Payments & Invoicing

TimberCloud provides comprehensive payment processing and invoice management, integrated with Stripe for secure credit card transactions.

Overview

The Payments and Balance section in each order provides:

• Invoice generation and viewing
• Multiple payment method support
• Transaction history
• Balance tracking

Invoices

Invoice Types

TimberCloud automatically generates invoices at key points in the order lifecycle:

Automatic Invoice Creation

Invoices are generated automatically:

1. New Quote from Storefront → Quote Invoice Version 1
2. Quote Accepted → Order Acknowledgement Version 1
3. Price Changes on Quote → New Quote Version (previous voided)
4. Price Changes on Order → Order reverts to Quote, new Quote Invoice

Invoice Contents

Each invoice PDF includes:

• Company header with logo and contact info
• Customer billing and shipping addresses
• Order number and date
• Line-by-line product breakdown
• Selected options and specifications
• Subtotal, discount, tax, and shipping
• Total amount due
• Payment terms and instructions

Viewing Invoices

To view or download an invoice:

1. Open the order detail view
2. Navigate to the Documents dropdown
3. Select the invoice type
4. PDF opens in a new tab or downloads

Invoice Versioning

When order pricing changes, TimberCloud maintains an invoice history:

Quote - Version 1  [void]    Created: Jan 15
Quote - Version 2  [void]    Created: Jan 16 (price change)
Quote - Version 3  [valid]   Created: Jan 17 (current)

Only the latest version is marked as valid. Previous versions are void but retained for audit purposes.

Customizing Invoices

Invoice appearance is configured in Product Settings:

• Which fields appear on invoices
• Column ordering
• Display format for dimensions
• Price visibility options

Payment Methods

Supported Payment Types

Credit Card Payments

All credit card transactions are processed through Stripe (opens in a new tab), providing:

Security Features

• PCI Compliant — Meets strictest data security standards
• Encryption — State-of-the-art cryptographic protection
• Fraud Detection — Machine learning prevents fraudulent transactions
• 3D Secure — Additional authentication for high-risk transactions

Saved Payment Methods

Customers can save credit cards to their profile for future orders:

1. During checkout, select "Save card for future use"
2. Card is securely stored in Stripe (not your database)
3. Future orders can use saved cards with one click

Recording Manual Payments

For cash or check payments:

1. Open the order detail view
2. Navigate to Payments and Balance
3. Select payment method (Cash or Check)
4. Enter payment amount
5. Add reference number (check number, etc.)
6. Click Submit Payment

Payment Workflows

Customer Payments (Storefront)

When a customer pays via the storefront:

1. Customer enters card details at checkout
2. Stripe processes the transaction
3. If successful, payment is recorded immediately
4. Customer receives confirmation
5. Order status is updated
6. Balance reflects the payment

Customer payments clear immediately if the card is valid.

Employee-Initiated Payments

When an employee records a payment for a customer:

1. Employee selects payment method
2. Enters amount and details
3. Payment is marked as Pending
4. Customer receives notification to accept/deny
5. Upon acceptance, payment clears
6. Balance is updated

Important: Admins can only accept payments on behalf of customers with explicit permission. Accepting payments without consent violates terms of service and results in account termination.

Payment Terms

Payment terms define when payment is due:

Configure payment terms in Order Settings.

Transaction History

Viewing Transactions

Each order maintains a complete transaction history:

Transaction #1001   Credit Card   $500.00   Paid      Jan 15, 2024
Transaction #1002   Cash          $250.00   Paid      Jan 20, 2024
Transaction #1003   Check #5432   $250.00   Pending   Jan 22, 2024

Transaction States

Transaction Receipts

Each successful transaction can generate a receipt PDF:

1. Navigate to transaction history
2. Click the receipt icon next to a transaction
3. Download or print the receipt

Balance Tracking

Balance Calculation

Order balance is calculated as:

Balance = Total - (Sum of Paid Transactions)

The balance section displays:

Balance Status

Refunds

Processing Refunds

To refund a payment:

1. Open the order detail view
2. Navigate to transaction history
3. Click Refund on the transaction
4. Enter refund amount (full or partial)
5. Confirm the refund

Refund Policies

• Credit Card Refunds — Processed back to the original card via Stripe
• Cash/Check Refunds — Recorded manually, physical refund processed separately
• Partial Refunds — Supported for all payment types
• Balance Adjustment — Refunds increase the order balance

Stripe Connect

For Multi-Company Platforms

TimberCloud uses Stripe Connect to enable:

• Each company connects their own Stripe account
• Payments flow directly to company accounts
• Platform charges are automatically calculated
• Commission splits handled automatically

Setting Up Stripe Connect

1. Navigate to Settings → Payments
2. Click Connect with Stripe
3. Complete Stripe onboarding
4. Once verified, payments are enabled

Stripe Account Status

Stripe Tax Integration

Automatic Tax Calculation

If Stripe Tax is enabled:

1. Tax rates are calculated automatically
2. Based on shipping address
3. Supports multiple tax jurisdictions
4. Compliant with local tax laws

Tax on Invoices

Stripe Tax data is stored on each order:

• Tax calculation ID
• Tax transaction ID
• Breakdown by jurisdiction
• Total tax amount

Platform Charges

Understanding Platform Fees

TimberCloud may charge platform fees based on your subscription:

• Fees are calculated per transaction
• Deducted from payment before deposit
• Visible in transaction details
• Tracked for accounting purposes

Viewing Platform Charges

Platform charges are recorded separately from order transactions and visible in your company billing section.

Best Practices

For Accurate Accounting

1. Record all payments — Even cash/check payments should be logged
2. Use correct dates — Backdate transactions if payment was received earlier
3. Keep receipts — Download transaction receipts for records
4. Reconcile regularly — Match platform records with bank statements

For Customer Experience

1. Enable saved cards — Repeat customers appreciate convenience
2. Offer multiple methods — Some customers prefer checks or cash
3. Clear payment terms — Set expectations upfront
4. Send confirmations — Automatic receipts build trust

For Security

1. Never store raw card data — Let Stripe handle it
2. Verify large transactions — Manually confirm high-value payments
3. Train staff — Ensure employees understand payment policies
4. Review failed transactions — Investigate patterns of failures

Troubleshooting

Payment Declined

Common reasons for declined payments:

• Insufficient funds
• Incorrect card details
• Card expired
• Fraud prevention triggered

Solution: Ask customer to verify card details or try a different card.

Stripe Not Connected

If you can't accept credit card payments:

1. Check Stripe account status in settings
2. Complete any pending verification requirements
3. Ensure bank account is connected
4. Contact Stripe support if issues persist

Refund Not Processing

Refunds can take 5-10 business days to appear on customer statements:

• Credit card refunds are processed by the card network
• Check with Stripe dashboard for refund status
• Provide customer with refund confirmation

Next Steps

• Notifications
• Order Settings
• Company Settings
• Reports & Transactions