Taking Payments on the HCP Web Portal
In this article, we cover the process of taking payments through the Housecall Pro web portal, the different payment methods you can use, and how to confirm whether a payment has been taken on a job.
If you don't currently use our credit card processor and are interested in learning more, please fill out our Credit Card Payments Interest Form, and a Payments Specialist will reach out to provide additional information.
How to Take a Payment (HCP Web Portal)
To take a payment on the HCP web portal:
Open the job associated with the invoice you need to collect payment for.
Click the Pay button in the action bar at the top of the page.
From the Payment window, confirm the payment amount.
The total due amount for the job will be populated automatically, but the Amount field can be adjusted if you're taking a partial payment.
To send your customer a receipt of their payment, confirm their email address in the Email receipt field and ensure that the Notify customer box is checked.
Uncheck the Notify customer box if you don't want to send a receipt to your customer.
Select the Credit payment method when taking a card payment with Housecall Pro's payment processor.
🛠️ Pro Tip:
If your customer has a card on file in your Housecall Pro account, this card will be selected automatically. The Notify customer option is required in this case and cannot be deselected.
You can update or remove your customer's card on file from the Payment window.
If your customer would like to use a different card, select the Other credit card option.
Confirm the name on the card, billing address, and postal code associated with the card. (These fields are automatically populated with your customer's information on their Customer Profile.)
Input the card number, expiration date, and CVC.
Click Charge Card in the bottom right corner of the Payment window to process the payment.
If you are using a different payment processor (not through HCP), choose Other as the payment method.
You can then click the Other credit card processor option and select your credit card processor from the list that appears.
Enter any payment notes (optional), then click Pay - Other in the bottom right corner of the Payment window to process the payment.
If your customer is paying with cash or check, select those options, then click Paid - Cash or Paid - Check, and you'll be good to go!
🛠️ Pro Tip: When taking check payments, the Payment note section is a good place to input the check number.
After processing the payment, a receipt will be emailed to your company's support email address and to your customer if the 'Notify customer' option was selected.
If Text Messaging has been enabled on your account and your customer has a phone number in the mobile field of their Customer Profile, your customer will also receive their receipt via SMS.
Note: You must first register and be approved for your Custom SMS number to send receipts to your customers via text.
📖 Help Article: To learn more about registering your business for your free Custom SMS number, check out our Help Article, "Custom SMS Number."
How to Confirm that Payment Has Been Collected on a Job
When a payment has been made on an invoice, the Job Details page linked to that invoice will reflect the payment in 3 places:
The Pay icon in your Action Bar will now be blue and show "Paid" under the icon.
If a partial payment was taken, the Pay icon will instead reflect the due amount.
The Payment History section reflects the payment date, time, type, amount, and notes.
The Activity Feed will display a line in green text reflecting that a payment was made.
This line includes the payment amount, method, date, and time. A separate line will reflect which invoice the payment was applied to, along with the payment amount.
Action Bar (Full Payment Taken) |
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Action Bar (Partial Payment Taken) |
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Payment History |
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Activity Feed |
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How to Send a Receipt to a Customer
When a customer makes a payment on a job/invoice, a receipt will automatically be sent to them unless their notifications are disabled. In this case, you may need to manually send the receipt.
To send a receipt to a customer:
Open the job associated with the payment.
Click the Pay button in the Action Bar at the top of the Job details page.
Confirm the customer's email address in the Email receipt field.
Click Send receipt in the bottom right corner of the Payment window, and that's it! The receipt will then be sent to your customer.
How to Print a Receipt
When a customer makes a payment on a job/invoice, a receipt will automatically be sent to them unless their notifications are disabled. To provide a physical copy confirming payment, you can print the invoice, which includes the customer's payment history and serves as a receipt.
To print a receipt on the HCP web portal:
Open the job associated with the payment.
Next, in the Invoice section, click the printer icon to the right of the blue Send Invoice button.
A new tab and a Print window will automatically open.
Then, choose a printer to print a physical copy, or select Save as PDF to download a digital copy.
Finally, click the Print button in the bottom right of the window.
Check out these simple tips on collecting payments from your customers!
Having trouble finding what you need?
For further assistance, please reach out to our Chat Support team
via the Blue Chat Bubble in your Housecall Pro account, or
contact our Phone Support team at (858) 842-5746.