Customers & cards on file
One directory, with securely vaulted cards.
The customer directory
The customer directory is a free CRM that works even before your card processing is live. Every invoice, subscription, estimate, and sale ties back to a customer record, with contact info, lifetime activity, what they owe, and their saved cards in one place.
- 1Go to Accept Payments → Customers. The top of the page rolls up your totals: customers, how many have paid, active subscribers, outstanding A/R, and lifetime value.
- 2Search by name or email, toggle between Active and Inactive, and Export CSV any time.
- 3Click a customer to open their full profile: lifetime activity, tags, contacts, tasks, invoices and estimates, payments, subscriptions, and saved cards.
Add a customer
- 1Click New Customer and enter their name (required), email, phone, and billing address. Add a separate shipping address if it differs.
- 2You can also create a customer on the fly: the invoice, estimate, and virtual-terminal forms all let you save a new customer as you go.
- 3The customer form doesn't capture a card by itself. To put a card on file, run a sale for them in the Virtual Terminal (next section).
Save a card to the vault
There are three ways a card enters the vault: run a Virtual Terminal sale with Save this card to vault ticked; add one on the Saved Cards page (no charge); or add one right on a customer's profile under Cards on file.
When you save a card you can store an email for receipts and a nickname (handy when a customer has more than one card). When you later charge a saved card, the receipt goes to that email and the name/email auto-fill in the Virtual Terminal so you don't collect them again.
When you save a card, the real card number is swapped for a secure token and only the token is kept. The full number never lives on your systems, which keeps you on the right side of PCI and means a breach of your account can't leak card data.
Ask once, charge forever: save the card on a customer's first payment, and future invoices or recurring billing become one tap. A customer's profile shows and manages their cards and bank accounts on file in one place.
Charge a card on file
Once a card is saved, you never re-ask for the number. Open the customer's profile, find the card under Cards on file, and click Charge to run any amount. The same card powers invoice Charge now and recurring billing, and a refund can go back to it.
Accept Payments → Saved cards is the master list of every card on file at your business. Each shows its brand and last four (for example, Visa •••• 4242) with its expiry, a Default marker, and a badge if a subscription uses it. From there you can Charge it, set the Default, or Archive it.
Expiring cards – the Card Management panel
Cards expire, and every expired card on file is a future declined charge. The Expiring cards panel at the top of Saved Cards shows every card that's expired or expires within two months – searchable by customer name, email, or last 4 – with how many recurring plans each card powers.
For each card you can Send update link: the customer gets a branded email with a secure page where they enter their replacement card. The new card is tokenized straight into the vault, the old one retires, and every recurring plan that charged it switches over automatically – dunning clears too, so billing resumes without a call to you.
Turn on Auto-email update links monthly and this runs itself: early each month, every customer whose card is expiring gets the secure link automatically, one email per card per month. And when a card is expired and declining, Suspend billing pauses every plan charging it in one click (resume them from Recurring once the card is fixed).
There's no card-updater magic on the processor side – this loop (spot it, email the secure link, tokenize the replacement) is exactly how expiring cards get fixed. Turning on the monthly auto-email means you never think about it again.
See who owes what
The directory doubles as your accounts-receivable view. The Outstanding A/R stat at the top totals everything owed across your customers, with a count of how many owe.
Each row's Owes column shows that customer's balance and open-invoice count, with a color chip that deepens the more overdue they are (current, then warmer as it ages past 30, 60, and 90 days). Sort your follow-ups by who's most overdue instead of guessing.
Open a customer and use Statement to generate a shareable statement of everything they owe, handy for a nudge or a reconciliation.
A lightweight CRM on every customer
The customer profile is more than a billing record; it's a simple CRM, and it works even before card payments are live.
- 1Tags: label customers (VIP, wholesale, net-30) and filter your thinking around them.
- 2Contacts: add extra people beyond the main contact, like an accounts-payable clerk or a spouse.
- 3Tasks: create a follow-up with a due date so nothing slips (call back, send a quote, check in).
- 4Timeline: a running history of activity on the customer, so anyone on your team can pick up where the last person left off.
