Processing Payments
Payment Overview
Stortech handles most payments automatically, but you'll need to process payments manually for:
Cash or check payments
Failed automatic payments
One-time charges
Payment method updates
Automatic Payment Processing
How It Works
Monthly rent charges on billing date
Credit cards processed automatically
Invoices generated and emailed
Funds deposited to your bank account
What's Included
Monthly rent
Applicable taxes
Late fees (if configured)
Any additional charges
Manual Payment Processing
Step 1: Access Customer Account
Go to Customers or Contacts
Search for customer
Open their account
Click Process Payment
Step 2: Select Invoice
View outstanding invoices
Check amount due
Note due date
Select invoice to pay
Step 3: Choose Payment Method
Credit/Debit Card
Enter card information
Verify billing address
Process immediately
Receipt generated automatically
Cash
Select "Cash Payment"
Enter amount received
Provide change if needed
Print/email receipt
Check
Select "Check Payment"
Enter check number
Note bank name
Hold for clearance
Step 4: Complete Transaction
Review payment details
Click Process Payment
Confirm successful processing
Receipt sent automatically
Handling Failed Payments
Immediate Response
Day 1: Payment Fails
System attempts charge
Payment declined
Customer notified by email
Review failure reason
Day 2-3: Follow Up
Contact customer directly
Explain payment failed
Request updated payment method
Offer assistance
Common Failure Reasons
Insufficient Funds
Ask for different payment method
Offer payment plan if needed
Set up retry date
Expired Card
Request new card information
Update payment method
Process manually
Card Reported Lost/Stolen
Get new payment details
Update customer record
Verify customer identity
Late Fees
Automatic Application
Late fees apply when:
Payment remains unpaid past grace period
System adds fee automatically
Customer receives notification
Shows on next invoice
Manual Adjustments
Adding Late Fees
Go to customer account
Click Add Charge
Select "Late Fee"
Enter amount
Add to next invoice
Waiving Late Fees
View invoice with late fee
Click Adjust
Remove or reduce fee
Document reason
Notify customer
Special Payment Situations
Partial Payments
When customer can't pay full amount:
Accept partial payment
Document in account notes
Set up payment plan
Monitor remaining balance
Advanced Payments
For customers paying ahead:
Process full payment
Credit appears on account
Applies to future invoices
Send confirmation
Security Deposits
Collecting Deposits
Usually with first month's rent
Separate line item on invoice
Held until move-out
Refundable per policy
Refunding Deposits
After move-out inspection
Deduct any damages/fees
Process refund
Document in system
Payment Reports
Daily Reconciliation
Review daily:
Payments processed
Failed transactions
Cash/check received
Deposits pending
Monthly Summary
Track monthly:
Total revenue collected
Outstanding balances
Payment success rate
Average days to pay
Best Practices
Customer Communication
Be professional about payment issues
Offer multiple payment options
Work with customers in difficulty
Document all interactions
Security
Never store card details insecurely
Follow PCI compliance
Verify customer identity
Protect payment information
Efficiency Tips
Process payments same day received
Update payment methods immediately
Set up payment reminders
Use automatic retry for failures
Common Issues
Payment Won't Process
Check:
Valid payment method
Sufficient funds/credit
Correct billing information
No system holds
Receipt Not Sending
Solutions:
Verify email address
Check spam filters
Regenerate receipt
Send manually
Payment Showing as Pending
Reasons:
Bank processing delay
Check clearance time
System synchronization
Manual review required
Quick Reference
Payment Status Types
| Status | Meaning | Action Needed | |--------|---------|---------------| | Paid | Successfully processed | None | | Pending | Processing or on hold | Monitor | | Failed | Payment declined | Contact customer | | Refunded | Money returned | Document reason |
Grace Periods
Standard: 5 days after due date
Can be customized per facility
Automatic late fee after grace period
Customer notified of timeline
Next Steps
Learn about Managing Customer Accounts for ongoing customer service.
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