Payments

​

Overview

Every supports both online credit card payments through Stripe and manual payment tracking for offline payment methods. All payments are automatically linked to invoices, updating invoice status and maintaining accurate payment records.

​

Payment Methods

​

Online Payments (Stripe)

Accept major credit cards (Visa, MasterCard, Amex, Discover) directly on invoice pages. How It Works: Connect Stripe account → Create invoice with online payments enabled → Client opens invoice page → Clicks Pay Now → Enters card details (secure Stripe form) → Payment processes instantly → Invoice marked Paid automatically → Both parties receive confirmation Processing Fees: Typically 2.9% + $0.30 per transaction (automatically deducted before deposit)

​

Manual Payment Methods

Supported Methods: Cash, Check, Bank Transfer (wire/ACH/EFT), Credit Card (processed elsewhere), Other Recording: Open invoice → Click Record Payment → Enter amount, date, method, optional notes/reference → Save (invoice status updates automatically)

​

Stripe Integration

​

Setting Up Stripe

Requirements: Business bank account, business information, government ID, tax information Setup: Settings → Payments → Connect Stripe Account → Complete Stripe onboarding (business details, bank account, identity verification, tax info) → Return to Every Timeline: Basic setup 5-10 minutes, full verification 1-3 business days (can accept payments during verification)

​

Stripe Account Status

​

Managing Stripe Connection

View Status: Settings → Payments → See current status, account details, access Stripe dashboard Disconnect: Settings → Payments → Disconnect Stripe → Confirm (online payments disabled, historical records preserved) Reconnect: Follow setup process again with same or different Stripe account

​

Stripe Payouts

Payments collect in Stripe balance → Automatic payout to bank account (usually daily, 2-7 business days processing). View payout status, fee breakdowns, and statements in Stripe dashboard. Manage payout schedule and bank account in Stripe dashboard.

​

Payment Tracking

​

Recording Manual Payments

Open invoice (must be issued) → Click Record Payment → Enter amount (full or partial), payment date (defaults to today, can backdate), payment method (Cash, Check, Bank Transfer, Credit Card, Other), reference/notes (check #, transaction ID, etc.) → Save Payment Result: Payment record created, invoice status updated (Paid/Partial/Unpaid), outstanding balance recalculated, activity timeline updated

​

Partial Payments

Record first partial payment → Invoice shows “Paid $X of$Y” with outstanding balance → Status: Partially Paid → Record additional payments → Once fully paid, status changes to Paid Example: Invoice $1,000 → Payment 1:$500 (Partially Paid, balance $500) → Payment 2:$500 (Paid, balance $0)

​

Payment History

View all payment records per invoice in the Payments section (date, amount, method, who recorded it, reference/notes, timestamp). Click payment for full details.

​

Payment Notifications

When clients pay online via Stripe, both parties automatically receive email notifications with invoice number, client, amount, date/time, payment method, and transaction ID. Manual Payment Confirmations: For manual payments (check, bank transfer, cash), you can send confirmation emails to clients:

• Single: Open payment → Send Confirmation Email
• Bulk: Select multiple payments in the list → Send Confirmation Emails (up to 100 at once)

Email Contents: Invoice reference, amount paid, payment date, payment method, your business details

​

Payment Reminders

Send reminder emails to clients with overdue or upcoming invoices. How to Send: Open invoice → Send Payment Reminder → Email sent to client contacts What’s Included: Invoice details, amount due, due date, payment link (if online payments enabled)

​

Client Payment Claims

Clients can report payments they’ve made, which you approve or reject. How It Works: Client views invoice → Clicks Confirm Payment → Chooses payment type, optional reference, and note → You receive notification → Review claim → Approve (creates payment record automatically) or Reject (request more info) Benefits: Client-initiated payment tracking, reduced back-and-forth, audit trail, you maintain control Managing Claims: Navigate to Payments/Invoices → See pending claims badge → Review details → Approve (verify payment received, check amount) or Reject (add reason) → Client notified

​

Payment Status & Invoice Updates

Invoice status auto-updates based on payments: Outstanding Balance: Total invoice amount - all payments recorded (updates automatically with each payment)

​

Deleting Payments

Navigate to invoice → Find payment in Payments section → Click payment → Delete Payment → Confirm Result: Payment record removed, outstanding balance recalculated, invoice status updated, activity timeline updated (cannot delete Stripe payments - refund through Stripe instead)

​

Payment Reporting

​

Payment List View

View all payments across all invoices with:

• Summary cards for payment count and total amount received (click to filter the table)
• Search across payment amounts, invoices, or clients
• Row selection to send payment confirmation emails or delete manual entries in bulk

Summary Metrics: Payments received count, total amount received

​

Payment Analytics

Deeper analytics (average days to payment, on-time rate, method breakdowns, revenue trends) live in Reports → Payment Time/Revenue. Use those reports—or ask Every Agent—to pull the aggregated metrics while the Payments page focuses on day-to-day operations.

​

Best Practices

​

Common Workflows

Online Payment: Create invoice with online payments enabled → Send to client → Client opens page → Clicks Pay Now → Enters card details → Payment processes → Invoice marked Paid automatically → Both receive confirmation → Funds in Stripe balance → Automatic payout to bank Manual Check Payment: Client mails check → You receive and deposit → Once cleared, open invoice → Record Payment with amount and check number → Select method: Check → Save → Invoice status updates to Paid Partial Payment: Client pays first installment → Record first payment (partial) → Invoice shows Partially Paid with balance → Client pays second installment → Record second payment → Continue until fully paid (balance = $0, status = Paid)

​

Troubleshooting

Client Can’t Pay Online: Verify Stripe connected and active → Check invoice has online payments enabled and is issued (not draft) → Resend invoice link → Ask client to try different card or offer alternative payment method Payment Not Showing in Bank Account: Check payout schedule in Stripe dashboard (standard 2-7 business days) → Verify bank account connected correctly → Check for Stripe holds or reviews → Contact Stripe support if delayed Wrong Payment Amount Recorded: Delete incorrect payment record → Record new payment with correct amount → Verify invoice status updated correctly Invoice Still Shows Unpaid After Recording: Verify payment amount matches invoice total → Refresh page → Check payment record exists and was saved to correct invoice → Contact support if issue persists

​

Next Steps