Payments

Payments are the money your company actually receives from its customers, and the refunds you give back. You record them against a quote or directly on a contact, and you can let customers pay a quote online through your own Stripe or Moyasar account. This page is about your customers' payments. For your own subscription, see Plans and billing.

Before you start

• Recording payments is available when your plan includes Quotes and payments.
• Online payment links are available when your plan includes Online payments.

Nothing is charged from these pages. Recording a payment writes down money you already received; it does not take money from a card or an account.

See all payments

1. In the sidebar, select Quotes.
2. Select Payments.

The list shows every payment and refund, the most recent Date received first, 30 to a page, with the customer, amount, type, Method and Status. A contact's own payments, with their net total per currency, appear in the Payments section of the contact.

Record a payment against a quote

Use this when the money is for a quote that is Sent or Accepted.

1. Open the quote. See Quotes and invoices.
2. Under Payments, choose the Type: Payment or Refund.
3. Enter the Amount. It is always in the quote's currency.
4. Choose the Method: Cash, Bank transfer, Card, Online or Other.
5. Check the Date received. It cannot be in the future.
6. Optionally add a Reference, such as a transfer number, up to 100 characters.
7. Select Record payment.

The quote then shows what is Paid and what is Remaining.

Rules:

• A payment cannot be more than what remains on the quote.
• A refund cannot be more than what was paid on the quote. Refunds are allowed whatever the quote's status, so you can return money on a cancelled or declined quote.
• New payments are accepted only while the quote is sent or accepted.

Record a payment on a contact

Use this for money that does not belong to a quote, such as a deposit.

1. Open the contact.
2. In the Payments section, open Record payment.
3. Enter the Amount and choose the Currency (USD, EUR, GBP, TRY, SAR or AED).
4. Choose the Method, check the Date received and add a Reference if you have one.
5. Select Record payment.

Void a payment

Payments are never deleted. If one was recorded by mistake, an owner or admin voids it, and it stays in the list marked Voided with the reason.

1. On the quote, or on the Payments list, open Void next to the payment.
2. Enter the Reason, up to 200 characters.
3. Select Void.

Every void is written to your company's audit log. A void must leave the books consistent: you cannot void a payment that a recorded refund depends on (void the refund first), and you cannot void a refund if that would put a quote over its total.

Set up online payments

Available when your plan includes Online payments. Owners and admins only.

The customer pays on the provider's own page, with your own account. Card details never pass through Rutba CRM.

1. Open the Online payments settings.
2. Choose the Provider: Stripe or Moyasar.
3. Paste the Secret key from your provider account.
4. Copy the Webhook address shown on the page and add it in your provider account, so the provider can tell Rutba CRM when a payment succeeds:
   • In Stripe, send the checkout.session.completed event to that address, then paste the signing secret Stripe shows into Webhook secret.
   • In Moyasar, send the payment_paid event to that address with a secret token of your choice, and paste the same token into Webhook secret.
5. Select Save. The page then says Connected to and the provider's name.

Both secrets are stored and never shown again. To change one, enter both and save.

Send a payment link

1. Open a quote that is Sent or Accepted.
2. Select Create payment link.
3. The page shows Payment link followed by the address. Send it to the customer, or let them use Pay now on their quote page, which shows the same link.

How links behave:

• The link is always for exactly what remains due on the quote.
• Selecting Create payment link again gives the same link while the remaining amount is unchanged. If the amount changed, for example after a manual payment, the old link is retired and a new one is made.
• When the provider confirms the payment, Rutba CRM records it on the quote automatically, with the method Online and the provider's payment reference, and notifies the person who created the quote.
• If a customer still pays through an older link, the money is recorded anyway, because it was received.

What payments do not do

• They do not charge cards, pull money from accounts or send refunds through the provider. A refund you record is a note that you returned the money.
• They do not store card numbers. A Reference that looks like a card number is refused.
• They do not convert currencies or add amounts in different currencies together.

Troubleshooting

• "Set up online payments first": an owner or admin has to complete the Online payments settings.
• "Nothing is left to pay": the quote is fully paid.
• "The payment link could not be created": the provider refused the request or could not be reached. Check the Secret key and try again.
• "This is more than what remains on the quote" or "This is more than what was paid": lower the amount.
• "The currency must match the quote": payments on a quote use the quote's currency.
• "Do not enter card numbers": remove the card number from Reference.
• A payment made online does not appear: check that the webhook address and the event are set in your provider account, and that the Webhook secret matches.