Please note: Karbon Payments is only available for firms in the following regions: US, UK, Canada, Australia, New Zealand.
Index
Once you have sent invoices to your clients using Karbon Billing, Karbon Payments handles the payment collection process for you.
Setting up a Karbon Payments account allows your clients to securely pay the invoices they receive, seamlessly via card or ACH direct debit (US).
Security of Karbon Payments
Karbon Payments is powered by Stripe Connect to securely collect your payments in Karbon. Stripe is a large financial provider that is a PCI Service Provider Level 1. This means they take care of all of the compliance to run payments. See further details here: https://stripe.com/docs/security
Pricing
By adding a payment account you agree to the transaction fees. You can find an overview of fees on our pricing page.
Set up Karbon Payments
Set up and activate Karbon Payments by managing user permissions, configuring billing settings, and adding a payment account, including the integration process with Stripe for secure payment handling.
Enabling Payments Permissions
Follow these steps to enable access to Karbon Payments:
Access User Profile:
Click on your name in the main menu to access your user profile.
Navigate to Permissions:
Locate and click on the section for permissions within your user profile settings.
Enable Required Permissions:
Ensure that you have enabled the following permissions:
Billing Access: Allows entry into billing settings.
Manage Karbon Payments Accounts: Enables creation and maintenance of Karbon Payments accounts.
Save Changes:
After enabling the necessary permissions, save your changes.
Add a Karbon Payments account
Navigate to Settings.
Click on Billing.
Select Karbon Payments.
Choose Add Payment Account.
Please note: The account currency is based on the firm's currency and region found under Settings > Account Settings, accessible to users with admin permissions. If you do not have admin permissions in Karbon, an info message will inform you to contact an admin user for access.
When you click on Add Payment Account, it will prompt you to ensure you have the following details on hand for the next steps.
Karbon partners with Stripe to securely collect your payments in Karbon. When you click Continue, this will take you to the Stripe onboarding form.
Please proceed to complete the onboarding form with the requested details to finalize the set up of your Karbon Payments account.
Manage your Karbon Payments Accounts
Setting your primary Payments account
When you have more than one account, you can use the options menu (...) to change the account that's nominated as your primary account under Settings > Billing. This is the account where the firm's payouts will be delivered. Payments are processed by whichever account is primary at the time of processing.
Updating an Incomplete Payments Account
If a Payment account's details are incomplete, only the account owner can update the details of their account. You can see the account owner on the right side of the table.
To the right of the account you would like to update, click on the options menu (...) > Update Account. You'll need to go through the form and find any missing requirements. Please let support know if you need help with this.
Receiving Karbon Payments
When a client pays an invoice using Karbon Payments and it is successfully processed, the invoice will automatically move to the Paid section in Invoices, as well as be reflected in the Payments and Payouts Report.
You’ll receive payouts on business days. Due to verification, your first payout will take slightly longer to arrive in your bank account, typically about a week. Following this, payouts should arrive 2 business days after the card payment. Direct debit payments take a little longer - usually several days.
Viewing Payment Activities on Invoices
To help you track payment activities more easily, the Payments allows you to see all the payments made to a specific invoice in one place.
To view payment activities associated with an invoice:
Navigate to Billing > Invoices.
Select the invoice you wish to view.
Once the invoice is selected, go to the Payments tab to see the full history of payment activities.
This tab provides a comprehensive overview of all payments made, ensuring you have complete visibility into the payment status of each invoice.
Your client's experience of paying an invoice
With your Karbon payments active:
when your client receives their invoice via email, they will see a Review and Pay button to make payment.
After clicking Review and Pay, it will take your client via a secure magic link to the Client Portal to access the invoice. In the top-left corner, they will see a Pay Invoice button to proceed to the payment screen after they have reviewed.
The payment screen in the Client Portal will allow them to securely input their card payment details. Once entered, they will complete the payment by clicking the Pay now button at the bottom of the screen.
Finally, your client will see "Invoice Paid" at the top of the page when the payment has been completed successfully.
Direct debit payments
ACH Direct Debit (US)
US firms can use ACH Direct Debit as a payment method. When you issue invoices to your clients, they can securely connect their bank account and save their payment details for automatic future payments.
Australia Direct Debit
Direct Debit is an option for Australian Firms. When your clients pay an invoice, they can enter their BSB and Account Number to pay using direct debit. They can also save payment details to pay for future invoices automatically.
Pre-authorized debits (PAD) in Canada
When your clients pay an invoice, they can enter their bank account details to pay using direct debit. They can also save payment details to automatically pay for future invoices.
You can request direct debit payment details in advance of work being done using the Request Payment Details feature.
Collecting Auto-Pay details upfront
You can save payment method details, such as card or bank details, before working for a firm or at any time that suits you.
Navigate to Billing > Receivables > Choose a client. Or use Contacts > Choose a client > Billing tab.
You’ll see Request Payment Method as an option if you have a Karbon Payments account.
To request payment details up front, go to Receivables > Client > Auto-Pay > Request Payment Method, or Contact > Billing > Auto-Pay > Request Payment Method. Your client will then receive an email with a secure link to input their payment details. Once their payment details are saved, all approved invoices will be automatically paid on their due date.
Replacing Saved Payment details
If your client adds new details, they override the current saved payment details.
To completely remove saved payment details for Auto-pay, contact customer support with your Karbon details and your client’s name.
Suggested articles: