Online payments

Bokapsys can collect invoice payments online through Stripe, a payment provider. Your customer clicks the payment link in the invoice email, pays on a secure page, and the payment is recorded against the invoice for you. You choose whether the money goes straight into your own Stripe account or whether Bokapsys collects it and pays you out.

Before you start

• You need permission to view and edit company settings to choose a collection method.
• You need permission to view payouts to open the Payments page.
• Collecting online is optional. If you only want to be paid by bank transfer, print your bank details on your invoices instead. See Invoices.

Choose how you collect

Open Company Settings > Payment Collection. You can choose one of two methods and switch later.

Stripe Connect (Express)

Customers pay into your own Stripe account, and Stripe pays out to your bank, usually the next business day.

• No Bokapsys platform fee. Stripe’s processing fees apply.
• You manage payouts in your own Stripe dashboard.
• You complete Stripe’s identity and bank verification once.

Bokapsys-managed

Bokapsys collects the payment on its Stripe account and pays you out to your bank on a recurring schedule.

• No Stripe account needed on your side.
• Stripe’s processing fee and a Bokapsys fee come out of each payout.
• You tell Bokapsys which bank account to pay you into.

Set up Stripe Connect

1. In Payment Collection, click Use Stripe Connect.

2. When asked Where is your business based?, pick your Country.

3. Complete Stripe’s onboarding. Stripe asks for your business details and the bank account to pay into, then returns you to Bokapsys.

4. Check the status panel. When it reads Ready to accept payments, with Details submitted, Charges enabled and Payouts enabled all ticked, you can collect online.

If you leave onboarding part-way through, click Continue onboarding to pick up where you stopped. If Stripe needs more information later, the panel shows Stripe is verifying your details and an Update details button. Click Sync to refresh the status, Stripe dashboard to open your Stripe account, or Disconnect to unlink it.

Set up Bokapsys-managed collection

1. In Payment Collection, click Use Bokapsys-managed.

2. Under Where should we pay you?, click Add payout account and enter a Label, Bank name, Account holder and either an Account number with Routing / sort, or an IBAN with SWIFT / BIC for international accounts.

3. Click Save payout account. The section shows Configured once a payout account is on file.

Tip

Each invoice uses your workspace method by default. To make a single invoice bank-transfer only, change Payment collection method on that invoice. See Invoices.

What your customer sees

When you send an invoice, the email includes a Pay invoice button. It opens a payment page that needs no sign-in and shows:

• your logo, business name and address,
• the invoice number, amount due, issue and due dates, and the PO number if there is one,
• the line items and totals, plus any notes, terms and bank details you added,
• a Pay button for the amount due.

On the next page the customer can pay by card, Apple Pay or Google Pay. Invoices in US dollars can also be paid by US bank transfer (ACH), and invoices in euros by SEPA Direct Debit. Bank payments can take one to four business days to clear.

Card details are entered on Stripe’s secure checkout. Bokapsys never sees them.

After paying, the customer sees a confirmation, and the invoice in Bokapsys updates to Paid or Partially paid by itself. If an invoice is set to bank transfer only, the page shows your bank details instead of a Pay button.

Opening the page for the first time moves a sent invoice to Viewed, so you know the customer has seen it. A link stops working if the invoice is voided or written off.

You can also give a customer one link that lists all of their open invoices. See Customers.

Track payments and payouts

Open Invoicing (AP-AR) > Accounts Receivable > Payments. What you see depends on your method.

Stripe Connect

• Tiles for Available, Pending, Charges and Payouts.
• Balance by currency, split into available and pending settlement.
• Recent payouts to your bank, with created and arrival dates.
• Recent invoice payments, with the gross amount, Stripe fee and anything refunded.
• Refunds you have issued.
• Stripe deep dive: Open Stripe Dashboard, or Show Stripe panels to manage your Stripe account without leaving Bokapsys.

Bokapsys-managed

• Tiles for Pending net, Bokapsys fee, Next payout and Stripe fee.
• A fee breakdown of your pending balance: Customers paid, Refunded, Stripe fee, Bokapsys fee and You receive.
• The account Bokapsys is paying you to.
• Recent payments, each marked Pending payout or Paid out.
• Payout history, with the gross, fees and Net to you for each payout. Open a payout to see the payments it included.

Refund an online payment

1. On Payments, find the payment and click Refund.

2. Enter the Amount. It starts at the full refundable amount; lower it for a partial refund.

3. Choose a Reason: Requested by customer, Duplicate charge, Fraudulent or Other, and add an Internal note (optional) for your team.

4. Leave Post to accounting ticked so the refund is recorded in your ledger, then click Issue refund.

The money goes back to the customer’s card or bank account. Stripe does not return its processing fee on a refund.

How it works

• Payments post to your ledger. An online payment increases cash and reduces accounts receivable, the same as a payment you record by hand. If the invoice is not posted yet, the payment’s entry is posted together with the invoice.
• One record, everywhere. The payment appears on the invoice, on Payments, in AR Aging and in your reports.
• Switching methods keeps your history. Moving between Stripe Connect and Bokapsys-managed does not change past payments, and a connected Stripe account stays linked if you switch back.

Related

Invoices

Customers

Company settings

Bank reconciliation