Invoicing & Google Pay FAQ | SpotOn Virtual Terminal

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Invoicing FAQ

What is Invoicing?

SpotOn Invoicing enables you to create and edit itemized invoices, schedule them to be sent out on determining times, set due dates for when the invoice is paid off, schedule reminders to remind customers of the outstanding balances, and collect deposits. Also, it makes the payment collection process easy. SpotOn Invoicing is another tool for you to use in their day to day running your business. This feature is free for merchants processing with SpotOn.

Is the Virtual Terminal Invoicing Feature included in the cost of the SpotOn Platform?

Yes, Invoicing is included for clients processing payments with SpotOn.

What information can I enter in an invoice?

To create an invoice, all that is needed is the "who" and the "what." Who are you billing? And what are they purchasing? The bill to section is integrated with our accounts feature, which allows you to easily search and select existing accounts to use that information for invoicing. The line items section makes up the "what." For line items, you can define the item price and details. Once those two pieces are collected, the invoice can be created. 

You also have the option to add more information such as title, message, invoice ID, discount, define invoice send date and due date, collect deposits, add reminders, add terms and conditions, and add up to 10 attachments.  

What can I do to remind customers to make payments?

With each invoice, reminders can be set to automatically send out on the due date or "X" amount of days before or even after an invoice is due. If that is not enough, you can manually send a reminder to the customer to pay the due balance for unpaid and overdue invoices.

How can a customer pay their invoice?

When an invoice is sent out, the customer has access to a payment portal link. This link opens up a payment portal that allows them to enter their credit card information to pay off the due balance in the invoice. Once their payment is complete, they will receive an email receipt. 

How do I know if an invoice is paid or not?

As a merchant, the invoice home page will contain the list of all invoices. At a glance, each invoice has an attached status to it. You can search the invoice by name or ID and view the status. Any payments made, either through the portal or the merchant, will be reflected in the invoicing list.

Can a late fee be added if an invoice is paid beyond a set deadline?

No, but a late fee charge can be charged via the checkout flow if needed.

Can past information be saved and selected for use on future invoices?

When creating a new invoice, you can search for existing customers. Invoices can be duplicated for ease of use when creating new invoices.

Is this integrated with any other features?

Invoicing is currently integrated with the Virtual Terminal accounts feature. It allows you to bill to an existing list of accounts on file and avoid importing your customer list. 

How can I use this in my business?

Merchants who require a request for payment with their customers would be a great fit to use this feature. Some examples are: home services, professional service, and even restaurant merchants are great candidates for this tool. It's flexible enough to fit most business needs.

Can I add a logo to my invoices?

Yes, that can be done through the Dashboard settings under Images.

Is there a limit to the number of invoices I can send in a month?

No, there is no limit.

Google Pay Invoicing FAQs

Will this change apply to all merchants?

Yes! All merchants with Virtual Terminal enabled can send invoices and let their customers pay using Google Pay.

Can customers pay with all types of devices?

No. To pay with Google Pay, the customer needs an Android device or a Chrome browser with a saved payment method. 

Does the customer need to enter their shipping information if requested?

No, SpotOn collects the customer’s shipping and billing information that’s already saved in the customer’s Google Pay settings.

Can I issue a refund for a Google Pay payment?

Yes, the merchant can issue a refund in the same way they currently issue refunds. You can find refund transactions in the Virtual Terminal’s transactions page.

Will I see any difference between Google Pay transactions?

No, from the merchant’s perspective, you will not see any difference.