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Payments

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Accessing Payment History

To access a customer's payment history, you can navigate to their profile. The Overview tab includes a Payments section that shows all payments for the customer across all orders. Additionally, you can view their outstanding balance due.

The payments list shows:

  • All payments made for the customer, grouped by order
  • Remaining balance due
  • Payment dates and methods
  • Status of each payment (Paid or Pending)

Creating a New Payment

To record a new payment:

  1. From the payments list, click New Payment

  2. You'll now be prompted to select:

    • Collect Payment Now: For immediate payment, or if you have already collected the payment through another method
    • Schedule Payment for Later: For future payments

  3. Fill out the payment details:

    • Order: The order to apply the payment to. If there are no applicable orders, the system will warn you.
    • Amount: The payment amount (with quick buttons for Full Amount, Half Amount, or custom amount)
    • Date: When the payment was made. Defaults to today's date.
    • Payment Method: How the customer paid (Cash, Credit Card, Check, etc.). You can add additional payment methods in the payment settings page.
    • Comments: Any notes about the payment

  4. Click Save Payment to record the payment as paid. If you are using the Stripe integration, you can also select the Charge With Stripe option to process the payment through Stripe.

Payment Status Options

Payments can now have one of two statuses:

  • Paid: Payment has been received and processed
  • Pending: Payment is scheduled for the future or awaiting processing

Pending payments are useful for forecasting future payments and can be converted to Paid status when received.

Payment Links

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The payment links feature allows customers to pay online through the Stripe integration.

  1. Create a new payment
  2. In the payments list, you click the link icon in the payment actions column.
  3. Choose how to send the link:
    • Email: Send a payment link via email
    • SMS: Send a text message with the link
    • Direct Link: Get a URL to share through other means
  4. The customer can complete the payment online
  5. The payment is automatically marked as Paid when completed by the customer

Payment Receipts

After recording a payment, you can choose to send a payment receipt to the customer. If you are using the Stripe integration and processing an in-store payment, the system will prompt you to do so automatically. If you are using an external processor for in-store payments, we strongly recommend sending the receipt through the external system as it will contain full context about the payment. If you would like to manually send a payment receipt, you can do so by following these steps:

  1. Locate the payment in the payments list
  2. Click the Send Receipt button which has the icon of a receipt
  3. Choose to send via email, SMS (with Twilio integration), or print
  4. The receipt includes payment details, date, and method. If processed through Stripe, it will also contain additional information about the processed payment.

Refund Processing

CloudBridal allows you to track refunds for payments. Refunds can only be created up to the total paid amount, however you could also do a partial refund for a payment. Be aware that creating a refund will also create a line item on the corresponding order which subtracts the refunded amount from the outstanding total. For example, a $25 refund on a $100 order will update the order balance to $75. To initiate a refund, please follow these steps:

Payment Processed With Stripe

  1. In the customer's profile, click the Refund action for the payment you wish to refund.
  2. The system will guide you into the Stripe dashboard, where you must process the refund.
  3. The refund will automatically sync to the CloudBridal payment when finished.

Payment Processed Outside of Stripe

  1. In the customer's profile, click the Refund action for the payment you wish to refund.
  2. Enter the desired refund amount (partial or full)
  3. Add any notes about the refund
  4. Save the refund
  5. The system updates both the payment record and the order balance

Tip Tracking

CloudBridal allows you to record tips on a payment. You can then later run a report in the reports tool to list all tips made in a certain period based on the payment date, including the staff member associated to the sale.

Payment Processed With Stripe

Tips are automatically tracked if you enable them in your Stripe reader settings. When a customer leaves a tip through the terminal, the tip amount will be tracked in the system automatically.

Payment Processed Outside of Stripe

If you use an external payment processor, you can still track the tip amount in CloudBridal. On or after recording the payment in CloudBridal, set the Tip amount field as needed.

Payment Plans

For structured payment schedules, use the Payment Plans feature to create installment-based payment arrangements.

Viewing Payments in Orders

The Orders list includes a % Paid column showing payment status for each order:

  • Red: 0% paid
  • Orange: 1-99% paid
  • Green: 100% paid

This provides a quick visual indicator of outstanding balances across all orders.

Stripe Integration

For direct payment processing through CloudBridal, you can set up the Stripe Integration to:

  • Accept credit card payments with a card reader
  • Process manual card entry
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