list page, click on the invoice you wish to add a payment to, on the invoice view page, Click on the actions button, Then select “+Add payment”.

You will be redirected to the add a payment page, to add your credit card details and submit your payment.

Make sure you have enabled a payment gateway for your business to be able to accept online payments. To learn more click here.

On the add a new payment page, you will be able to view the invoice details like the invoice number and the amount to be paid. You can edit the invoice number and even change it by clicking on the edit icon. 

You will also be able to view your customer details like their name, email address, and location. You can edit your customer details by clicking on the edit icon.

Your payment will be encrypted and secured by the payment gateway you have enabled for your business. In this case, the payment is encrypted and secured by Stripe.

1. You will then be able to view your payment amount, which is the amount you should pay for this booking invoice.
2. You can add a tip for the assigned fieldworker here.
3. You can view the total amount to be paid including the tip amount if you have added any. 
4. You can view a Surcharge percentage for the assigned fieldworker here.
5. You will be able to view your assigned fieldworker for that booking.

Adding credit card details

1. Add the card number here. 
2. Then enter the expiry date of the card and the security code of the card, which is the 3-digit security number on VISA, MasterCard, and Discover cards, or the 4-digit numeric code on American Express cards. 
3.  Enter the credit card holder’s name which is written on the card. 
4. If you wish to save these credit card details to your profile, then tick the box. 
5. You can add here any additional comments or remarks you wish to note. 
6.  If you wish to send the payment receipt to your customer, then tick the box. 

After adding your credit card details, click on Submit to submit your payment successfully.

Paying invoices as a fieldworker using the fieldworker app

After logging in from the fieldworker app, from the sidebar menu on the left, they should click on Invoices and the invoice they wish to pay. On the invoice view page, they should click on “Payments”.

They will be redirected to the add credit card payment page, to enter the credit card details and pay for the booking. The amount that should be paid for this invoice will be on the top of the page, your fieldworker can add a tip which will be calculated to the total amount to be paid. Your fieldworker can either scan their card or enter their details manually below. 

First, they should enter the card number, then they should enter the credit card holder’s name which is written on the card. 

After that, they should enter the expiration date of the card and the security code of the card, which is the 3-digit security number on VISA, MasterCard, and Discover cards, or the 4-digit numeric code on American Express cards. 

They can also add any comments or remarks, which will only be visible to the office, and not to the customer. After agreeing to the terms and conditions you have set up for your business, they should click on submit to process their payment successfully. 

Paying invoices as a customer

After the invoice is generated and sent to the customer, they will receive an email where they should click on “Pay invoice”, to be able to add the payment. 

Upon your customer clicking on the “Pay invoice” button, they will be redirected to the add credit card information page, where they will view all the invoice details, they can add a tip and their credit card information to submit their payment.

How does OctopusPro process other payment methods (cash, check, ..etc), while keeping the admin users safe from fraud? 

The system records every payment made and received by users, and the payments always need approval by the admin user to be processed, so if the fieldworker made a cash payment and closed the invoice, the admin will have to approve the payment first in the pending payments section for the payment to be processed, this ensures all payments are secured and processed safely.

Processing Other payment methods (Cash, check …etc.)

Paying invoices using other payment methods as an admin user

To pay an invoice as an admin user through other payment methods like cash, check, etc.., on the invoice list page, click on the invoice you wish to add a payment to, on the invoice view page, Click on the actions button, Then select “+Add payment”

You will be redirected to the add credit card details page, click on ADD OTHER PAYMENT METHODS to add your payment details, and submit the payment for the invoice using cash, check, etc.

On the add a new payment page, you will be able to view the invoice details and process your payment.

1. Invoice number: This is the number of this invoice and you can edit and change it by clicking on Edit invoice Number. 
2. Invoice type: This is the status of this invoice. 
3. Invoice Amount: which is the total amount of the invoice.
4. Invoice date: which is the date the invoice was generated.
5. Customer name: the name of the customer you are submitting the payment on behalf of. 
6. Received date: which is the date the customer has received the invoice. 

Payment type: select from the dropdown menu your preferred payment type for this invoice.

1. Fieldworker: This is the fieldworker assigned to this booking. 
2. Payment Amount: which is the amount to be paid by the user. 
3. Here you can add a tip if you prefer, which will be added to the total amount to be paid.
4. Total payment including tip: is the total amount to be paid including the tip added. 
5. Payment Reference: enter your payment reference number for this payment transaction here. A payment reference number is a unique set of numbers and letters that is applied to a financial transaction. The transaction in question could be a bank transfer, a direct debit, a standing order, or simply a payment made using a debit or credit card. 

Description: Add any details or remarks here, which will only be visible to the office.

After clicking on Save, and submitting the payment information, a popup window will appear and you will then have to approve this payment as an admin user, click on “Approve” to approve the payment.

After approving the payment, another popup window will appear, asking whether you want to send an updated invoice to your customer, click on “Send invoice” to send your customer an email with the updated invoice including the payment that was added.

Paying invoices using other Payment methods as a fieldworker

Before your fieldworker can add any payments, you first have to allow your fieldworkers to pay the invoice using other payment methods, you can do so from your fieldworker’s permissions page.

After logging in from the fieldworker app, from the sidebar menu on the left, they should click on Invoices and the invoice they wish to pay. 

Then on the invoice view page, they should click on “Payments” to submit the payment for this invoice.

They will be redirected to the add credit card payment page, they should click on Other payment methods to add the payment details and submit the payment for the invoice using cash, check, etc.

They will be redirected to the other payment methods page, the amount that was paid for this invoice will be on the top of the page, it can be edited, and your fieldworker can add a tip which will be calculated to the total paid amount. They should select how the payment was received, and add any comments or remarks which will only be visible to the office (admin user and fieldworker). They should then click on Save to save the payment for this invoice.

Do I need to generate an invoice for a booking to add a payment for the booking?

If the job is completed and the booking status has been marked as completed, then an invoice will be automatically generated for the booking to be able to add a payment for the booking. In the case that you want to add a payment for the booking before the job is complete, then you will have to manually generate an invoice for this booking to be able to add a payment to the booking. 

For more information please visit Octopuspro user guide, and subscribe to our YouTube channel.