Batch Payment Checkout

Overview

Batch payment checkout lets customers pay multiple invoices together in a single transaction. When you send invoices together using batch invoicing, customers receive one payment link that includes all selected invoices - they click once, pay once, and all invoices are marked paid automatically.

How It Works

For Contractors

When you batch invoices and the customer clicks "Pay Now":

1. BlueClerk creates a checkout session with line items for each invoice
2. Stripe or Square is used depending on which payment provider you have configured
3. Falls back to Square if Stripe isn't set up
4. Customer sees all invoices as separate line items in checkout
5. One payment covers everything - the total amount is charged once

Payment Processing

After the customer completes checkout:

1. Webhook receives payment confirmation from Stripe or Square
2. Each invoice is marked as paid individually (idempotent - won't double-process)
3. BatchPayment record updates with paid status and processing fee
4. Accounting sync fires automatically if you have QuickBooks, Xero, or FreshBooks connected

Payment Provider Priority

BlueClerk uses this order when creating batch checkouts:

1. Stripe - If your Stripe account is fully onboarded and charges are enabled
2. Square - If Stripe isn't configured but Square is enabled

You only need one payment provider connected to accept batch payments.

Processing Fees

Payment processing fees are tracked in the BatchPayment record:

• Stripe fees: ~2.9% + 30¢ per transaction
• Square fees: ~2.6% + 10¢ per transaction
• Logged for reconciliation - The fee amount is recorded so you can reconcile it when reviewing your bank feed

Accounting Sync

When a batch payment completes:

1. Each invoice payment syncs individually to your accounting software
2. Processing fee is logged for bank feed reconciliation
3. This matches how most small businesses handle payment fees - you reconcile the net deposit amount from your bank feed rather than creating expense entries

Tips

• Batch similar invoices - Group invoices from the same project or time period
• Check payment settings - Make sure Stripe or Square is connected before sending batch invoices
• Communicate clearly - Let customers know they're paying multiple invoices at once
• Review fees - Processing fees are slightly higher for batch payments due to the single transaction structure

Questions

Q: What happens if one invoice in the batch is already paid? A: BlueClerk's payment recording is idempotent - it won't double-charge or double-record payments. Already-paid invoices are skipped during webhook processing.

Q: Can I use Venmo for batch payments? A: No, batch payments only work with Stripe or Square checkout. Venmo is available for individual invoice payments only.

Q: Do I need both Stripe and Square? A: No, you only need one payment provider. BlueClerk will use whichever one you have configured. Stripe is preferred if both are connected.

Q: Where can I see processing fees? A: Processing fees are tracked in the BatchPayment record and logged in the console. You'll reconcile the net amount when reviewing your bank feed, just like regular payment processing fees.