Collect and Record Payments
In this article
YoPrint gives you two ways to collect payments. You can record offline payments like cash or check directly on the sales order, or let your customer pay online through the customer portal. To accept online payments, connect a payment gateway like Stripe or Square in your settings. Once connected, your customer can pay by card through the customer portal, and YoPrint records the payment automatically.
Record a payment
Record a manual payment when you receive funds offline, such as cash, checks, or payments taken in person or over the phone. Using the customer portal allows faster payment collection and fewer manual entries, while manual sales order entry is reserved for cash, check, or special payment cases. The suggested deposit amount comes from the order's payment terms. If no payment terms are assigned or no deposit is required, Amount to Pay defaults to 0. To configure payment terms, see Manage Payment Terms. To customize available payment method names, see Customizing Payment Method.
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On the sales order, scroll down the right panel to Payments and select + (Add).
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Select Manual Payment from the menu.
To apply existing customer credit instead of recording a cash or check payment, select Apply Credit from this menu. Apply Credit is available when the customer has an existing credit balance in their wallet fund. If the order has unallocated funds, you can use Issue Credit to return those funds to the customer as store credit.
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In the Record Manual Payment dialog, leave Deposit selected to record the required deposit.
Date defaults to today's date, or you can select a different date using the calendar picker. If your payment terms require a deposit, Deposit populates automatically with the remaining deposit amount due (such as $100.00 for a 50% deposit on a $200.00 order). If no deposit is required or the deposit is already paid, Amount to Pay defaults to 0.
To record a different amount, select Full Amount to collect the remaining balance due on the order, or select Custom to enter a specific figure.
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Select the Payment Method dropdown and choose the method you received, such as Check or Cash.
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Enter the check number or payment identifier in Reference ID.
Adding a note in Description is optional.
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Select Create.
The recorded payment appears in the Payments panel showing the method and amount (such as Check and +$100.00). YoPrint automatically links the payment to your order's invoice through a payment allocation, so you do not need to assign it manually.
Because payments are applied against invoices, recording a payment before creating an invoice may cause the Payments panel to show the order as Overpaid. Once you generate an invoice in the Invoice panel on the right, Amount Paid and Balance Due update to show the accurate collected amount and remaining balance.
Check the balance
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In the order details header at the top of the sales order, check Balance Due to review what remains owed.
Amount Paid displays the total collected so far, and Balance Due displays the remaining amount. Payment Requested On displays a dash until you send an online payment request.
Send a payment request
You can send a payment request whenever a sales order has an outstanding balance (Balance Due is greater than zero). In the Quick Actions menu, the action is called Send Payment Request. The dialog button and customer email use the label Payment Reminder, which serves as both the initial payment notice and follow-up reminders.
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At the top right of the sales order, select the Quick Actions menu (⋮).
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Select Send Payment Request.
If the sales order already has email recipients assigned, YoPrint sends the payment reminder email immediately. If no recipient has been selected yet, the Email Participants dialog opens so you can choose who receives it.
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In the Email Participants dialog, select the checkbox next to the recipient.
The row displays the contact's name and email address.
If the recipient is not listed or lacks an email address, select Add Contact to add their details. The Send Payment Reminder button remains disabled until you select a recipient with a valid email.
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Select Send Payment Reminder.
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On the sales order, check Payment Requested On to verify that the request was sent.
The customer receives an email with the subject [Sales Order SO0001] Payment Reminder. Selecting Pay Now in that email opens the sales order to complete the payment online, as described in How your customer pays online in the customer portal.
How your customer pays online in the customer portal
When your customer receives the payment reminder email, they complete payment online through the customer portal. You can also copy the direct link from the sales order by selecting Copy order link to the Customer Portal. For a $100.00 balance on sales order SO0001, the email subject is [Sales Order SO0001] Payment Reminder, and the message states that a payment of $100.00 is due on 20 Oct 2026.
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In the payment reminder email, select Pay Now.
The sales order opens in the customer portal with the payment window displayed.
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On the sales order, select Pay Now if the payment window is closed or does not open automatically.
If the customer navigates to the sales order directly from the customer portal rather than the email link, selecting Pay Now at the top right opens the payment window.
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Under Select Amount, leave Full amount selected to pay the remaining balance.
The Amount to pay field automatically displays the outstanding balance.
To pay a partial amount, select Split Payment and enter the custom amount.
If your shop applies a credit card surcharge, the fee appears under Credit Card Surcharge and updates the total charged.
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Select Pay Now at the bottom of the payment window.
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In Complete Payment, enter the card number, expiration date, and security code, then select Pay.
YoPrint automatically records the confirmed payment on the sales order and updates the order balance.
To learn more about the customer portal, see Customer Portal Overview. It covers the dashboard, quotes, invoices, and shipments.