Mobile Payment Collection

Collect payments on-site using your mobile device with card readers, manual entry, and instant receipt generation.

Overview

Mobile payment collection allows you to get paid immediately when jobs are completed, improving cash flow and customer satisfaction. Accept cards, contactless payments, and digital wallets right from your phone or tablet.

Benefits of Mobile Payments

• Immediate payment: Get paid on completion, not weeks later
• Better cash flow: No waiting for customers to mail checks
• Professional image: Modern payment processing impresses customers
• Reduced admin: Less invoice chasing and payment follow-up
• Higher completion rates: Customers pay while you're there
• Digital receipts: Instant proof of payment via email/SMS

Payment Methods Supported

Card Reader Payments

• Chip cards: EMV secure chip card processing
• Contactless: Tap-to-pay with cards and phones
• Magnetic stripe: Traditional swipe cards (fallback)
• Digital wallets: Apple Pay, Google Pay, Samsung Pay
• Foreign cards: International card processing

Manual Card Entry

• Card not present: Type in card details
• Phone payments: Customer reads card details over phone
• Damaged cards: When card reader can't read chip/stripe
• Higher fees: Manual entry typically costs more
• Additional verification: CVV and billing address required

Mobile Card Reader Setup

Compatible Card Readers

Card Reader Setup Process

1. Order reader: Purchase from Stripe or authorized dealer
2. Download app: Install Stripe Terminal app (if using Stripe)
3. Pair device: Connect reader to your phone via Bluetooth
4. Test payments: Process small test transactions
5. Train team: Show team members how to use reader
6. Go live: Start collecting real payments

Processing Mobile Payments

On-Site Payment Process

1. Complete job: Finish work and get customer approval
2. Create invoice: Generate invoice in Toolfy app
3. Show total: Present final amount to customer
4. Choose payment method: Card reader or manual entry
5. Process payment: Follow payment prompts
6. Get signature: Customer signs on device
7. Send receipt: Email or SMS receipt immediately
8. Mark paid: Invoice automatically marked as paid

Card Reader Payment Steps

1. Open Toolfy app on mobile device
2. Navigate to completed job invoice
3. Tap "Collect Payment"
4. Select "Card Reader"
5. Enter payment amount
6. Turn on card reader
7. Wait for reader to connect
8. Customer inserts, taps, or swipes card
9. Follow prompts for PIN or signature
10. Wait for approval
11. Print or send digital receipt

Manual Card Entry

When to Use Manual Entry

• Card reader issues: Hardware problems or battery dead
• Damaged cards: Cards that won't read properly
• Phone payments: Customer calling in payment
• Remote payments: Customer not physically present
• Backup option: When primary method fails

Manual Entry Process

1. Open invoice in Toolfy app
2. Tap "Collect Payment"
3. Select "Manual Card Entry"
4. Enter card number carefully
5. Input expiry date (MM/YY)
6. Enter CVV security code
7. Input billing address
8. Review details with customer
9. Submit payment for processing
10. Wait for approval/decline
11. Send receipt if approved

Manual Entry Security

• Never store card details: Data encrypted and immediately processed
• PCI compliance: All processing meets security standards
• Secure transmission: Card data encrypted in transit
• No local storage: Card details never saved on device
• Audit trail: All transactions logged securely

Mobile Receipt Generation

Digital Receipts

• Email receipts: Professional PDF sent to customer email
• SMS receipts: Quick text with payment confirmation
• In-app receipts: Viewable within Toolfy app
• Instant delivery: Receipts sent immediately upon payment
• Searchable: Easy to find for future reference

Receipt Information Included

• Business details: Company name, address, contact info
• Customer information: Name, address, job location
• Service details: Work performed, materials used
• Payment information: Amount paid, payment method, date
• Transaction ID: Unique reference number
• Signature: Customer signature if captured

