Payment Gateways supported by zistemo settings

To mark invoices as paid, you can record the payment manually as the account owner or an admin  or a team leader.

…Or your clients can make payments online.
The available payment methods are PayPal, Stripe, 2Checkout, Braintree.

To set up these payment gateways go to Settings ➝ Payment Integration ➝ click ‘Config’ link and follow the setup process.

Activate this payment method by clicking on ‘Active’ ➝ and ‘Save Changes’

Now you are able to add these payment methods to your invoices:

NOTE: These icons are only clickable on zistemo default templates. On manual created custom templates, it is not possible.

Your clients can now use these payment methods for online payments.

How can I get paid faster?

Here are some tips for getting faster payments using zistemo:

• • Invoice notes – write notes to your client. This information will be displayed on the invoice as a noteOn the invoice preview it will look like:
  • Payment terms – you can use default payment terms or create your own.On the invoice preview it will look like this:
  • Manual payment reminders – read more on Reminder emails.
  • red ‘overdue’ status – if the due date has passed, the status of unpaid invoices will be changed to ‘overdue’ – so it is quick and simple to see which invoices remain unpaid.

How do I connect zistemo to a payment gateway to allow online payments?

• More details here

Online payments via payment gateways (PayPal, Stripe, 2Checkout, Braintree)

If you attach either of these payment methods to your invoice, your client will be able to pay the invoice online.

On the invoice preview, your client will see the ‘Pay Now’ button.

NOTE: These icons are only clickable on zistemo default templates. On manual created custom templates, it is not possible.

They can then choose one of the payment methods.

See how it works e.g. with Stripe (no Audio):

Automatic payment notification emails

When your client makes a payment – the status of their invoice will be changed to ‘paid’.

You can set automatic payment notifications by email. Go to, Settings ➝ Emails ➝ mark check-box ‘Payment Received’.

How do I add a payment to an invoice?

As the account owner or admin or team leader, you can record a payment manually.
To do this go to, Sales ➝ Invoices ➝ mark needed invoices ➝ click “Add a Payment”

…Or go to Sales ➝ Payments ➝ Add Payment ➝ choose the invoices that need to be marked as paid and click “Record Payments”.

on the Payment page, you can choose the payment method, the date of payment and add notes.

How do I edit a payment?

To view or edit payment data, go to Sales ➝ Payments

On the row end menu, click ‘Edit’ to open the payment page or ‘Send the client a notification’ to send a payment notification by email.

Save default for payment method

zistemo takes another step to speed up your payment process: we now save your last-used “Payment method” as default. So if you chose “Bank Transfer” when entering the most recent payment, this payment option will be featured by default in your next payment.

Delete manually-entered payments

If you manually recorded a payment for an invoice, you can delete it by going to ‘Sales’ ➝ ‘Payments’. Here, select the transaction you want to cancel and choose ‘Delete Payment’ from the list on the right-hand side.

On the “Enter Payment” page, uncheck “Pay in full” and enter the needed amount.

After clicking “Save Payments”, the invoice will get the status “partial” meaning it is partially paid.

Furthermore, you can edit payment amounts at any time on the “Edit Payment” page or delete it by clicking “Delete Payment”:

Another way would be to click “Print Receipt” right on the “Enter payment” page.

The receipt contains your company logo and the address:

Client information

Payment amount

“Date of payment” and its sequence number:

The “Number” and “Date” of the invoice that’s paid, payment “Note” and “Payment method”.

Regarding the “Date of payment”, you can also add manually more information in the “Place” field.

Then click ‘Create without invoice’:

Enter the information about the payment and click ‘Save’:

Very important: the information about such payments will be included in reports (Profit and Loss Report, VAT Report, Transaction Report, Payments Collected Report).

In the report ‘Payments Collected‘ (Accounting Reports) the user can find the payments without invoices as Other Income:

In the ‘Profit and Loss‘ report (Accounting Reports) we show all payments when select in the drop-down ‘taxation’ -> actual value taxation. The payments without invoices we show as Other Taxable Operation Income (when a tax is applied) or Other Non-taxable Operation Income (when a tax isn’t applied):

This is without taxes, taxes we show separately as Other Incoming Sales Tax:

In the ‘Transaction Report‘ (Accounting Reports) as those are the payments without invoices then these payments we show in the table Received Payments (as here we show all received payments (via invoice or without invoice)):

In the ‘VAT report‘ (Accounting Reports) the user can find the payments without invoices via drop-down ‘taxation’ -> actual value taxation:

In the report ‘Revenue by Client‘ (Client Reports) all payments we show when select ‘Total Collected’ (here we show all received payments (via invoice or without invoice)) and payments without invoices the user can see only here:

1. Of course you need to have a paid retainer and an invoice.
2. Next, you need to pay the invoice with the retainer. Therefore, you need to activate the invoice. Learn more about to use a retainer to pay invoice. Since you want to sent a balanced invoice we would recommend to just activate the invoice but not send it yet. A good idea is to do that on the line end menu:
   
3. Now, you can see a notification that the invoice is cleared with the payment of the retainer:
   
   You can customize this sentence/text on the preferences →If you want to show you client the amount paid and the amount due, you can also enable to show these informations on paid invoices. To do so, go to Preferences/Invoices and Estimates and activate “Print also amount due on paid Invoices and Retainers”.
   
   If active, you’ll see the amount due and paid amount on the summary block:
   
   Please make sure you’re using a template which is using the placeholders ::amount due:: and/or ::paid amount::. If you’re using a custom template you should use these placeholder in the totals block. If you need any help with it, please do not hesitate to contact our customer support. Learn more about custom invoice templates