Payment Processing: Accept Online Payments & Get Paid Faster (Step‑by‑Step)

Speed to payment is everything. With Invoice Master, you can connect a payment gateway, add a Pay Now button to every invoice, and watch time‑to‑cash shrink.

Key takeaways

• Connect Stripe once; enable Pay Now on all invoices to reduce clicks.
• Keep Total Due and Due Date prominent; use short terms (Net‑0/Net‑7) for faster collection.
• Automate reminders and use multi‑currency for international clients.

What “payment processing” actually means

Online payments involve three moving parts:

• Payment gateway – securely passes card/bank details from your client to the processor (e.g., Stripe).
• Payment processor – authorizes, settles, and moves funds.
• Merchant account – where card funds land before they transfer to your bank (often bundled with modern gateways).

Invoice Master integrates with Stripe, so you can accept major cards and popular wallets through a secure checkout. Card data never touches Invoice Master servers.

Set up online payments in 5 minutes

1. Open Settings → Payments in Invoice Master.
2. Click Connect Stripe and complete the guided setup.
3. Toggle Enable Pay Now for invoices and quotes.
4. Add your default terms, currency, and tax settings.
5. Send a test invoice to yourself and run a small payment.

Tip: Turn on Auto‑send receipt and Paid status notifications to keep everyone informed.

Related: Mobile Invoicing (No App Required)

Fees & cost structure (what to expect)

Providers typically charge a small percentage + fixed fee per successful transaction, with add‑ons for currency conversion or disputes. Exact pricing varies by region and payment method—always review your gateway’s current pricing page and factor costs into your rates. Consider:

• Domestic vs. international card fees
• Wallets & bank debits (often priced differently)
• Chargebacks (dispute fees + lost revenue risk)

Optimize checkout to get paid faster

• Put Pay Now above the fold. In the invoice view, the payment button should be visible immediately on mobile.
• Use short terms. Net‑0/Net‑7 outperforms Net‑30 for cash flow.
• Save payment methods. Let clients store a card for future invoices.
• Offer deposits. Bill a portion up front, then auto‑invoice milestones.
• Automate reminders. Schedule a gentle nudge 3 days before and 3 days after due date.
• Link everywhere. Include the invoice payment link in the email and, if appropriate, by SMS.

See: 7 Invoicing Best Practices and How to Handle Late Payments

Security & compliance (the trust checklist)

• PCI DSS: Processed via Stripe; Invoice Master never stores card numbers.
• TLS/SSL encryption: End‑to‑end for all invoice and payment pages.
• Strong Customer Authentication (SCA): 3D Secure prompts when required.
• Access control: Role‑based permissions for your team.
• Audit trail: Timestamped payment events on each invoice.

International payments without headaches

• Multi‑currency invoicing: Set a client’s currency once; totals convert automatically.
• Localized labels: VAT/GST fields and language options reduce confusion.
• Lock exchange rate on issue date to prevent disputes.
  Learn more: How to Invoice International Clients and Multilingual Invoicing.

Refunds, chargebacks & disputes: a quick SOP

1. Respond fast. Acknowledge the client and review the invoice + delivery proof.
2. Partial refund vs. credit. Decide the cleanest resolution and process in Stripe.
3. Dispute evidence. Provide signed quotes, emails, delivery logs, and terms.
4. Tighten prevention. Require approvals, use clear descriptors, attach proof (photos, POs).

Reconciliation & reporting

• Automatic status updates: Invoices move to Paid instantly after a successful charge.
• Receipts: Auto‑email payment receipts to clients.
• Exports: Download CSVs and PDFs for your books or accountant.
• Syncing: Use exports for QuickBooks/Xero or share with your bookkeeper.

Deep dive: Accounting Software & Payment Processing

Payment‑ready invoice checklist

• [ ] Pay Now enabled and tested
• [ ] Clear Total Due & Due Date up top
• [ ] Correct currency/tax labels (VAT/GST if applicable)
• [ ] Short payment terms (Net‑0/Net‑7)
• [ ] Reminder schedule set (before + after due)
• [ ] Deposit or milestone plan (if relevant)
• [ ] Attach proof (timesheets, photos, PO)

FAQs

What payment methods can I accept with Stripe in Invoice Master?
Major cards and popular wallets (availability varies by country). Check Stripe for current coverage.

Can clients set up auto‑pay?
Yes. Enable Auto‑Pay on recurring invoices so saved cards are charged on the due date.

How fast do funds arrive?
Payout timing depends on your Stripe country and account settings. Review Stripe’s payout schedule.

Can I pass processing fees to clients?
Practices and laws vary by region and card network. Consult local regulations before surcharging.

Do refunds update the invoice automatically?
When you issue a refund in Stripe, mark the corresponding invoice as Refunded/Partially Refunded for clean records.

Next steps

Connect Stripe, enable Pay Now, and send a test invoice today. The sooner you reduce clicks between “received” and “paid,” the faster your cash flows.

Looking for tailored setup tips?
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