Billing settings

Where to find it

Accept Payments → Settings is the one page that shapes every invoice, receipt, pay page, and the virtual terminal. Set a card once and every tool follows. Each card saves on its own and shows Saved when the change is stored; there is no page-level save button.

The page is four groups, in this order. Payments: Business profile, Payment methods with the ACH Payment Terms, Dual pricing, and Payment options. Invoices & estimates: Invoice numbering & footer, Late fees, Split into payments, Coupons, and Custom payment fields. Reminders & delivery: Payment reminders (with monthly statements), Invoice delivery, and Receipts. Developer & testing: the Embedded Virtual Terminal keys and Test Mode Transactions.

Most cards can be changed by the owner and by team members with billing access. Two things are owner-only: accepting the ACH Payment Terms and requesting bank payments.

If a switch will not move or a card shows Locked, that feature is not enabled on your account yet. The text under the switch says what is needed, for example accepting the ACH terms, linking a merchant account, or contacting your rep.

Business profile – your logo and contact block

The Business profile card is your identity on every document: your logo plus the business name, phone, email, and address customers see on invoices, estimates, emailed and PDF receipts, statements, your hosted pay page, and the pay widget.

Upload the logo once. PNG, JPG, or SVG work; a square or wide mark on a white or transparent background looks best because it is scaled to fit. This logo is separate from your TableTurn receipt logo, which is set on the TableTurn POS page.

The name and contact block is pulled from your account record and is read-only here. You are done when the card shows Logo saved; the next invoice, receipt, or pay page you open carries it.

If the upload fails, try a PNG or JPG under a few megabytes. If the business name, phone, email, or address is wrong, contact your account manager; those details are changed on your account, not on this page.

1. 1Click Upload under Logo and choose the file.
2. 2Check the preview. Click Replace to try another file or Remove to clear it.
3. 3Review the Business name & contact block. If anything is out of date, contact your account manager.

Payment methods and the ACH Payment Terms

The Payment methods card decides what customers can use to pay on invoices, payment links, checkout, and the pay widget: Card, Bank (ACH / eCheck), and Cash/Check. Only the methods you switch on appear. Card shows the card price; Bank and Cash/Check show the cash price when dual pricing is on.

Save my card, on the same card, decides whether customers are offered a box to save their card for next time on payment links, invoices, checkout, booking and ordering pages. It is on unless you switch it off. A customer who already saved a card can still pay with it. The box is not offered while a surcharge program is on.

Bank is available once your account is approved for bank payments. If it is not, the switch is greyed out with a note and a Request bank payments (ACH) button that opens the request page; the Bank payments chapter walks through it. Once approved, the switch stays Locked until the ACH Payment Terms are accepted.

The ACH Payment Terms card sits right under Payment methods. The business owner or an authorized signer reads the terms, types their full name and title, ticks the attestation, and clicks Accept the ACH Payment Terms. The card then shows the version accepted, by whom, and on what date, and the Bank switch unlocks. Accepting is a one-time step; it stays recorded on your account.

If the terms are updated later, the card says so and asks you to accept the current version. Businesses already offering bank payments must accept the terms by November 15, 2026 to keep bank payments on; a banner on ACH Transactions reminds you until it is done.

If you do not see the Accept button, you are signed in as a team member. Only the account owner can accept. Sign in as the owner, or ask the owner to accept from this card.

1. 1Under Payment methods, switch on Card. Switch on Cash/Check if you record those payments on invoices.
2. 2If Bank is greyed out, click Request bank payments (ACH) and submit the request. Come back once you get the approval email.
3. 3On the ACH Payment Terms card, click Open the full terms in a new tab and read them.
4. 4Type your Full name and Title, tick I am authorized to bind the business and I accept these terms, and click Accept the ACH Payment Terms.
5. 5The card shows the accepted version and date. Switch on Bank (ACH / eCheck). Pay by bank now appears on your invoices and pay pages.

Late fees

Late fees add a charge to invoices that go unpaid past their due date, without you touching each invoice. The fee is booked onto the invoice as its own line, so the customer sees exactly what was added and why, and the balance they pay goes up by that amount.

You choose a flat dollar amount or a percentage of the balance, the grace period (days past due before the first fee), how many days between repeat fees, and the maximum number of fees per invoice. The policy runs once a day and applies to every open invoice that crosses a boundary.

