Movepro Docs / Payments & invoicing

Payments & invoicing

Deposits, pre-authorisations, final payments and tax invoices all hang off the order. This guide covers taking a payment step by step, holding funds with a pre-auth, chasing the balance, the company-wide finance views, and generating invoices. The accounting side (Xero sync, payouts and the order P&L) lives in Finance & Xero.

In this guide

The Payments tab on an order
Take a payment
Deposits
Pre-authorisations
Draft payments
Cash on the day: mark as paid
Chasing payment by SMS
Finance → Payments: process everything in one place
Finance → Transactions
Invoices

The Payments tab on an order

Every payment for a job lives in the order's Payments tab. Each row shows the amount, its status (Paid, Pending, Draft, Cancelled or Refunded), its type (Immediate or Confirmation) and method. Expand a row for the detail: which service and item it applies to, the payment type, and the dates invoiced and paid. The banner below keeps the running score, e.g. "there is a total of $265.00 in payments towards the order total of $278.00", and the chip above it flips from Balance owing to Settled when the order is fully paid.

Order payments tab with a paid deposit row, running-total banner and Balance owing chip — The Payments tab: the deposit is in, the banner totals it against the order, and the chip still says Balance owing.

Take a payment

The same payment fields appear in three places: behind Add payment on the Payments tab, inside the Book services dialog when you toggle Create payment now, and inside the Complete services dialog when you tick Collect a payment now (there, the amount arrives pre-filled with the balance due). Wherever you meet them:

Enter the Amount, or click Get amount to pull the outstanding balance (or the deposit, early in the job).
Choose what it applies to: the whole order, or a specific service.
Pick the Payment method: a saved customer card, new card details taken over the phone, or an offline method (bank deposit, cash, EFTPOS) you'll mark as paid when it lands.
Choose the processing option (Process now to charge immediately) and create the payment.

Create payment now fields inside the booking dialog: amount, get amount, apply to service, payment method — Create payment now inside the booking dialog: amount (with Get amount helper), apply-to, and method; the deposit is taken as the job is booked.

Deposits

The deposit starts life on the quote. The Deposit field in the quote's Price panel sets what the customer pays up front, and Include call-out fee in deposit rolls the call-out into it. When the job books, by phone or through the portal, that's the amount the first payment asks for, and Get amount pulls it automatically.

Quote editor price panel with deposit field and include call-out fee option — The Deposit field on the quote drives what's collected at booking.

Pre-authorisations

A pre-auth puts a hold on the customer's card without charging it; the money "sits there" until you capture it. It's the standard protection for move day: pre-authorise the estimated amount the day before, then capture the true amount once the hours are known. Depending on your settings, ticking the charge option at booking creates the pre-authorisation automatically from the card the customer entered.

Pre-authorised payment on an order — A pre-authorisation held against the order, ready to capture.

Draft payments

A payment can also be created as a Draft, recorded with its amount and method but not yet processed. Use drafts to stage the final payment before the job, or to prepare a charge someone else will confirm. Draft rows sit in the payments list below the processed ones; process (or delete) them from the row's ⋮ menu when ready.

The invoice editor can stage one for you: if the payments linked to an invoice don't cover its total, the Create payment for remaining balance toggle records an offline payment for the difference, ready to confirm when the money actually lands.

Invoice editor with two of three payments linked, a balance warning, and the create payment for remaining balance toggle — Two of the three payments linked: the banner notes the $200 gap, and the toggle above it can stage that balance as a payment to chase later.

Cash on the day: mark as paid

When the crew takes cash (or any offline payment) in the field, the payment lands on the order as Pending with method Cash; the money exists, but the office hasn't confirmed it. Once it's counted:

Open the order's Payments tab. The pending cash row has a Paid toggle at the end.
Flip the toggle, confirm the date in the Paid Date dialog, and the row turns Paid.
When every payment is in, the chip above the list flips to Settled: job done, money done.

Payments tab with a paid deposit and a pending cash payment with its Paid toggle off — Cash collected by the crew arrives as Pending; the Paid toggle waits for the office.

Paid Date dialog asking when the cash payment was received — Flipping the toggle asks when it was paid.

Order with completed services, all payments paid and the Settled chip — All payments Paid, services Completed, chip on Settled.

Same job, other end. How the crew actually takes that payment on site is covered in Field crew app: take a payment.

Chasing payment by SMS

To nudge a customer, open Comms → SMS on the order and use one of your SMS templates (e.g. a payment request with the amount and link) or write a custom message. View merge tags lists every placeholder you can drop in: customer name, amounts, the booking payment URL and dozens more. The Update status dropdown can move the lead/job status in the same action. Replies come straight back into the Comms thread; see Communications.

Send an SMS panel on an order with the merge tags list open — Sending an SMS from the order; the merge tags panel lists every placeholder, including the booking payment URL.

Finance → Payments: process everything in one place

Finance → Payments lists every payment across all orders, searchable and filterable by note, status and method. The Finance menu is only visible to the Owner, Admin and Finance roles. This is where the office works through the money for the day:

Mark as Paid: confirm offline payments (bank transfers, cash) once they hit your account.
Process payment: charge pending card payments or capture pre-auths.

Finance payments list with type and status columns, Mark as Paid and Process payment buttons and a success toast — The finance payments queue just after marking a batch as paid: green means confirmed, amber means still pending.

The other Finance views (Purchase orders, and Payouts once Stripe is set up) are covered in Finance & Xero.

Finance → Transactions

Finance → Transactions is the gateway ledger: every card transaction with its status (Succeeded, Refunded, Cancelled), payer, amount and timestamp. Filter by amount, email, date, status or method, and Export for your accountant or reconciliation.

Transactions list with succeeded, refunded and cancelled card payments — The transactions ledger with statuses and export.

Invoices

Open the order's Invoices tab (bottom tabs) and click New invoice.
Select the services to invoice; their quoted line items arrive with description, quantity (hours) and unit price, ready to edit.
Tick the payments already received so they're applied to the invoice, then save. The invoice appears in the tab with its number, amount and an Unpaid/Paid status.

New invoice editor with billing details, line items with revenue accounts, and the order's payments listed for linking — The invoice editor: billing prefilled, the quote's line items with quantity and unit cost, and every payment on the order ready to link. With Xero connected, each line carries a revenue account.

The editor builds each line with a description, quantity, unit cost and tax rate; existing payments on the order can be linked to the invoice, and a toggle creates an offline payment for whatever balance remains. With Xero connected, every line also carries a revenue account, numbering comes from Xero, and the saved invoice syncs automatically, showing a Xero tag on its row. Sync, voiding and account mapping are covered in Finance & Xero.

Invoices tab on the order with a paid invoice carrying its number, amount and Xero tag — The result in the Invoices tab: the line items summarised, Paid status, invoice number, and the Xero tag confirming it synced.

The row's document icon opens the tax invoice itself. With Xero connected it's generated by Xero using the branding theme you picked; without Xero, the numbering follows the prefix and sequence from Payment settings.