See Where Payments Went

Every payment that reaches you is recorded twice over: once in Stripe, and once on the OpsVara invoice it paid. This article shows where to look for each, and what the office does when a payment is refunded, disputed, or still clearing.

Payments page

Sales and BillingPayments lists one row per payment received in a date window — card and bank payments through Stripe, and checks, cash, and other payments the office recorded by hand. The default window is the last 30 days; you can widen it to a year at a time.

Each row shows the date the money settled, the customer, the invoice, the site or job, the method with the card's last four or the check number, the amount that went to the invoice, the processing fee the customer covered, the processing fee that came out of your proceeds (Stripe's fee plus the OpsVara platform fee where one applies), the net you receive, the status, who or what recorded it, and the Stripe reference with a link to the receipt.

1. 1

   Pick the window and filters

   Use Filters for the Paid date range and status. Source switches between online and recorded-by-hand; Method narrows to cards, bank debits, checks, and so on. Search matches the customer name or the invoice number. The cards above the table total what is on screen: collected, online, recorded by hand, processing fees, and net to you.

2. 2

   Open the invoice or the receipt

   Click the invoice number to open the invoice, or the receipt icon to open Stripe's receipt for that charge. The reference column shows the tail of the Stripe PaymentIntent id; hover for the full id.

3. 3

   Export or save the view

   Export CSV downloads the rows for the current filters, up to 10,000 at a time. Save keeps the filters as a saved report you can reopen from the Reports hub.

The same list, scoped to one customer, sits on the customer's Billing tab.

On the invoice

Open any invoice from Sales and BillingInvoices. Each online payment is its own line — for example Visa ···4242 received −$450.00 with the date and how it was paid — with a Payment details disclosure holding the PaymentIntent id (with a copy button), the charge id, Stripe's fee, the platform fee where one applies, the net deposited, and a link to the Stripe receipt. Recorded payments show their method and check number. On the invoices list, the Payments column shows the most recent payment's method, and Filters → Paid finds invoices with a payment received in a date window.

In your Stripe dashboard the same charge is labelled Invoice INV-xxxx · Customer name, so a line on a Stripe payout can be matched to an invoice by number.

Bank payments take a few days

A bank debit (ACH) is not money yet when the customer finishes checkout. Stripe confirms it in one to five business days. Until then:

• the invoice stays Sent and shows Bank payment processing with the date the customer started it;
• the customer sees Processing on the pay page and in the portal, and cannot start a second payment;
• aging, reminders, Revenue Autopilot, and auto-combine leave the invoice alone.

When the bank clears it, the invoice marks itself paid and the customer gets their receipt. If the debit fails, the invoice stays open with a Bank payment failed note, managers get a failed-payment notification, and the customer can pay again from the same link.

The office is not blocked from taking a payment meanwhile, because a customer may hand over a check. Record Payment, Mark as Paid, and a card payment on the Virtual Terminal show A bank payment is already processing on this invoice and stay disabled until you tick Take This Payment Anyway. If the bank payment then clears too, the customer has paid twice and you refund one of them.

If neither outcome arrives, the invoice would stay frozen. After the payment has been processing for more than five business days, the Bank payment processing notice on the invoice offers Bank Payment Did Not Arrive — Allow Payments Again. Confirm Allow Payments Again and the notice is cleared, OpsVara records who did it and when, the customer can pay again, and you can void the invoice or revert it to draft. A bank payment that clears after that is still applied to the invoice.

Refunds and disputes

Refunds are issued from your Stripe dashboard. When Stripe reports a refund or a dispute, the payment line on the invoice shows Refunded, Partly refunded, or Disputed, and managers get a bell (and phone) notification under Payment refunded or disputed. The invoice's balance and status are not changed automatically — review the invoice and decide what the customer still owes.

When the customer should owe that money again, click Apply … to invoice on the payment line (it appears once Stripe reports a refund or a lost dispute). OpsVara takes the invoice portion of the refund off Paid, the processing-fee portion off the fee line, and reopens a paid invoice as Sent with the new balance. The line then shows Applied to invoice; a second refund on the same payment can be applied the same way. Money the payment never applied to the invoice (a duplicate payment, for example) is refunded first, so giving it back does not raise the balance.

Notifications

Under SettingsNotifications, Payments received (daily summary) puts one row on your bell each morning with yesterday's count and total and a link to the Payments page for that day. It is bell only, so its Push and Email columns show a dash. Payment refunded or disputed alerts managers the moment Stripe reports one. Both are on by default for office roles.

Verify it worked

Pay a $1 test invoice from its pay link, then open Sales and BillingPayments: the row shows your card's last four, the fee, and the net within a few seconds, and the invoice page shows the same payment line with its Stripe reference.