You are done when the card shows Saved and the summary line reads back your policy, for example $25.00 5 days after the due date, repeating every 30 days, up to 3 times. Turn the switch off and the card says late fees are off; existing fees stay on their invoices.

If a fee landed on an invoice that should not have one, open the invoice and issue a credit memo for the fee amount. Late fees never apply to paid invoices or to invoices you mark as not subject to fees.

1. 1Tick Enable automatic late fees.
2. 2Pick the Fee type: Flat amount ($) or Percent of balance (%), and enter the Amount or Percent.
3. 3Set the Grace period (days past due), Repeat every (days), and Max times to apply.
4. 4Click Save policy. The summary line confirms the policy.

Payment reminders and monthly statements

One card, two switches. Automatic payment reminders email the customer as an invoice approaches and passes its due date: a week before, on the due date, then 7, 30, and 60 days past due. Each email shows the balance with a pay-now link, one email per boundary, and paid invoices are never chased.

Automatic monthly statements email every customer with an open balance on the 1st of each month: their open invoices, aging, and one link to pay everything at once. One statement per customer per month; customers with a zero balance get nothing.

Both switches save the moment you flip them. You are done when the card shows Saved. Reminders and statements go out from your business name to the email on the customer record, and you can send a one-off reminder any time from an invoice's page.

If a customer says they did not get a reminder, check that the invoice is still open, that the customer has an email address, and that a boundary has actually passed. Text2Pay on the Invoice delivery card also sends each reminder by text when the customer has a mobile number.

The autopay offer, partial approvals, Pay with Points, and automatic card updates are on the Payment options card under Payments. Text2Pay and the PDF attachment are on the Invoice delivery card.

Automatic card updates (Account Updater)

Cards get reissued, renewed, and closed all the time, and every one of those breaks a recurring charge. With Automatic card updates on, every card you keep on file (subscriptions, recurring plans, autopay, or a plain saved card) is checked with Visa, Mastercard, or Discover on a schedule. When the issuer has a newer card number or expiry date it is saved to your vault automatically, and every plan on that card keeps billing without the customer doing anything.

Cards expiring soon and cards that just declined are checked first; everything else at least every six months. A closed account is flagged and the customer gets a secure link to enter a new card. Each check and its result is logged in the Account Updater panel on Saved Cards.

You are done when the switch is on and shows Saved. There is nothing else to configure. From then on, watch the Result column on the Saved Cards page: New card number saved and New expiry saved mean a plan was rescued.

If the switch says automatic card updates are not available on this account yet, the program has not been enabled for you; contact your rep. If a card still declines after a check, the issuer had no update, so send the customer the update link from the Expiring cards panel.

Receipts: your copy and the reply-to address

The Receipts card under Accept Payments → Settings → Reminders & delivery decides what your customers are emailed after they pay and what you get yourself. Every field on it saves on its own: the switches when you flip them, the text fields when you click away.

Email customers a payment receipt sends a receipt after a card payment, and for a bank (ACH) payment both when the debit starts and when it completes. Email me when a payment comes in sends a payment alert to your notification recipients for every paid invoice or link. Payments you run yourself on the virtual terminal do not alert; the BCC copy covers those.

BCC address gets a copy of every customer receipt, from every channel: invoices, payment links, the virtual terminal, saved-card charges, your payment page, the card reader, recurring billing and the point of sale. It is the simplest way to give your bookkeeper or a shared inbox a record of each payment, including the ones that do not alert.

Reply-to address is where a customer's reply goes. Receipts are sent by Merchant360 under your business name, so the sender cannot be your own address, but a customer who hits Reply reaches the address you put here. Leave it blank to use your business email.

Receipt footer message prints at the bottom of every emailed receipt: a thank-you, a return policy, a tax note. The What is emailed, and when box on the card lists each message and who receives it.

If you set a From or BCC address on the Pay Widget page before this card existed, those still apply whenever the fields here are blank. An address that is not a valid email is refused and not saved.

Invoice numbering & footer

This card brands your document numbers and sets the text that prints at the bottom of every invoice. Invoices number INV-0001, INV-0002 and so on out of the box; estimates use EST-. Change the prefixes to match your existing books, for example the prefix your accounting system expects.

