Payments
Payments record money collected against invoices. They explain whether an invoice is open, partially paid, paid, refunded, or still at risk.
Floatless separates invoices from payments:
- The invoice explains what the customer owes.
- The payment records money movement.
- The transaction history connects payments, refunds, and credits to the invoice balance.
Collection methods
| Method | Use for | Notes |
|---|---|---|
| Automatic collection | Self-serve subscriptions and saved payment methods. | Best for recurring SaaS billing. |
| Manual collection | Larger invoices, wire/ACH workflows, procurement-heavy customers. | Customer pays after invoice is issued. |
| External payment record | Payments collected outside Floatless. | Use for reconciliation and accurate balances. |
Payment lifecycle
Invoice posted -> Payment attempted -> Succeeded or failed -> Retry, reconcile, refund, or write off
| Status | Meaning |
|---|---|
| Pending | Payment has been initiated but not completed. |
| Completed | Payment succeeded and can reduce invoice balance. |
| Failed | Payment attempt did not succeed. |
| Refunded | Payment was returned to the customer. |
Payment methods
Supported methods depend on your payment gateway configuration. Common methods include:
| Method | Typical use |
|---|---|
| Credit or debit card | Self-serve subscriptions and smaller invoices. |
| Bank transfer or ACH | Larger B2B payments and lower processing fees. |
| Check or wire | Enterprise customers with manual finance workflows. |
| Store credit | Credits applied instead of external payment. |
| External | Money collected through another system. |
Invoice transaction history
Use invoice transaction history when support, finance, or a customer needs to understand the balance.
Transaction history can include:
- Payments.
- Credit memos.
- Refunds.
- External references.
- Notes and timestamps.
Failed payments
When a payment fails:
- The invoice remains unpaid or partially paid.
- Retry rules can attempt recovery.
- Customer notifications can be sent.
- Subscription status can move to past due.
- Service suspension can occur if configured.
Reconciliation checklist
- Every paid invoice has at least one completed payment transaction.
- Partial payments match the visible invoice balance.
- Refunds are attached to the original invoice.
- External payment references match gateway or bank records.
- Failed payment retries are visible to operations and support.