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Processing Payments

10 min. readlast update: 05.27.2026

         

 

 

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With  Recur360Pay you are able to accept credit card and ACH payments right in Recur360!!

    • Recur360Pay is powered by Fullsteam for your payment processing needs. 
    • Fullsteam has a merchant portal, Pulse  with merchant tools, reports, as well as where you will find your merchant statement. 

Note: If you do not have Recur360Pay you will not be able to process payments through Recur360

  • You will be able to record a payment that will post to QuickBooks, but no payment is processed. 

 

How to Process Payments 

We offer multiple ways to process payments throughout the Recur360 platform and Pulse. 

Click to expand each section

Process Payments in Recur360

In Recur360 there are many areas to process a payment. 

Click each section to expand

Partial Payments

You have the ability to enter a partial payment when entering the amount.

This can only be done while taking a payment Through an Invoice already created. 

    • Change the amount field to the desired amount. 

Note: Recurring Invoices set to automatically process the payment will automatically try to process the balance of the invoice, based on the selections on the invoice. Any partial payments will need to be made on the invoice before the payment is set to process.  

Partial payments are not possible while the automatically process payment option is selected on Recurring Invoices set to process the payment on the invoice date. 

Customer pay online link

In the Email Settings under the Invoice Link Settings,  you can make sure the option to disable the customers ability to make partial payments is unselected. 

    • Then in the pay online link customers can change the amount. 

Through an Invoice

With invoices payments can be processed or scheduled to be processed. 

    • The process is slightly different creating an invoice vs processing or scheduling a payment for an existing invoice.

Click to expand each section

New Invoice

When creating a new invoice after the customer has been selected, on the right side you will see the payment options. 

    • Depending on your Account Settings, the option to automatically process payment option may already be selected. 
    • If not, in order to process a payment once the invoice is created or scheduled for later, select this option. 

    • You are now able to select or add a payment method. 

You will have 3 processing options available: 

Click each section to expand

When you select Process Payment on Invoice Date as soon as the invoice is created it will attempt to process the payment. 

    • This is not the invoice date, it is the invoice creation date, meaning if you future date the invoice it will still process payment when it creates the invoice 
    • As soon as the SAVE option is selected the customer will be charged. 

Selecting Process Payment X Days After Invoice Date will allow you to designate a number of days to wait before the customer’s payment method is charged. 

    • This field will allow a negative value, however the invoice will provide an error when trying to save 

 

 

Note: No payments can be processed on the invoice before the invoice is created.

 

You can schedule the invoice payment status emails right in this area.

    • The customer will not be sent the email until the payment has processed or failed. 

    • You will also have the option to process the payment no later than the last day of the month. 

If the payment for the invoice is not to be taken until the due date, we have a quick option for that. 

    • Selecting this option will allow you to create the invoice and based on the terms of the invoice the payment will go through when the invoice is due. 

You will also be able to schedule an invoice payment status email right from this area. 

Existing Invoice

If you have already created an invoice and forgot to schedule a payment, we've got you covered. 

    • Simply open the invoice in question and select the options in the upper right. 

From here we need to know the plan of attack:

Click each section to expand

Process Payment Now 

To process a payment right away, make sure the option to Schedule this payment to be processed on a different date; is NOT selected. 

Check the payment method

    • By default the last payment method that was added with autopay authorized will show up. 
    • If the payment method is not listed you will have the option to Add A New Payment Method

Once you have reviewed the transaction click the Process Payment option at the bottom of the popup.

 

    • Click 

Schedule the Payment for Later 

To set up a payment today for a later, make sure the option to Schedule this payment to be processed on a different date; IS selected. 

    • Choose the date to process the payment
    • If it will be the current balance or a custom amount

 

Check the payment method

    • By default, the last payment method that was added with autopay authorized will show up. 
    • If the payment method is not listed, you will have the option to Add A New Payment Method
    • Decide if there will be emails sent when the payment is processed

Once you have reviewed the transaction click the Process Payment option at the bottom of the popup.

The invoice will populate again. 

    • To check the scheduled payment, scroll to the bottom of the invoice
    • Click the Scheduled Payments tab

    • Here you will see any scheduled payments for the invoice. 

On a Recurring Invoice

With recurring invoices, the invoice and payment do not generate until the interval date on the recurring invoice. 

Note: If the invoice has already been created and you need to make a payment, visit the Through an Invoice section above. 

When creating/ editing a recurring invoice the payment can be scheduled on the right in the light blue. 