The Default footer / terms text prints at the bottom of every invoice PDF and on the customer pay page. It is the natural home for payment terms (Payment due within 30 days), a thank-you line, or your return policy. An individual invoice can still override it.

You are done when the card shows Saved. Invoices already sent keep their numbers; only new invoices use the new prefix.

If you need a specific starting number, create the invoices in order; the counter continues from the last number issued and does not restart when the prefix changes.

1. 1Enter the Invoice number prefix. The hint under the field shows how the next invoices will number.
2. 2Enter the Estimate number prefix.
3. 3Type the Default footer / terms text.
4. 4Click Save.

Coupons

Coupons are promo codes your customers type on the invoice pay page. A coupon takes a dollar amount or a percentage off the balance, can expire on a date, and can be limited to a number of uses. Use them for a seasonal promotion, a referral thank-you, or a make-good on a late delivery.

When a customer enters a valid code, the discount is applied to the payment and booked automatically as a credit memo against the invoice, so your receivables and reports stay accurate without a manual adjustment.

You are done when the new coupon appears in the list with its code, discount, and used count. Deactivate a coupon to stop it without deleting it; Activate turns it back on.

If a customer says a code did not work, check the list: the coupon must be active, not past its expiry, and under its Max uses. Codes are entered on the invoice pay page, not on payment links or the widget.

1. 1Click New coupon.
2. 2Enter the Code the customer will type and pick the Type: % off or $ off. Enter the Percent or the Amount ($).
3. 3Optionally set Max uses and Expires.
4. 4Click Create coupon. The coupon is live immediately.

Payment methods

The Payment methods card decides which ways to pay appear on your invoices, payment links, checkout pages, and the pay widget. Card is always available once your merchant account is linked. Bank (ACH / eCheck) appears when your account is enabled for bank payments and the ACH Payment Terms are accepted. Cash/Check shows the cash price so you can record those payments on an invoice.

Switches take effect immediately. You are done when the card shows Saved; the next pay page a customer opens offers exactly the methods you switched on.

If Bank is greyed out, follow Request bank payments (ACH) on the card. If it shows Locked, accept the ACH Payment Terms on the card below. Both are explained in the section above.

Split into payments

Split into payments lets a customer pay a larger invoice in equal card installments, automatically. The first payment is charged when they check out; the remaining charges run against their saved card on the schedule you set until the invoice is paid. Use it for big-ticket invoices where a payment plan closes the sale.

You set the minimum invoice balance that qualifies, the maximum number of payments (2, 3, 4, 6, or 12), and the cadence (weekly, every 2 weeks, or monthly). The customer picks the plan on the invoice pay page; you do not create anything per invoice.

You are done when the switch is on and the card shows Saved. Every invoice at or above the minimum then offers the option. The remaining charges appear on the invoice and on Money → Transactions as they run.

If the option does not show on a pay page, the balance is under your minimum or the customer chose to pay by bank; installments are card only. A failed installment is retried and the customer is emailed to update their card.

Custom payment fields

Custom payment fields capture the details your business needs with every payment: a Client Number, a Matter #, a PO number, a job name, or a category such as Payment for. Define a field once and it appears wherever you enable it. The value the payer or your staff enters is saved on the transaction and shows on its detail page.

A field is asked for however the customer pays, not only by card. On a payment link and an e-invoice the fields sit above the choice of payment method, and on hosted checkout they appear with each method, so they apply to a card, a bank (ACH) payment, Pay with Vault, Apple Pay, Affirm and Klarna alike, and a required field must be filled before any of them goes through. On the virtual terminal they appear on the Card tab, the Bank (ACH) tab and when you charge a saved card. A subscription started on your payment page keeps what the subscriber entered and carries it onto every billing cycle. For a card payment the values show on the transaction; for a bank payment they show on the payment's detail under ACH Transactions.

Two more places are off until you tick them, because they are staff surfaces where an extra question slows a sale down: Card reader and Mobile terminal. With Mobile terminal on, the phone app shows a Details chip beside Discount, Tax and Tip; tap it to fill the fields, and a required one is checked before you take the card or the cash. When you create an invoice, the same fields appear under the notes, so if you are charging a card on file yourself you can type them and they go on the payment; on an invoice you send, what you type is kept and the customer can still complete it on the pay page. Bank payments are listed in Money → Transactions in the Report view with their custom fields in the same columns as card payments.

