Card Payments — Training Portal

Card payments are processed through an integrated payment system (Stripe). The client can pay by entering their card details, or you can charge a card already on file.

Processing a Card Payment

Open the Client's Billing Tab
Navigate to the client's profile and click the Billing tab.
Click + New Payment
Click the New Payment button to open the payment form.
Enter the Amount
Type the dollar amount to charge. The system may suggest the outstanding balance amount.
Select "Card" as Payment Method
Choose "Credit/Debit Card" from the payment method dropdown.
Enter Card Details
The client enters their card number, expiration date, and CVV in the secure card form. Alternatively, select a saved card if one is on file.
Add a Description (Optional)
Add a note like "Monthly service payment" or "Product purchase" for record-keeping.
Click Process Payment
Click to process. The system contacts the payment processor and shows a success or failure message within seconds.

On success: The payment is recorded, the client's balance updates immediately, and a receipt can be generated or emailed.

Handling Payment Failures

Error	Meaning	What to Do
Card declined	Bank rejected the charge	Ask client to try a different card
Insufficient funds	Not enough money on the card	Try a smaller amount or different card
Expired card	Card is past its expiration	Client needs to use a current card
Invalid CVV	Security code doesn't match	Re-enter the CVV carefully
Processing error	Temporary system issue	Wait a moment and try again

Never write down card numbers. Card details are handled securely through the integrated payment form. Never ask a client to write their card number on paper or store it outside the system.

Offering to Save the Card

After a successful payment, you can offer to save the card for future use. Check the "Save card for future payments" option before processing. See Saved Cards for details.

Troubleshooting

Payment form not loading

This usually indicates a network issue. Refresh the page. If the form still doesn't appear, check your internet connection.

Client was charged but system shows failure

This is rare. Check the payment history for the transaction. Contact your manager — they can verify the charge status in the payment processor dashboard.

Quick Reference

Action	How
New card payment	Billing tab → + New Payment → Card
Charge saved card	Select saved card from dropdown
Save card for later	Check "Save card" box during payment