WRMS ProDocs
Quotes & Billing

Payments

Record cash, card and bank transfer payments against an invoice, take part payments, and let customers pay online from their invoice link.

Online payments: plan featureAudience:Service AdvisorAccounts

A payment is money received against a work order's invoice. Record every payment as it happens and WRMS Pro keeps the balance, the billing list and your reports correct.

Record a payment

Open the work order and find Payments.
Select Record Payment.
Enter the Amount, Date and Method — Cash, Card, Transfer or Other — and an optional Note such as a receipt number.
Select Save Payment.

Total Paid and Balance Due update straight away. Record a deposit or part payment the same way; the invoice shows as Partial until the rest is paid.

The Payments section of a work order with the Record Payment form (amount, date, method, note), an earlier deposit, and the Invoice Summary showing Paid and Balance Due.
Record a payment on the work order. The Invoice Summary updates the balance straight away.

Mark as paid

Mark as Paid marks the whole invoice as settled without entering individual payments — useful for account customers you reconcile elsewhere. Mark as Unpaid reverses it. Recording actual payments is better where you can, because reports can then show when money came in and how.

Delete a payment

Delete a payment recorded by mistake from the Payments list. The balance goes back up.

Let customers pay online

If your plan includes payments and you connect a payment provider, the customer's invoice link shows a payment button. They can pay the Full amount or a Partial payment. When the provider confirms, the payment is recorded against the invoice automatically, and the customer sees Payment received!

ProviderCustomer pays withNotes
StripeCredit or debit cardNeeds a Stripe account.
PayPalPayPalNeeds a PayPal business account.
VippsVippsNorway only. Not relevant to Australian workshops.

Connect a provider

Open Settings → Payment.
Under Online Payments, choose the provider and enter the keys from your provider account — for Stripe, the Secret Key, Publishable Key and Webhook Secret. Use Sandbox Mode (PayPal) or test keys while you try it out.
Copy the webhook address WRMS Pro shows and add it in your provider's dashboard, subscribed to the event named on screen (for Stripe, checkout.session.completed; for PayPal, PAYMENT.CAPTURE.COMPLETED). This is how WRMS Pro hears that a payment went through.
Save, then test with a small invoice before telling customers.

Provider fees, payout timing and refunds are handled in your Stripe or PayPal account, not in WRMS Pro.

Bank details and payment terms

In Settings → Payment → Payment Details, enter your Bank Account and Payment Terms text (for example Net 14 days). Payment terms print on invoices; the bank account prints when Bank Account is turned on under Settings → Invoice → Visibility on Invoice.

Refunds

WRMS Pro records money received; it does not send refunds. Refund through your EFTPOS terminal, bank or payment provider, then delete or adjust the payment in WRMS Pro so the balance is right. If the invoice itself was wrong, void it.

Permissions

ActionPermission
Record a paymentBilling → Create
Delete a paymentBilling → Delete
Connect payment providers, bank detailsSettings → Edit

Troubleshooting

See Payment problems.

Still need help?

Email support@wrmspro.com or use the contact form. Signed-in users can also send a request from Settings → Support.

Invoices

Every work order carries its own invoice, kept in step with the job. Number it, send it, share it, and void it if it was raised in error.

GST and tax

Set your tax rate and label, choose whether prices include GST, and handle tax-exempt customers.

On this page

Record a paymentMark as paidDelete a paymentLet customers pay onlineConnect a providerBank details and payment termsRefundsPermissionsTroubleshooting