Payments and Invoices

This tutorial covers collecting payments and managing invoices in CleanDayCRM.

Payment Methods

CleanDayCRM supports multiple payment methods:

Collecting Payment via Stripe

Stripe is the recommended method for card payments. It handles everything securely.

Sending a Payment Link

1. Open a Completed job.
2. Click Request Payment (or Send Payment Link).
3. The system:
   • Creates a Stripe payment link for the job amount.
   • Sends an SMS to the customer with the link.
4. The customer taps the link, pays with their card.
5. Stripe confirms the payment via webhook.
6. The job is automatically marked as Paid.

Auto-Charge

For clients with a saved payment method:

1. Open the client profile.
2. Enable Auto-Charge.
3. After a job is completed and approved, the system automatically charges the saved card.
4. The customer receives a receipt.

This is ideal for recurring clients who prefer not to pay each time manually.

Collecting Manual Payments

For cash, check, Zelle, Venmo, or CashApp:

1. Open the completed job.
2. Click Mark as Paid.
3. Select the Payment Method from the dropdown.
4. The job is immediately marked as paid.

Insurance and Copay Payments

For insurance clients, payments are split:

Insurance Payment

• The insurance company pays the insurance amount (e.g., $125).
• Mark the insurance portion as paid when you receive the insurance payment.

Copay Payment

• The client pays the copay amount (e.g., $50).
• The copay can be paid via any method: Stripe, Zelle, Venmo, CashApp, or cash.
• If a copay discount applies, the final copay amount reflects the discount.

Tracking

Each booking shows:

• Insurance amount and whether it's paid
• Copay amount (after any discounts) and whether it's paid
• Payment method for the copay

Referral Credits

If a customer has referral credits:

• Credits are applied to the booking when created.
• The Referral Credits Applied field shows how much credit was used.
• The Final Price reflects the price after credits.
• Any remaining balance is collected via the normal payment methods.

Creating Invoices

For formal billing:

1. Go to Invoices in the sidebar.
2. Click New Invoice.
3. Fill in:
   • Client -- select the client
   • Booking (optional) -- link to a specific job
   • Due Date -- when payment is expected
   • Line Items -- add each service/charge:
     • Description (e.g., "Standard Cleaning - 3BR/2BA")
     • Quantity (e.g., 1)
     • Rate (e.g., $150.00)
   • Tax -- add tax percentage if applicable
   • Notes -- any additional information
   • Payment Terms -- e.g., "Due upon receipt" or "Net 30"
4. Save as Draft or click Send.

Invoice Number

Each invoice gets a unique auto-generated invoice number for your records.

Sending Invoices

1. Open a Draft invoice.
2. Click Send.
3. Enter the recipient's email (auto-filled from client profile).
4. The invoice is emailed to the client.
5. Status changes to Sent.

Invoice Statuses

Managing Overdue Invoices

When an invoice passes its due date:

1. The status automatically changes to Overdue.
2. Go to Invoices and filter by Overdue.
3. You can:
   • Resend the invoice
   • Contact the client directly
   • Send a payment link
   • Mark as paid if payment was received offline

Discount Codes

Offer promotional pricing:

Creating a Discount Code

1. Go to Settings > Discount Codes.
2. Click New Code.
3. Fill in:
   • Code -- e.g., "SPRING25" or "COMEBACK20"
   • Discount Type -- Percentage or Fixed Amount
   • Discount Value -- e.g., 25 (for 25%) or 50 (for $50 off)
   • Valid From / Valid Until -- the date range
   • Max Uses -- leave blank for unlimited
4. Save.

How Customers Use Codes

Customers enter the code when booking online. The discount is applied to the booking price.

Tracking

Each discount code shows:

• Total times used
• Remaining uses (if limited)
• Active/inactive status

Tips for Getting Paid Faster

1. Send payment links immediately after approving a completed job.
2. Enable auto-charge for recurring clients to eliminate payment friction.
3. Set clear payment terms on invoices (e.g., "Due upon receipt").
4. Send reminders for overdue invoices.
5. Offer multiple payment methods so customers can pay however is most convenient.

Cleaner Pay

Track payments to your cleaners:

1. Go to Team and select a team member.
2. Add Pay Logs for:
   • Paychecks -- based on hours worked and hourly rate
   • Supplies Reimbursement -- with receipt URL
   • Gas Reimbursement -- based on your reimbursement rate
3. Each pay log records: amount, date, description, and pay period (for paychecks).

Next Steps

• Team Management -- manage your cleaning staff
• Marketing and Campaigns -- reach your clients