Print page

Working with invoicing or manual payment

If you don’t want to take payment at the time of booking you can use invoicing or handle the payment manually. It’s also possible you just want to show a price, but keep the rest of the payment process out of the booking system.

Unlike the online payment option, the system cannot automatically show whether payment has actually taken place in this case. For invoicing you would check the payment status with your invoicing provider. For the manual payment option the system offers an “Approve” button on each booking that you can use when you received payment.

If you don’t want to track payment in SuperSaaS, select No payment or approval is required on the Process tab under Require payment or approval? If, instead, you want to use invoicing or keep track of payments manually, select Complete payment before continuing. Note that “Complete payment” in this context can mean “Send invoice” or “Deduct credit”, it does not necessarily imply payment taking place.

Invoicing

To be able to use invoicing you will need to have an account with a supported Invoicing Provider. At this time we support Stripe, PayPal and Moneybird. You would need to create an account on their site before you can set up invoicing at SuperSaaS.

How invoicing works

When invoicing has been configured and a user creates an appointment, they will see a “Create invoice” button on the checkout screen. After the user clicks this button the invoice will be stored until it’s time to send it. When the time comes, it will be sent on to your invoice provider who will send the invoice to the customer. The invoice provider can track whether the invoice has been paid. In SuperSaaS you can only see whether the invoice has been sent yet.

On the Payment Setup screen you specify how long after (or before) the appointment the invoice should be sent. Rescheduling a booking, will cause the invoice to be rescheduled as well (assuming it hasn’t been sent yet). If you delete a booking before the invoice has been sent, the invoice will no longer be sent. The Payment Setup screen contains a link to a list of all invoices waiting to be sent. There you can manually delete invoices, or send them immediately. Bookings that have an invoice waiting to be sent will also be marked with an I on the schedule.

If you enter a negative number of days of, say, −200, the date to send the invoice will be in the past. This will cause the invoice to be sent right away. Conversely, if you enter a very high positive number the invoice would be sent at a far future date. You can use this to make sending the invoice a manual process, whereby you have to go to the Scheduled Invoices screen to send them.

Note that invoices are generated in batches, so it can take some time for an invoice to appear. When you look at a booking on your schedule or on the Supervise screen, it will indicate whether the invoice has been sent with the indicator +I and the text “Invoice Sent”.

Setting up invoicing

Select payment and/or approval option of choice
  1. On the Process tab, under Require payment or approval?, select Complete payment before continuing and click Save changes at the bottom of the screen. This will take you back to the Overview tab of the configuration screen.
  2. Select the Process tab again and click on the Payment set up link to the right of the Require payment or approval? section header.
Invoicing setup
  1. Under ‘General Settings’, select the gateway mode: Automatic Invoicing …
  2. Scroll to the bottom of the page to the heading “Invoicing Settings” and complete the required information for the provider you selected.

Stripe

For Stripe navigate to the "API keys" section in your Stripe account.

  • Create a new “Restricted key”
  • Give it “write” permission on the “Customers”, “Credit notes” and “Invoices” resource types.
  • Copy this new “Restricted key”.
  • Now toggle the “Test Mode” switch on the top of the page, and repeat those steps to get a “Restricted” test key. The test key is used for simulating invoices without actually sending them, while the live key will actually send invoices to your customers.
  • Add the keys on the Payment Settings page and click Save changes
  • Also ensure you have enabled at least one payment method in the Payment Methods section in your Stripe account. This allows you to specify the way your customers can pay their invoice online.
Stripe API Keys

PayPal

For PayPal navigate to the "My Apps & Credentials" section in your PayPal developer Dashboard.

  • Create a new “App”.
  • Name it something like “SuperSaaS” and ensure the “App Type” is set to “Merchant”.
  • Select the correct Business Account and press “Create App”.
  • On the next screen you need to copy the “Client ID” and “Secret”.
  • On this same screen can also restrict the permissions for this App, we advice to only leave “Invoicing” enabled.
  • Press “Save” and go back to the “My Apps & Credentials” screen.
  • Now toggle to “Live” mode at the top of the screen and repeat the above steps to get the “Live Client ID” and “Live Secret”. The test key is used for simulating invoices without actually sending them, while the live details will actually send invoices to your customers.

Moneybird

  • Just click the button “Connect to Moneybird”. This will open a new window redirecting you to Moneybird and set up the connection.
  • Moneybird will ask you to which Administration you want to connect.
  • SuperSaaS will use the default “Invoice Workflow” and “Corporate identity” of the selected Administration. You can adjust these inside Moneybird to change the look and feel of your invoices.

