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Customer Billing & Payments

The Billing & Payments tab brings together everything your team needs to handle money for a single customer. You can check their balance at a glance, collect outstanding amounts, add or remove payment methods, manage billing addresses, and toggle auto-pay — all without leaving the customer record.

Who Can Access This​

RoleAccess Level
AdministratorFull access — view, edit, collect payments, and manage settings
OfficeView billing details and manage billing addresses — cannot collect payments
SalesView billing details and manage billing addresses — cannot collect payments
HR AdminView billing details and manage billing addresses — cannot collect payments
Payroll AdminView billing details and manage billing addresses — cannot collect payments
Field TechnicianNo access

Collecting payments (charging a customer) is limited to Administrators.

note

This feature may need to be enabled for your company. If you don't see the Billing & Payments tab, contact your administrator to check your feature settings.

How to Open the Billing & Payments Tab​

  1. Go to Office > Contacts.
  2. Click a customer's name to open their detail workspace.
  3. Select Billing & Payments from the left navigation.

Billing Overview​

At the top of the tab, three cards summarize the customer's current financial standing:

CardWhat it shows
Current BalanceThe total amount currently owed across all unpaid invoices. A balance above zero shows in amber and includes a Pay Now button.
Monthly TotalThe sum of all invoices issued this calendar month.
Last PaymentThe amount and date of the most recent payment recorded for this customer.

If the customer has an outstanding balance, click Pay Now on the Current Balance card to open the payment dialog directly.

Collecting a Payment​

  1. Click Pay Now on the Current Balance card, or select an invoice from Billing History and click the View button to open the make-payment dialog.
  2. Enter the payment Amount. The form pre-fills with the full outstanding balance.
  3. Select a Payment Method from the dropdown. Only saved methods for this customer appear.
  4. Click Submit.

A confirmation toast confirms the payment was recorded. The balance updates immediately.

Billing History​

The Billing History section lists every invoice and payment record for this customer in reverse chronological order. Each row shows:

  • Date
  • Status badge (Paid, Pending, Failed)
  • Amount
  • Description
  • Payment method used

Click View on any row to open the invoice detail. Click PDF to download a copy. Use the Download All button in the section header to export the full billing history.

Billing Addresses​

The Billing Addresses section stores the addresses used when generating invoices. A customer can have more than one billing address — for example, a business with multiple locations.

Adding a Billing Address​

  1. Click Add Address in the section header.
  2. Fill in the address details in the dialog that opens.
  3. Click Save.

Setting a Default Address​

The default billing address appears on all new invoices automatically.

  1. Click the ⋮ menu on an address card.
  2. Select Set as Default.
  3. Confirm the change when prompted.

Editing or Removing an Address​

  1. Click the ⋮ menu on the address card.
  2. Select Edit to update details, or Delete to remove it.
  3. Confirm the deletion when prompted.
note

You cannot delete the default billing address while it is the only address on file. Add a second address and set it as default first.

Payment Methods​

The Payment Methods section lists all cards and bank accounts saved for this customer. The default method — used for auto-pay and the Pay Now shortcut — is marked with a Default badge.

Adding a Credit or Debit Card​

  1. Click Add Card in the Payment Methods header.
  2. Enter the card details in the drawer that opens.
  3. Click Save.

Adding a Bank Account​

  1. Click Add Bank in the Payment Methods header.
  2. Enter the routing and account numbers in the drawer.
  3. Click Save.

Linking an Existing Payment Profile​

If the customer already has a payment profile in your payment processor (such as CardConnect), you can link it instead of re-entering card details.

  1. Click Link Profile in the Payment Methods header.
  2. Search for the existing profile and select it.
  3. Click Link.

Changing the Default Method​

  1. Locate the card or bank account you want to set as default.
  2. Click Set Default on that row.

The system charges the default method for auto-pay and pre-fills it in the payment dialog.

Removing a Payment Method​

  1. Click the trash icon on the method you want to remove.
  2. Confirm the removal in the dialog that appears.
note

Removing a payment method does not cancel any pending charges. Make sure no scheduled charges are pending before removing a method.

Billing Settings​

Two toggles control how invoices and charges are handled for this customer:

SettingWhat it does
Auto-PayWhen enabled, the default payment method is charged automatically when a new invoice is generated.
Invoice NotificationsWhen enabled, the customer receives an email each time a new invoice is created.

Toggle either setting on or off. The change saves immediately.

QuickBooks Online Integration​

If your company has connected QuickBooks Online, a QuickBooks Online card appears on this tab. It shows whether this customer's record is linked to a QuickBooks customer and when it was last synced.

Linking a Customer to QuickBooks​

  1. Click Link to QBO on the QuickBooks Online card on the Billing tab, or on the Payment & Billing card on the Overview tab.
  2. Search for the matching customer in the drawer that opens.
  3. Select the QuickBooks customer and click Link.

Syncing Changes​

After updating the customer record in Pulse, click Sync to push the latest information to QuickBooks.

Unlinking a Customer​

  1. Click Unlink on the QuickBooks Online card.
  2. Confirm the removal.

Unlinking does not delete data from QuickBooks. It only removes the connection between the Pulse record and the QuickBooks record.

Transaction History​

If your company uses Stripe, Authorize.Net, Paystri, or QuickBooks for payment processing, a collapsible Transaction History section appears at the bottom of the tab. Click the section header to expand it.

Transaction History shows individual charge records from your payment processor, including:

  • Transaction date and time
  • Amount charged
  • Status (Approved, Declined, Voided, Refunded)
  • Card or bank account used
  • Processor reference number

Tips and Best Practices​

  • Check Current Balance before every service call. The amber balance card at the top is the fastest way to spot customers with unpaid invoices before a technician leaves.
  • Enable Auto-Pay for recurring customers. Customers on a regular schedule almost always benefit from auto-pay. It reduces billing friction for both your team and the customer.
  • Keep at least one billing address on file. Invoices require a billing address. Add the customer's address at setup so your team never has to pause to find it.
  • Use Invoice Notifications to reduce follow-up. Customers who receive email alerts when invoices are created tend to pay faster.
  • Sync to QuickBooks after profile changes. If you update a customer's name, email, or address in Pulse, click Sync right away so your books stay accurate.

Troubleshooting​

What you seeSolution
Billing & Payments tab is not visibleThis tab may not be enabled for your company. Contact your administrator to check feature settings.
Pay Now button is missingCollecting payments is limited to Administrators.
Payment Methods section is not visibleYour company may not have a payment integration configured. Contact your administrator to check the payment processor settings.
QuickBooks Online card is not showingThe QuickBooks integration is not enabled or not connected. Contact your administrator to set up the QuickBooks integration in Settings.
"Unable to load billing info" errorA temporary connection issue prevented the billing data from loading. Click Retry to reload. If the error persists, refresh the page.
Current Balance shows $0 but the customer has open invoicesInvoices with a status other than Sent or Overdue (for example, Draft) are not counted in the Current Balance. Check the Invoices tab for the full invoice list.
Added a payment method but it is not showingRefresh the page. The payment methods list may not have updated automatically.
Transaction History section is not visibleTransaction History only appears when at least one payment processor integration (Stripe, Authorize.Net, Paystri, QuickBooks) is active on your account.