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Learn more about how your clients can both approve your Sales order and Pay with the Deposit Invoice or Invoice through the Approve & Pay feature
On this page:
Approve & Pay
How to Turn on Approve & pay
1. Create a Sales order with all Product, pricing, and Artwork included
2. Check the box for Require Upfront Payment
3. Select either Full Payment or Deposit Payment
4. Follow the instructions for your chosen payment option
Payment in Full :
1. Select the option for Full Payment
2. Choose whether to allow payment via credit card
3. You may also enable ACH payment (optional)
If payment has not yet been received, commonsku will display a notification indicating that the payment is still outstanding.
To email the Sales order to your client:
- Click the Actions button
- Select Email Sales Order
- Enter your email details
- Click Send Email (bottom of the page)
- The client will have the option to Click Approve and Pay (proceed with the Full Payment) when they receive the Sales order
On the client side, when the Approve and Pay option is enabled, the following steps will take place:
1. The client will receive a Sales order approval form to review and approve.
2. Upon approval, the Full payment invoice will be displayed.
3. Clients will then have the choice to proceed with payment according to the options that were selected
- Credit card ( Stripe or CardConnect)
- ACH ( Stripe)
With the Approve & Pay Option, the sales order will remain in "Approved" status, allowing you to adjust manually when ready to proceed. You do not need to create an Invoice as it will be automatically created for you.
For Deposit Payment :
1. Check off the Deposit button option
2. Fill out the percentage amount of Deposit required
2. Select Allow Credit card
3. Click View Deposit Invoice to preview the deposit invoice before emailing it to your client
(Optional)
To email the deposit invoice to your client:
- Select Email Deposit Invoice
- Enter your email details
- Click Send Email
The client will have the option to Approve and proceed with the Deposit Payment.
Log a payment
To log a payment in Deposit Invoice:
Once the client goes through the payment, your Deposit invoice will
automatically update:
- Date Received
- Amount Received
- Confirmation #
Upon successful payment processing, you will see a confirmation indicating that the payment has been received.
Invoice
Upon selecting the Full Payment option within the Approve & Pay feature, an Invoice is generated automatically, and the Invoice tab will be opened for your convenience.
To accurately record the payment, please ensure that you export the invoice to your accounting system and receive payment there.
We do not mark the invoice as paid for you or export it to your accounting system - these steps remain on your side, and you can choose when to complete them based on your workflow.
FAQ
- Can I switch to a different payment option if a payment is already in progress?
- Why is my sales order status still showing "Approved" and not "Invoiced", even though my client completed Approve & Pay?
- Can you use the Approve & Pay feature without the CloverConnect or Stripe integration?
What occurs if a user leaves the checkout process while using the Approve & Pay feature?
In the event that a user abandons the checkout process or does not complete the payment, the order will still be marked as approved; however, it will be indicated that payment has not yet been received.
Can I switch to a different payment option if a payment is already in progress?
No, commonsku does not allow you to change the payment option once a payment is already in progress. You will need to wait until the current payment is completed or canceled before selecting a different option.
Why is my sales order status still showing "Approved" and not "Invoiced", even though my client completed Approve & Pay?
The sales order status will remain in "Approved" for those who rely on sales order statuses in their workflow, but wish to generate the invoice to collect full upfront payment. The sales order status can be manually adjusted when ready to proceed.
Can you use the Approve & Pay feature without the CloverConnect or Stripe integration?
No, you must have an integration with a payment system like Stripe or CloverConnect enabled to require full upfront payment. If you are not connected with Stripe or CloverConnect, an alternative option is to use the Deposit option and require 100% deposit. This will not automatically create the final invoice for you and a deposit invoice needs to be manually sent to the client.