Paystack

For Paystack navigate to the "Developers" section in your Paystack account.

  • Copy the “Live Secret Key”.
  • Copy the “Test Secret Key”. The test key is used for simulating invoices without actually sending them, while the live key will actually send invoices to your customers.
  • Add the keys on the Payment Settings page and click Save changes

Manual payment

If you would like to receive payment, but would rather not use one of the integrated payment options, SuperSaaS offers you two options to handle payments manually. Which option you choose depends on whether you accept credit cards.

The first option, without credit cards, is the simplest. Upon check-out, clients are presented with payment instructions and once you receive their payment, you manually approve their booking through the site. This option is particularly useful to request checks or bank transfers, two payment methods which are still more common than credit card payments in many European countries.

The second option allows you to collect credit card information from your clients. For security reasons it is not possible to send credit card information by email, so it will be stored for you in your account on the SuperSaaS site. You can set up the system to notify you by email when new information is available.

Note that credit card companies do not allow you to store so-called CVC codes, the security digits on the back of the card. This code may only be captured when the card is processed right away. Since the CVC number is not captured, you will only be able to process the card if your credit card processor allows you to process cards without their CVC number.

Provide payment instructions

Select payment and/or approval option of choice
  1. On the Process tab, under Require payment or approval?, select Complete payment before continuing and click Save changes at the bottom of the screen. This will take you back to the Overview tab of the configuration screen.
  2. Select the Process tab again and click on the Payment set up link to the right of the Require payment or approval? section header.
Manual payment setup
  1. Under ‘General Settings’, select the first gateway mode: Manual – Bank transfer or Check and click Save changes. This will take you back to your Dashboard.
  2. Navigate back to the configuration screen of the schedule in question and select the Layout tab
  1. Near the bottom of the page, you can find the field Message to display at the checkout screen. Here you can enter your payment instructions, like “Please send a check made payable to MyCompany”
Modify the message at the checkout screen

Collect credit card details

  1. On the Process tab, under Require payment or approval?, select Complete payment before continuing. If you would like to receive an email for every transaction, also select the appropriate option under Should we notify anyone else of a new or changed reservation and provide one or more email addresses
  2. Click Save changes at the bottom of the screen. This will take you back to the Overview tab of the configuration screen
  3. Select the Process tab again and click the Payment set up link to the right of the Require payment or approval? section header
Credit card capture setup
  1. Under ‘General Settings’ select the second gateway mode: Manual – Credit Card
  2. At the bottom of the screen, a new section ‘Credit Card Settings’ will appear. Here you can select the credit cards you accept. If you uncheck all cards, the system will not ask your clients for a credit card type. The advantage of specifying the card types is that SuperSaaS will do a rudimentary check on number length, starting digits and a checksum, which helps avoid typing errors
  3. ClickSave changes. This will take you back to your Dashboard
  4. Navigate back to the configuration screen of the schedule in question and select the Layout tab
  5. Near the bottom of the page, you can find the field Message to display at the checkout screen. Here you can enter additional payment conditions or instructions, which will be shown on check out
By setting the price to zero, no pricing information is displayed. This might be useful if you collect credit card information for authorization purposes only.
Note that a custom domain will not be shown in combination with the payment screen, as a secure server serves this screen. Browsers will only set up a secure connection with servers that have the appropriate certificates. Upon connecting to the secure server, the system will automatically change the domain. Upon leaving the payment section, the system switches back to using the custom domain.

Testing the credit card process

Log out to make sure that you see your schedule exactly as your clients would see it and navigate to the web address for your schedule. When you make a booking you should now be asked for your credit card details. You can enter any valid credit card number or use the fake Visa card number 4111 1111 1111 1111. A customer will see his booking marked with a P, which displays ‘Payment authorization pending’ when the cursor hovers over it. Customers will be able to get back to these details by clicking the P icon.

Log out and log back in as administrator. Next to the reservation you just made, you should see the same P icon as before. When you click it and get to the Payment screen, you’ll notice that there is now an Approve button available. If you don’t want to approve the reservation and/or payment, you can simply click ‘Delete Reservation’. If you change your mind later on, go to the Supervise screen and on the Overview tab, click on the spyglass icon next to the slot you want to inspect. Scroll down to the table with controls and click on Show Trash to get a list of all the deleted reservations for this slot. By clicking on the ‘Edit’ icon of the reservation in question, you reinstate it as pending or approve it after all.