Each field is free text or a dropdown of options you define, and can be optional or required. Two rows of checkboxes control it. Show on decides where the field is asked: payment links, e-invoices, estimates, checkout, the pay widget, and the virtual terminal. Print on receipts decides where the value appears afterward: Customer receipt prints it on the email and PDF the customer gets; Merchant copy prints it on the receipt PDF you download. A field like an internal client number can be captured at the terminal and printed on your copy while never appearing on the customer's receipt.

Categorize your income with a dropdown. An organization that takes annual dues and several events into one bank account adds a required dropdown such as Payment for with one option per program. Every payment then carries its category: filter and group Money → Transactions by it, tick Show custom fields on the Report view to add the values as a second line under each payment (in the CSV and PDF exports too), and tick Post as a class in QuickBooks and Xero so each option becomes a class on your synced invoices and deposits.

You are done when the field shows Active with chips for the surfaces you chose. It appears on those surfaces immediately.

If a field does not show on a pay page, open it with Edit and check that surface under Show on. If Add custom field is disabled, you have reached the limit of 10 active fields; delete or turn off one you no longer use. Deleting a field never erases values already captured on past payments.

1. 1Click Add custom field and give it a Field label. The label is what payers see.
2. 2Pick Text or Dropdown. Dropdowns need at least two Options, comma-separated.
3. 3Tick Required if the payment must not go through without it.
4. 4Tick where the field should be asked under Show on.
5. 5Tick where the value should print under Print on receipts. Leave Customer receipt off for internal-only fields.
6. 6For a dropdown that categorizes income, tick Post as a class in QuickBooks and Xero. One field can be the class.
7. 7Click Save changes. The field is live on the surfaces you chose.

Dual pricing & surcharge

The Dual pricing card controls the card price and cash price your tools present. Set it here once and the virtual terminal, invoices, estimates, payment links, checkout, the pay widget, and the mobile app all follow. The full topic, including compliance and signage, has its own chapter.

Two modes. Dual pricing: the cash price is the listed price and the card price is higher by the Card adds percentage. Cash discount: the listed price is the card price and cash, bank, and debit get the Cash discount percentage off. The example row under the mode shows both prices for a sample item so you can see the effect before you save.

Treat debit cards like ACH / cash gives debit and prepaid cards the lower price so only credit cards pay the card price. Also apply to TableTurn POS extends the same pricing to your register. Changes save as you make them; you are done when the card shows Saved.

If a surcharge program is active on your account, the card says so and dual pricing is paused: your pages use the surcharge instead. The settings still save and take effect once the surcharge is turned off.

Failed subscription payments (dunning)

When a subscription charge fails, Merchant360 retries it and emails the customer to update their card. The Failed payments setting decides what happens when the retries are used up.

Pause the subscription, the default, keeps the plan and the card on file so it can be reactivated once the card is updated. Cancel the subscription ends it; reviving it means starting a new one. Pick the option that matches how you want to treat a customer whose card has gone bad.

You are done when the card shows Saved. The choice applies to every subscription and recurring plan on your account from then on.

If a paused subscription needs to resume, have the customer update the card through the update link on Saved Cards, then resume the plan from the Recurring page. Failed charges also surface on the pay widget's Subscribers list with a one-click Retry now.

Test Mode Transactions

Test Mode Transactions is your sandbox ledger. Every payment attempt made with a Test API key or from an integration running in test mode lands here, approvals and declines alike, and never touches real money or your live Transactions list. Use it to prove a new website, plugin, or checkout integration end to end before switching it to a Live key.

The amber card at the bottom of Settings opens it. The page carries a TEST MODE banner and lists each attempt with when it happened, its source, the card used, the amount, the outcome, and the address verification result.

You are done testing when the outcomes match what your integration expects. Then create a Live key on the Developers page and swap it in; live payments appear on Money → Transactions instead.

If a test payment is missing, the request was made with a Live key, which means it was a real charge; find it on Transactions and void it. If the list is empty, run a payment with a Test key or a test checkout session and it appears here.