Billing settings

Where to find it

Open Accept Payments → Settings. Everything on this one page controls how your invoices, receipts, pay pages, and virtual terminal behave – set it once and every tool stays in sync. This chapter walks the page top to bottom, one card at a time.

Business profile – your logo and contact block

The first card is your business identity: upload your logo and confirm the name, phone, email, and address your customers should see. This one profile brands everything – invoices, estimates, emailed receipts, PDF receipts, statements, and your hosted pay pages all pull from it, so you never upload a logo twice.

Late fees

Turn on automatic late fees for overdue invoices: choose a flat dollar amount or a percentage of the balance, how many days after the due date the first fee applies, how often it repeats, and a maximum number of fees per invoice. The fee books onto the invoice automatically and shows as its own line, so the customer always sees exactly what was added and why.

Payment reminders, monthly statements, and autopay

One card, three switches. Payment reminders chase open invoices for you at five points: a week before the due date, on the due date, and at 7, 30, and 60 days past due – each email shows the balance with a pay-now button, and paid invoices are never chased.

Monthly statements email each customer with an open balance a tidy statement on the 1st of the month – one email per customer, listing everything outstanding.

The autopay offer adds an optional checkbox to your pay pages inviting the customer to keep their card on file for future invoices. It's off by default; turn it on if recurring customers are your normal.

Invoice numbering & footer

Set the prefix your invoice numbers use (INV- out of the box), a separate prefix for estimates (EST-), and a default footer that prints on every invoice – the natural home for payment terms, a thank-you line, or your return policy.

Coupons

Create promo codes your customers can enter on the pay page: a dollar amount or a percent off, with an optional expiry date and usage limit. The discount applies instantly when the code is entered, and it books automatically as a credit memo so your receivables stay accurate.

Payment methods

Choose what your customers can pay with: cards always, and bank payments (eCheck / ACH) when your account is enabled for them. What you tick here decides which buttons appear on invoices, payment links, and checkout pages.

Split into payments

Let customers pay a larger invoice over time on their card, automatically. Enable it, set the minimum balance that qualifies, the maximum number of payments (2, 3, 4, 6, or 12), and the cadence (weekly, biweekly, or monthly). The customer picks the plan on the pay page; the remaining charges run themselves.

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. Define a field once and it renders wherever you enable it; the value the payer (or your staff) enters saves with the transaction and shows on the transaction's detail page forever.

Each field is a free-text box or a dropdown of options you define, and can be optional or required.

Two rows of checkboxes control each field. "Show on" decides where the field is ASKED: payment links, e-invoices, estimates, hosted checkout, the pay widget, and your virtual terminal.

"Print on receipts" decides where the captured value APPEARS afterward – and this is where fields can stay private. Customer receipt prints the value on the email and PDF receipt your customer gets; Merchant copy prints it on the receipt PDF you download from a transaction. A field like an internal Client # can be captured at the terminal and printed on your copy while never appearing on the customer's receipt – just leave Customer receipt unticked (it's off by default for new fields).

1. 1Click Add custom field and give it a label – the label is what payers see.
2. 2Pick Text or Dropdown (dropdowns need at least two options).
3. 3Tick where the field should be asked under Show on.
4. 4Tick where the value should print under Print on receipts – leave Customer receipt off for internal-only fields.
5. 5Save. The field appears on your enabled surfaces immediately.

Dual pricing & surcharge

The dual-pricing card on this page controls the card/cash pricing your tools present. It's a big enough topic to have its own chapter – the short version: set it here once and the virtual terminal, invoices, checkout pages, and the mobile app all follow.

Failed subscription payments (dunning)

When a subscription card fails repeatedly and retries are exhausted, this setting decides what happens: pause the subscription until you or the customer sort the card out (the default), or cancel it outright.

Test Mode Transactions

The amber card at the bottom opens your sandbox ledger: every payment made with a test API key or in an integration's test mode lands here – declines included – and never touches real money or your live Transactions list. Use it to verify a new integration end-to-end before going live.