Payments
The Payments page is a read-only ledger of every recorded payment across your business. It gives you a single view of what has been collected, how customers paid, and which invoices the payments are tied to.
Open Payments from the main navigation.
Before you start
- Invoices must exist first. Payments are never created directly on the Payments page — they are recorded through the invoice payment flow.
- Stripe must be connected for card charges and pay links. Go to Settings → Integrations → Stripe to connect or verify your Stripe account. Cash and check payments do not require Stripe.
- At least one invoice must be in a payable state (Sent or Draft) before a payment can be recorded against it.
When to use Payments
Use Payments when you need to:
- See what your business has collected over a given period.
- Look up a specific payment by customer name.
- Verify how a customer paid (card, cash, check, or bank transfer).
- Find which invoice a payment is linked to.
The payment list
The payment list opens with a header showing the total collected amount and completed-payment count.
Status filter
Filter by status: All, Pending, Completed, Failed, or Refunded.
Search
Search by customer name to find specific payments.
What each row shows
- Customer name
- Amount — the payment total
- Payment method — Credit Card, Bank Transfer, Cash, or Check
- Status badge — Completed, Pending, Failed, or Refunded
- Date — when the payment was recorded
- Invoice link — "View Invoice" to open the linked invoice detail
How payments are recorded
Payments are not created directly from this page. They are recorded through the invoice payment flow:
| Method | How it works |
|---|---|
| Charge Card | From the invoice detail, click "Charge Card" to charge the customer's card on file through Stripe. |
| Pay Link | Send the customer a pay link from the invoice detail. They pay by card through Stripe. |
| Mark as Paid | From the invoice detail, click "Mark as Paid" to record a cash, check, or other offline payment. |
Each method records a payment entry that appears in this ledger.
Payment methods
ToolbagCRM records payments in four method categories:
| Method | Typical source |
|---|---|
| Credit Card | Stripe card charges (online or card-on-file) |
| Bank Transfer | ACH or bank transfer through Stripe |
| Cash | Manual "Mark as Paid" on the invoice |
| Check | Manual "Mark as Paid" on the invoice |
Tips
- Use the status filter to focus on failed or refunded payments when investigating issues.
- Click "View Invoice" on any payment to see the full invoice detail and payment history.
- The Payments page is read-only by design — all payment actions happen on the invoice detail page.
Troubleshooting
The page shows "No payments recorded yet"
This is the normal empty state when no invoices have been paid yet. Create an invoice, send it to a customer, and record a payment through the invoice detail page.
A payment shows "Failed" status
Failed payments typically mean the customer's card was declined by Stripe. Open the linked invoice and try charging the card again, or send a fresh pay link. Check your Stripe dashboard for detailed decline reasons.
Payments are not appearing after a customer paid
Payments recorded through pay links appear in the ledger once Stripe confirms the charge. If a payment is missing, verify in your Stripe dashboard that the charge actually completed. Pending payments may take a moment to appear — use the Pending status tab to check.
"Charge Card" button is disabled on an invoice
The Charge Card action requires a connected Stripe account with charges enabled. Go to Settings → Integrations → Stripe and complete the onboarding process. The button is also disabled if the invoice has no card on file for the customer.