Payment Processing Fees

Standard Processing Fees

Fee Optimization Tips

• Use card reader: Lower fees than manual entry
• Encourage contactless: Often same rate as chip insertion
• Higher volumes: Negotiate better rates as you grow
• Avoid chargebacks: Keep detailed records and signatures
• Same-day deposits: May have additional fees but improve cash flow

Offline Payment Handling

Store and Forward

• Offline storage: Card details stored encrypted on device
• Automatic processing: Payments processed when connection restored
• Customer notification: Receipt sent once payment confirmed
• Failure handling: Customer notified if payment fails
• Security timeout: Offline data expires after 24 hours

Offline Payment Process

1. Take payment offline: Process as normal without internet
2. Store securely: Payment details encrypted locally
3. Show pending receipt: Give customer temporary receipt
4. Auto-process online: Payment submits when connected
5. Send final receipt: Official receipt after confirmation
6. Handle failures: Contact customer if payment declined

Customer Payment Experience

Professional Payment Flow

1. Work completion: Technician finishes job professionally
2. Review work: Customer inspects completed work
3. Present invoice: Show itemized costs clearly
4. Explain charges: Describe any additional work done
5. Offer payment options: Card, contactless, or manual entry
6. Process payment: Handle transaction smoothly
7. Provide receipt: Email or SMS receipt immediately
8. Thank customer: Professional closing interaction

Customer Communication

• Payment options: Explain available methods upfront
• Fee transparency: No surprise charges
• Security assurance: Explain payment security measures
• Receipt delivery: Ask for preferred receipt method
• Payment confirmation: Show approval on screen

Troubleshooting Mobile Payments

Card Reader Issues

• Won't connect: Check Bluetooth, restart reader
• Battery dead: Charge reader, keep spare charged
• Card won't read: Try cleaning card, use manual entry
• Connection drops: Stay close to reader, avoid interference
• Reader frozen: Restart reader, reconnect to app

Payment Failures

• Declined cards: Ask customer for alternative payment method
• Insufficient funds: Suggest partial payment or payment plan
• Expired cards: Customer needs to provide updated card
• Network errors: Try again, use offline mode if necessary
• Processing errors: Check transaction in Stripe dashboard

Receipt Issues

• Email not received: Check spam folder, verify email address
• SMS not delivered: Verify phone number, check carrier issues
• Receipt formatting: Check PDF generation in app settings
• Missing information: Ensure all job details completed

Security Best Practices

Payment Security

• Never store cards: Process immediately, don't save details
• Secure devices: Use device locks, keep apps updated
• Verify customers: Check ID for large payments
• Private processing: Handle payments away from others
• Receipt security: Don't leave receipts lying around

Fraud Prevention

• Check card signature: Compare signatures when required
• Verify billing address: For manual entry transactions
• Trust your instincts: If something seems wrong, investigate
• Keep records: Detailed job notes help prevent chargebacks
• Use chip readers: More secure than magnetic stripe

Payment Reporting

Mobile Payment Analytics

View mobile payment reports at Reports → Payments → Mobile

• Daily collections: Amount collected via mobile each day
• Payment methods: Breakdown of card vs. contactless vs. manual
• Transaction fees: Total processing fees paid
• Success rates: Percentage of successful vs. failed payments
• Average transaction: Mean payment amount

Team Performance

• Collections by technician: Who collects most payments
• Payment success rates: Team member payment success rates
• Time to payment: How quickly payments are collected
• Customer satisfaction: Payment experience feedback

Integration with Invoicing

Automatic Invoice Updates

• Payment recording: Invoice automatically marked as paid
• Payment method tracking: Records how payment was made
• Transaction ID storage: Links payment to processor records
• Receipt attachment: Payment receipt attached to invoice
• Customer notification: Customer gets payment confirmation

Partial Payment Handling

• Partial amounts: Accept payments less than full invoice
• Remaining balance: Track what's still owed
• Multiple payments: Allow additional payments later
• Payment plans: Set up installment schedules