    • To process a payment automatically select Automatically Process Payment and Post into QuickBooks with Invoice

    • Choose the payment method or add a new payment method 

You will have 3 processing options available: 

Click each section to expand

When you select Process Payment on Invoice Date as soon as the invoice is created it will attempt to process the payment. 

    • This is not the invoice date, it is the invoice creation date. 

Selecting Process Payment X Days After Invoice Date will allow you to designate an number of days to wait before the customer's payment method is charged. 

    • This field will allow a negative value, however the payment will not be process until the invoice is created/ generated.  

Note: No payments can be processed on the invoice before the invoice is created/generated.

You can schedule the invoice payment status emails right in this area.

    • The customer will not be sent the email until the payment has processed or failed. 

    • You will also have the option to process the payment no later than the last day of the month. 

If the payment for the invoice is not to be taken until the due date, we have a quick option for that. 

    • Selecting this option will allow you to create the invoice and based on the terms of the invoice the payment will go through when the invoice is due. 

You will also be able to schedule an invoice payment status email right from this area. 

As a Recurring Payment

Start by clicking the Recurring Payments  option from the left menu of the dashboard. 

    • Click Create in the upper right

In the top section of the Add New Recurring Payment screen, you can:

    • Choose the customer

    • Decide to apply the payment to invoices

 

    • Assign the interval 

  •  
    • Choose the start and end date 

    • Decide to process or only record a payment

Note: The option to manually write a cash/check payment into QuickBooks does NOT process a payment. 

    • Add a description only visible in Recur360

At the bottom of the screen, you will see:

    • Payment method type 

      • The payment method type is how it will record it in QuickBooks.

 

    • Payment amount 

    • Custom email message 

Remember to save in the top right. 

In Bulk through the Collections Center

Collections Center is located on the left menu of the dashboard. 

    • When you select the checkbox next to the invoices you want to receive payment for, a options banner will appear.

    • Click the Process Payments option to process the payments for the selected invoices. 

Note: There is another page before the payment processes with a green process payment button

    • Decide your email preferences and select Process Payments when ready. 

Note: This will use the most recently added payment method on file for the customer of the invoice. 

Account Setting

In Settings- Account Settings is a settings to combine payments for the same customer.

Invoices Synced from QuickBooks

For invoices synced in from QuickBooks there are a couple of ways to process the payment. 

Invoices already synced in from QuickBooks 

The easiest way to process payments for invoices that have already synced in from QuickBooks would be In Bulk through the Collections Center. (please visit the section above)

To process a payment on one invoice that has already synced in from QuickBooks follow the instructions in Through an Invoice. (please visit the section above)

You can also schedule a recurring payment on the invoice if you follow the As a Recurring Payment and select the as a single invoice option, then select the invoice number. (please visit the section above)

Invoices not yet synced in from QuickBooks

Before you sync invoices into Recur360 from QuickBooks, hop into the Account Settings to see if our automations will work for you. 

There are settings in the Account - Settings area that control what happens when NEW invoices are imported from QuickBooks into Recur360. 

Click each section to expand

Use Appropriate Bill with Parent 

    • If a "job" customer invoice is synced in and is set to bill with parent, this setting will facilitate that action in Recur360, as long as autopay is authorized for the parent customer.
Automatically Process Payment 

Click each section to expand

When you select Process Payment Immediately it will attempt to process the payment as soon as the invoice is synced into Recur360. 

    • This is not the invoice date, it is the date the invoice is synced into Recur360. 

Selecting Process Payment X Days After Invoice Date will allow you to designate an number of days to wait after the invoice date, before the customers payment method is charged. 

    • This field will allow a negative value, however the field will reset to zero when saved 

You can schedule the invoice payment status emails right in this area.

    • The customer will not be sent the email until the payment has processed or failed. 

 

You will also have the option to process the payment no later than the last day of the month. 

If the payment for the invoice is not to be taken until the due date, we have a quick option for that. 

    • Selecting this option will allow you to create the invoice and based on the terms of the invoice, the payment will go through when the invoice is due. 

You will also be able to schedule a invoice payment status email right from this area. 

 

Process Payments in Pulse 

From Recur360 click Pulse on the left menu

    • In Pulse click Virtual Terminal from the left menu

    • Fill in the details and click complete transaction

Note: This will process a payment, but it is not linked in Recur360 to a customer and it will not post a payment to QuickBooks. It is always best to process a payment from an invoice, or through a recurring payment. 

 

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