You can utilize the payment integrations with Stripe as recurring payments and GoCardless via direct debit or to take a lump sum. You can use the invoice portal or add the payments manually.

Taking payments via the Add New Contract wizard

Allow Commusoft to take payments on your behalf, automating the process.

Prerequisites

The payment integration(s) must be set up before they can be used in a contract template:

Stripe
GoCardless

1. Contract Template wizard: Setting up Recurring Payments

The below is information on how to set the contract template per the desired methods. Each contract template allows only one payment method. To offer multiple payment options, create separate templates for each method and name them accordingly. If your contract template is set to create multiple invoices, you can use recurring payments to automate the process. The payment frequency is determined by what you set in the Invoicing step of the Contract template. There are two options "Debit or credit card" and "Bank payment" the differences.

➡️ Profile icon > Settings > Contracts > Contract templates > Complete the wizard > Invoicing Step > Payments > Allow Commusoft to take payment > Yes

Customer Journey plan and above.

Debit or credit card

Select "Debit or credit card" if you plan to take recurring payments via Stripe.

➡️ Select payment option > Direct or credit card

Bank payment

Select "Bank payment" if you plan to set up Direct debits using the GoCardless integration. You must also complete the GoCardless confirmation email template in Communications step ensure the [mandate_customer_approval] tag is included.

➡️ Select payment option > Bank payment > Next

➡️ Communications > GoCardless confirmation template

2. Add New Contract wizard: Taking the payments

The below is information on how to apply the payment when adding a contract to a customer for the desired payment method either Debit or Credit Card (via Stripe) or Bank Payment (via GoCardless).

➡️ Locate the Customer record > Quicklinks > Contracts > Add new contract > Select the relevant contract > Wizard Step 6: Payment

Debit or Credit Card (via Stripe)

This option is for recurring payments made using the Stripe integration. Once the card details are entered, no further authorization is required. Choose one of the below options:

➡️ Use existing credit card

➡️ Setup new credit card

Bank Payment (via GoCardless)

This option is for a Direct Debit mandate set up using the GoCardless integration. There are three options available Set up the mandate.

Set Up a new mandate

The payment step will show a mandate form.
The customer must complete and approve the mandate via an email request.
The contract remains in "Pending mandate approval" status until completed.
Mandate links expire after 7 days.
The GoCardless activation process takes 2-3 days.

➡️ Setup new mandate > Complete the form > Save

Use an Existing Mandate

If a mandate exists in Commusoft, select it from the dropdown.
A new approval link is required; the contract activates immediately.

➡️ Use existing mandate > Stored Card > Select mandate from dropdown > Save

Import from GoCardless

Import existing customer mandates from GoCardless into Commusoft.
Copy the mandate reference from GoCardless and enter it in Commusoft.
Once linked, Commusoft will handle payments, and any GoCardless subscriptions will be cancelled.

➡️ Import from GoCardless > Enter Mandate reference > Check > Save

🔗 For more details, review GoCardless' Customer Hub article.

3. Expired Mandate Link

If a customer fails to complete the mandate approval within 7 days, the link will expire. To resend a mandate request, navigate to the contract and edit the payment details and enter the bank details again to trigger a new mandate request.

➡️ Customer Contract > Edit Payment Collection > Re-enter bank details > Save

Taking payments via the Invoice Portal

You can provide customers with a link to the Invoice portal to make payments themselves. Customers can pay via Stripe (Card, Apple Pay, Google Pay) or GoCardless (Instant Bank Pay). This method is used for one-time lump sum payments or monthly invoicing.

1. Contract template wizard

➡️ Profile icon > Settings > Contracts > Contract templates > Setup wizard > Invoicing Step > Payments > Allow Commusoft to take payment > No

You need to have the Invoice portal setup and the the associated core settings.

Manual Payments

You can manually add payments to contract invoices if you:

Do not want to use payment integrations.
Prefer manual management of contract payments.

➡️ Navigate to an Invoice > Add New Payment > Enter payment details > Save

This does not process a payment; it only records a transaction.