Collecting Payments

Payment collection happens on the Payments tab of a work order. The tab becomes active once the work order is in Completed status — you can’t collect payment while the work is still in progress.

When You Can Collect

The Payments tab is available to service advisors, managers, and admins (not technicians) — and only when the work order status is Completed. If you see “Complete the work and then collect payment,” you need to complete the work order first.

For the big picture of how payments fit into the full cycle, see The Money Loop.

Taking a Payment

You’ll need: a work order in “Completed” status with a balance due.

1. Open the work order and go to the Payments tab
2. You’ll see the Balance Due and a grid of payment methods
3. Click the payment method you want to use
4. Enter the amount (defaults to the remaining balance) and any method-specific fields
5. Click Charge (or Post to Account for A/R)

Payment Methods

⚠️ Important

E-transfers start as pending and don’t count as paid until a manager or admin confirms them. Pending e-transfers appear on the Pending E-Transfers page where they can be confirmed, failed, or cancelled.

Payment Links

If the customer isn’t at the shop, you can send them a payment link:

1. On the Payments tab (or from the board card’s Send Link action)
2. The Send payment link drawer opens showing the balance due
3. Choose the channel (SMS or email)
4. Edit the message body (the link is appended automatically)
5. Click Send link (or Resend link if previously sent)

You can also click Copy link to copy the URL and paste it into a manual message.

The customer opens the link, sees their invoice total, and clicks Proceed to Secure Payment to pay online.

💡 Pro Tip

Payment links are not available for A/R (charge account) customers or for work orders with zero balance.

Refunds

Only admins and managers can process refunds.

1. Find the payment in the payment history
2. Click the payment’s overflow menu (three dots)
3. Click Refund payment
4. Enter the refund amount (full or partial)
5. Choose a reason: Overcharge, Work not completed, Customer dissatisfied, Warranty, or Other
6. Click Process Refund

The refund creates a new payment record with is_refund: true. If the work order was closed and no longer fully paid, it reverts to “Completed” status.

⚠️ Important

You can’t refund store-credit payments. Refunding store credit is not supported.

Voids

Voids cancel a card/terminal transaction before it settles — the money never actually moves. Only admins and managers can void.

To void: find the payment → overflow menu → Void payment → review the warning → Confirm Void.

You can’t void a payment that has already settled, or if store credit issued from it has been partially redeemed.

Credit Balances (Overpayments)

If a customer overpays, the Payments tab shows an amber banner: “Invoice overpaid by {amount} — resolve credit balance.” Only admins and managers can resolve these.

Click Resolve and choose:

• Refund to original payment — process a refund to the original payment method
• Convert to store credit — issue store credit for future work orders
• Write off — remove the credit balance from the ledger (when the overpayment isn’t worth pursuing)

Send to A/R (Accounts Receivable)

For fleet accounts and charge-account customers with net billing terms (Net 15, Net 30, etc.), you can post the balance to their account instead of collecting payment:

1. Click Send to A/R in the payment method grid (or Send to A/R from the board card)
2. Click Post to Account

The charge gets added to the customer’s current open monthly statement. If the work order is fully paid via A/R, it closes automatically.

When A/R Is Unavailable

The A/R tile is greyed out when:

• No billing customer is assigned
• The customer doesn’t have a charge account (set billing terms to Net terms to enable)
• The customer is “Due on Receipt” (no net terms)
• A required PO number is missing (fleet accounts that require POs)
• The work order isn’t completed yet

Reversing an A/R Posting

Admins and managers can reverse an A/R posting: click Reverse A/R Posting in the A/R success state. This voids the payment and removes it from the statement.

Receipts

After recording a payment, you’ll see a success state with options:

• Send Receipt — opens a drawer to send via SMS or email
• Print Receipt — opens a printable receipt in a new tab

You can also send a receipt later from the payment history row’s overflow menu → Send receipt.

Cash Drawer

If your shop uses the cash drawer:

• Cash payments automatically create a cash entry in the active drawer session
• If no drawer session is active, Wenmar Pro auto-opens one (managers set the starting float)
• Manual cash entries (petty cash, bank deposits, till corrections) can be added from the New Cash Entry action
• Managers close the drawer from Reports → Cash Drawer Sessions with a countdown reconciliation

Roles & Permissions

Troubleshooting

“Complete the work and then collect payment.”

The work order isn’t in “Completed” status yet. Go to the WIP tab, make sure all services are marked done, then complete the work order.

“Send to A/R unavailable — {reason}”

See the A/R section above for the eligibility requirements. The most common blocker is the customer not having net billing terms set.

E-transfer shows “Awaiting Confirmation”

E-transfers start as pending. A manager or admin needs to go to the Pending E-Transfers page and click Confirm to count it as paid.

Customer overpaid — what do I do?

You’ll see an amber “resolve credit balance” banner on the Payments tab. An admin or manager can choose to refund, convert to store credit, or write off the overpayment.

Related Topics

• The Money Loop — How payments fit into the full cycle
• Managing Work Order Status — Completing work orders before collecting payment
• Sending Estimates — What happens before the work starts
• Customer Database — Setting up fleet accounts and billing terms

Questions? Contact us at help@wenmarpro.com