Using the Unified Payment Request Flow to Generate Sharable Links

Summary

This article explains the new unified payment request feature, which allows you to generate a sharable payment link at any time, even before an invoice is created. It covers how this single workflow unbundles payments from invoices, allows you to adjust payment methods, and details the different options for generating a link with or without an invoice.

Table of Contents

• Overview of the Unified Payment Request Flow
• How to Use the Unified Payment Modal: A Step-by-Step Guide
  • Step 1: Confirm Payment Details
  • Step 2: Preview and Adjust Payment Methods
  • Step 3: Choose Your Output and Delivery Option
    • Option 1: Generate Link Only (No Invoice)
    • Option 2: Generate Link with Invoice Record
    • Option 3: Send Email with Invoice
• Managing Automated Reminders
• Key Changes and Important Considerations

Overview of the Unified Payment Request Flow

The new payment request flow unifies all payment initiation points into a single, flexible modal. This "unbundles" the act of payment from the act of invoicing, giving you more control and speeding up your cash flow.

Key benefits include:

• Collect payment on the spot: Generate a payment link without needing to create and send a formal invoice first.
• Share links anywhere: Copy a payment link and share it through any channel, such as WhatsApp, SMS, or during a video consultation.
• Works without contact info: This feature is no longer blocked if you lack the customer's email or phone number (e.g., for leads from sources like EnergySage). The "Share Proposal" button will no longer be grayed out.
• Adjust Payment Methods: You can now preview and adjust which payment methods (e.g., credit cards, bank transfers) are available on the link before you generate it.
• Consistent experience: The same, powerful modal is used whether you are requesting a pre-sale deposit, a post-sale milestone, or a standalone payment.

How to Request a Payment (Access Points)

Clicking "Request Payment" or "Send Invoice" in any of the following locations will now launch the new unified payment request modal:

• Requesting payment from a payment option card (pre-sale)
   

  

• Requesting a milestone payment on the project page (post-sale)
• Creating a standalone payment on the project page (post-sale)
• Creating a new payment request from the global Invoices/Payments tab

How to Use the Unified Payment Modal: A Step-by-Step Guide

When you initiate a payment, the new modal will guide you through the following steps.

Step 1: Confirm Payment Details

• The modal will open pre-populated with the payment details (e.g., amount, title) based on where you started.
• Verify that the amount and title of the payment request are correct.

Step 2: Preview and Adjust Payment Methods

• The modal will show you the payment methods that are currently enabled for this project (based on your organization's settings).
• You can now add or remove specific payment options for this single payment link. For example, if you want to enable American Express or disable bank transfers for this specific transaction, you can do so here before creating the link.

Step 3: Choose Your Output and Delivery Option

This is the core of the flow. You must decide how you want to generate the request.

Option 1: Generate Link Only (No Invoice)

• What it does: Generates a sharable payment link.
   

  

• Best for:
  • Collecting payment on the spot.
  • Sharing via text, WhatsApp, or other messaging apps.
  • Requesting payment when you do not have the customer's email or phone number.
• Reminders: Automated reminders are OFF by default but can be manually toggled on.

• Important Limitation:

  Warning: This option does not create an invoice record. Because no invoice is generated, accounting integrations (like Xero or QuickBooks) will not function for this payment, and the transaction will not sync.

Option 2: Generate Link with Invoice Record

• What it does: Creates a formal invoice record and provides a sharable payment link.
• What it DOESN'T do: It does not send an email from the system. You are responsible for copying the link and sending it to your customer.
• Best for: Maintaining proper invoice records for accounting while using your own communication channels (e.g., a custom email or text).
• Features: You can preview the invoice document before generating the link.
• Reminders: Automated reminders are OFF by default but can be manually toggled on.

Option 3: Send Email with Invoice

• What it does: Creates an invoice record, generates a payment link, and sends the system email to the customer.
• Best for: The traditional workflow where you want the system to send a formal invoice email with a payment button.
• Features:
  • You can preview the invoice document.
  • You can preview and edit the body of the email before sending.
• Reminders: Automated reminders are ON by default but can be manually toggled off (muted).

Managing Automated Reminders

You have full control over automated payment reminders for each request.

• "Link" Workflows (Option 1 & 2): When you choose to "Generate Link," reminders are OFF by default. If you want the system to send follow-ups, you must manually enable the reminder toggle.
• "Email" Workflow (Option 3): When you choose to "Send Email," reminders are ON by default. If you do not want the customer to receive follow-ups, you must manually mute them using the toggle.
• The main payment list will visually indicate which payment requests have reminders muted.

Key Changes and Important Considerations

• Payment Amount is Locked: The act of generating a payment link—regardless of the option you choose—officially "issues" the payment request. This sets the payment request sent date and locks the payment amount, preventing future edits.
• Accounting Sync: To reiterate, if you use the "Generate Link Only" (No Invoice) option, the payment will not sync to your accounting software. You must select Option 2 or 3 to create an invoice record for accounting purposes.