Contract payments

Purpose: There are multiple ways to take payments for your contracts. Each with its own benefits, utilising the payment integrations with both Stripe and GoCardless. Take recurring payments for contract invoices automatically with a direct debit or in a lump sum, below are the details for setting up each type.

How you take payment will depend on how you've set up Invoicing (Step 6.1) in your contract template.

Only one payment method can be used in a Contract template.


Prerequisites

The payment integration(s) you would like to use need to be set up before they can be used in a contract template:

Taking a single payment

If your Contract template is set up to create one single invoice, you should take the payment through the Invoice portal.

➡️ Allow Commusoft to take payment > No

In Step 6.1 of the Contract template, you will have selected to email the invoice to the customer or not, this will determine if you need to email the invoice to the customer yourself or if this is done for you.

Review your Invoice email template if the invoice will be sent to the customer, including the Invoice portal tag.

It's possible to set Commusoft to take the payment for a single invoice. Find out more about the options available when you select Yes, below.

Recurring payments

If your Contract template is set to create more than one invoice, you may want to automate your payments and let Commusoft manage this for you.

➡️ Allow Commusoft to take payment > Yes

Payment options.png

 

Debit or credit card

Select this option in your Contract template for a recurring subscription payment using Stripe. The frequency of payments is determined by your selected invoice schedule in Step 6.1 of your Contract template.

When setting up a contract for a customer, the payment step will show a card details form to be completed. You can also select to use an existing card if the details are stored against this customer.

Once the card details are entered, the subscription will register and no further authorisation is required from the customer.

Card details form for payment.png

If you've already got the card details stored against the customer, select "Use existing credit card" for the payment method dropdown. Select the stored card from the new dropdown displayed.

Bank payment

Select this option in your Contract template to set up a Direct Debit mandate using GoCardless. The frequency of payments is determined by your selected invoice schedule in Step 6.1 of your Contract template.

Set up new mandate

When setting up a contract for a customer, the payment step will show a mandate form to be completed. You can also select to use an existing mandate if the details are stored against this customer.

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Once the mandate details have been entered, a communication is triggered to the customer for their approval. You can set up the email template with the [mandate_customer_approval] tag in Step 7 of the Contract template configuration.

GoCardless communication setup.png

The contract will now be in 'Pending mandate approval' status until the customer completes this action.

Mandate links expire after 7 days.


The mandate activation process in GoCardless typically takes 2-3 days. The contract remains in a ‘Pending mandate approval’ status during this time. Once activation is complete, the contract will automatically become active and ready to process the first payment as per your invoice schedule. The confirmation communication you set up in Step 7 of the Contract template configuration will be sent to the customer.

Existing mandate

It is not currently possible to link an existing mandate that was activated outside of Commusoft against a customer contract in Commusoft.

If you have an existing mandate in GoCardless, please make sure it is cancelled before initiating a new mandate through Commusoft to avoid any potential duplication.


If you have set up a mandate within Commusoft for a contract previously, you can link this to a new customer contract. As the mandate already exists and is active, you can select the reference from the dropdown instead of entering the bank details again. No mandate approval link is sent in this case and the contract will be active right away.

Manual payments

You can manually add payments to contract invoices if you:

  1. Don't want to use any payment integrations in Commusoft.
  2. Don't want to take payments via integrations for Contract invoices only.
  3. Manage all payments manually throughout Commusoft.

➡️ Navigate to the invoice > Add new payment > Enter all payment details > Add payment.

If you are not using any of the available payment integrations, this will simply be a record of the payment and no physical payment will be taken from the customer upon completion of this action. This needs to be managed externally.

 

Troubleshooting

Expired mandate link

If your customer fails to complete the mandate authorisation within 7 days, this link will expire and they will need a new mandate request.

You can set up a new mandate by navigating to the customer contract, in the left side panel the payment information is displayed in the Payment collection section.

Payment collection - edit.png

Edit the payment collection to see the payment step of the customer contract, where you can enter the bank details again. This will trigger a new request for the customer to complete authorisation and another 7-day time limit.