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Guide: Getting paid in Allmoxy

How payment terms, online payments, invoices, credits and collections fit together in Allmoxy, with links to the steps for each one.

Getting paid in Allmoxy comes down to five pieces: a payment term that says when each invoice is due, a payment gateway so customers can pay online, payments taken by your customer or your team, invoices and statements that show what's owed, and credits and reminders for everything that doesn't go to plan. This guide shows how they fit together and links to the steps for each one.

Applies to: catalog and project orders. Most of these settings need the account owner or someone with the matching permission.

In this guide

Decide when customers pay

Every customer company has one payment term. A company without its own term uses your default term. You manage terms at Settings > Operations > Payment Terms, and you can choose from three types:

  • Pay Before Processing: the customer pays the full amount up front.
  • Standard Net: the customer pays after the order reaches the status you pick, plus any grace days.
  • Deposit Required: the customer pays a percentage up front, an optional second payment partway through, and the balance at the status you pick.

The status you pick is the charge status. When an order reaches it, the invoice comes due. The due date is that date plus the term's grace days, and statements, the company page and past due reminders all work from the due date.

Learn more:

Connect a payment gateway

To let customers pay online by card or bank account, connect Stripe or Authorize.Net at Settings > Admin > Financial, under Receiving Payments. If the gateway is set to None, customers can't pay online, but your team can still record payments by hand.

Bank (ACH) payments work with Authorize.Net and Stripe Connect. You turn on eCheck in Financial settings and then allow it for each customer company that may use it.

Learn more:

Take payments

Your customers pay their own invoices online from their company page or from the order's page. Each customer contact who pays needs the Make Payments permission.

Your team can take a payment for a customer from the same places, by card, bank account, check, cash or EFT. A few things happen on their own:

  • Quick Pay applies the amount to the oldest invoices first.
  • Anything left over becomes account credit the customer can use on later invoices.
  • Every payment gets a receipt you can email or print from Financial > Payment Receipts.

Learn more:

Invoices and statements

Every order has one invoice, created when the order is first saved, with the same number as the order. You'll also see credit memos, finance charges, card fees and bounced payment fees in the invoice list at Financial > Invoices.

Financial > Statements shows each customer's open balance. Each invoice is sorted into an aging group by its due date, so an invoice still inside its grace days shows as current. An invoice that hasn't reached its charge status isn't on the statement yet.

Learn more:

Credits, refunds and write-offs

  • Credit memos give a customer credit they can use on other invoices. Create one at Financial > New Credit Memo.
  • Refunds happen in your Stripe or Authorize.Net dashboard. Allmoxy has no refund button, so refund the money there, then undo the payment in Allmoxy.
  • Payments on the wrong invoice are fixed by undoing the payment from its receipt and recording it again on the right invoice.
  • Bounced checks are recorded from the receipt with This Check Bounced, which reopens the invoices and adds your bounced payment fee.
  • Write-offs are recorded as a payment with the method Write Off, which clears the balance.

Learn more:

Collect what's owed

Use triggers to email customers at the right moment instead of chasing them by hand. The ones shops use most:

  • Order Past Due By runs a set number of days after an invoice's due date. With 30 grace days and "past due by 1 day," it runs 31 days after the charge status, not the next day.
  • Second Payment Due runs when a deposit order reaches its middle payment status.
  • Payment Made runs when a payment is recorded.

You can also charge finance charges on late balances. They're set in Financial settings and added once a month as a Finance Charges invoice.

Learn more:

Things to know

  • Reaching a charge status doesn't charge your customer's card. It makes the invoice due. Your customer pays, or your team takes the payment.
  • Allmoxy charges a saved card on its own in only two cases: product subscription renewals that have a card attached, and paying a B2B supplier when your customer's order includes prepaid supplier items.
  • Charging a card automatically when an order ships isn't available.
  • The Checkout flow setting in Financial settings doesn't control your customers' terms. Payment terms do. Set terms at Settings > Operations > Payment Terms.

Customer can't pay or can't place an order? See My customer can't pay or can't place an order.