How to accept online payments for your invoices

Did you know you can accept online credit card and ACH payment for invoices created in Knowify?

With our free integration to QuickBooks Payments, you can automatically include payment links when invoicing your customers. Your customers get an easier way to pay, and you can automatically track payments in the same system you use for invoicing. That’s what we call a win-win.

Why accept online payments in Knowify?

• Get paid faster: Customers paying online means no more waiting on mailed checks. Contractors using digital payments get paid up to 4x faster than those collecting checks.

• Protect your margins: Knowify gives contractors a few ways to protect their margins when collecting online payments, compared to other payment processing solutions. We allow you to add a 3% surcharge for credit card payments so processing fees don’t eat into your profits, and offer lower rates than most other processors. 

  • 2.8% for credit card payments

  • 1% for ACH (capped at $15)

• Easier for your customers: Give your clients a secure, professional payment portal where they can pay in just a few clicks.

• No more manual payment reconciliation: Processing payments in the same system where you send invoices saves you time means no more manual reconciliation. Plus, payments automatically reconcile instantly in both Knowify and QuickBooks.

• Our payment processing tools are built for the trades. Knowify's payment processing workflows are built specifically for the way trade contractors do business:

  • 🔗 Accept ACH and credit card payments through our secure online portal

  • 💳 Add a credit card surcharge to protect your margins

  • 📲 Send invoices from the field and get paid before getting back in the truck with scan-to-pay from Service Pro.

  • 🤝 Take advantage of lower transaction fees negotiated just for Knowify customers

  • ✅ Automatically reconcile payments back to each job and invoice in both Knowify and QuickBooks

How to accept online payments in Knowify: 

1. Add a link to the payment portal on your invoices

2. Email the payment link to your customers

3. Share a payment link directly with your customer

4. Manage your online payments settings

1. Add a link to the payment portal on your invoices

1. Create an invoice as you normally would in Knowify, then click Verify & Finalize.

2. On the Invoice Summary screen you’ll see the options to Enable payment with credit card and Enable payment with ACH/bank transfer. Selecting either or both options will enable the appropriate payment methods for this invoice. 

3. If you select Enable payment with credit card, you may also see the option to include a 3% processing fee on credit card payments. (Credit card surcharges are not currently supported in MA, NY, CT or PR, based on local regulations. Learn more about credit card surcharging here.) If selected, this surcharge will automatically apply to credit card payments made via the payment portal for this invoice.

4. Click Finalize to continue. The invoice will now include a link to Pay now online. Clicking this link will bring your customers to the secure online payment portal, where they can pay using the methods you selected.

   

Note: If you don’t see these payment options when finalizing your invoices, check your Admin settings to ensure online payments has been configured correctly (see below).

2. Add the payment link to the email when sending an invoice

When sending an invoice to your client, you can choose to include the payment link directly in the body of the email. This gives them an easy way to access the payment portal and pay their invoices right from their inbox. 

1. When sending the invoice, first add your client's email address. 

2. Then scroll down to Advanced settings, and choose Include link to accept online payment. 

3. Knowify will add a link to the payment portal directly to the Message section of the email (it looks like this when editing them email: ^PaymentLink^).

4. Your customers can click on the payment link and access the payment portal directly from their inbox, giving them an easier way to pay the invoice online. 

Tip: You can adjust which payment methods are offered (ACH only, card only, or both) before sending.

3. Share a payment link directly with your customer

Once an invoice has been created, it's easy to generate a payment link you can share directly with your customer via email or text (if you prefer to send these communications yourself). 

1. Open the invoice, then click the three dots on the right-hand corner to open the Invoice Menu. 

2. Select Process payment, select the payment methods you'd like to accept, then click Get payment link. 

3. You'll have the option to Go to the payment portal directly (if you need to manually enter their payment details), or copy the link to your clipboard for easy sharing outside of Knowify. 

4. Manage your online payments settings

Knowify's payment processing workflows are powered by QuickBooks Payments. To manage your integration to QuickBooks Payments and set your default payments settings, go to Admin > Customize > Integrations > Online Payments by QuickBooks Payments.

Here's what to do if you're not seeing all of the payment processing options in Knowify:  

1. Check to make sure you're connected to QuickBooks Payments. If you are not connected to QuickBooks Payments, you'll see the option to "Connect to QuickBooks." Click this button and follow the steps in your QuickBooks account to activate online payments in Knowify.

2. Select your default payment methods. You can choose which payment methods you'd like to accept by default (ACH only, card only, or ACH and card) on all invoices using the dropdown menu. (You will still be able to select the accepted payment methods on each individual invoice.)

3. Enable a 3% credit card processing fee by default. We give you the option to add credit card surcharges to online payments made via credit card to help you protect your margins. Checking this box enables the surcharge on all invoices by default, but you can still toggle this on or off manually on each invoice if needed. 

Credit card surcharges are not currently supported in MA, NY, CT or PR, based on local regulations. Before enabling credit card processing fees, you are responsible for ensuring compliance with all applicable laws, card network rules, and state regulations. Please consult a legal professional if needed. Learn more about credit card surcharging here.

Need help or have questions about online payments? Book a time with a payments expert here.