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Frequently Asked Questions

What are Advanced Payments?

Advanced Payments is an add-on that you can include with your subscription, allowing you to proactively charge your Clients' credit card details they've provided you. If you're on a Select plan, this add-on may be automatically included.

Advanced Payments allows you to process Clients' cards over the phone or in person on Invoices and Recurring Templates (with Recurring Payments) so you can get paid quickly. If you have repeat Clients, you'll also be able to save the credit card information for use towards future Invoices and Recurring Templates.

This is available on our Lite, Plus or Premium plans for an additional $20/month. To purchase and setup the add-on, use the upgrade steps here.

Details

  • All payments charged through manually entered and saved credit cards are 3.5% + $0.30 per transaction
  • Advanced Payments works with FreshBooks Payments (WePay) for US and Canadian users
  • Advanced Payments also works with Stripe via FreshBooks Select

 

Charge Cards

Charge Cards allows you to proactively charge your Clients with their credit card information. You can securely accept credit cards in person, over the phone, or from your computer to get paid quickly.

This can also be used for Recurring Invoices for automatic payments, or for when you need to charge a Client immediately on an Invoice.

Credit card details are securely saved in FreshBooks. You can read more about our industry-leading PCI compliance security with credit card data here.


Invoices

Charge Card can be used on any Invoice with these steps:

  1. Go to the Invoices section
  2. Click on an Invoice you want to pay
  3. Click on the Charge Card button
  4. Enter the credit card details
    Charge card button.
  5. Click on the Charge button

The Invoice will now be paid with the credit card details you’ve inputted.


Recurring Templates

To use Charge Card on a Recurring Template, use these steps instead:

  1. Go to the Invoices section
  2. Click on the Recurring Templates section, or click on New Invoice and then click on Make Recurring
  3. While on the Recurring Template, under Payment Options, check off the box next to Require credit card for automatic payments
  4. Then click on Add credit card
    Add credit card link.
  5. Enter the credit card details
    Form to fill out for credit card details.
  6. Click on the Save Card button
  7. Finish with the rest of your Recurring Template. Once saved, it’ll now generate Invoices that will have Recurring Payments enabled automatically.

Saved Credit Cards

Whenever you’re adding in credit card information for an Invoice or a Recurring Template, you have the option to save the credit card to the Client’s profile. This makes it easier and quicker to pay new Invoices as they’re created.

There are two ways to save a credit card - either in the Client Profile, or on an Invoice/Recurring Template: 


Client Profile

If you don't have an Invoice or Recurring Template ready for this Client, you can save the credit card to their profile with these steps: 

  1. Click on the Clients section
  2. Click on the Client you'd like to add a saved credit card to
  3. Underneath Saved Credit Cards, click on Add Credit Card
    Client profile with saved credit card section.
  4. Enter the credit card details and click Save. There will now be a saved card for future Invoices and Recurring Templates. 

 

Invoices

On any Invoice or Recurring Template and using the Charge Card feature, ensure Save this card for future charges is checked off when entering in credit card information:
Save card for future charges checkbox.

Once saved, they can be reused on individual Invoices only. The next time you click on the Charge Card button on any individual Invoice, any saved credit cards will appear for re-use:
Charge card with a saved credit card available to select.


Recurring Templates

If you want to use a Saved Card on a Recurring Template to set up recurring payments, rather than using Charge Card for a generated Invoice from the Recurring Template, use these steps: 

  1. Go to the Invoices section
  2. Click on the Recurring Templates sub-tab
  3. Click on the Recurring Template you want to edit
  4. Click Edit
  5. Under Settings, click on Recurring Schedule
  6. Under Payment Options, check off the box next to Require credit card for automatic payments
  7. Then click on the Add credit card link in the same area as the checkboxAdd credit card link under payment options box.
  8. Add the credit card here if there is one already saved, or enter in the credit card details as needed
  9. Click Done to save the card
  10. Then click Done again to save the Settings
  11. When you're finished, click Save... at the top right to save the Recurring Template.


To see if a Credit Card has been saved to a Client's profile, you can go to the Clients section and click on the Client. Any saved cards will appear under the Client's details:
Client profile showing a saved credit card.

Remove Saved Credit Cards

Any saved card can be removed in either of these two places:

Client Profile

This will remove the saved credit card on any active Recurring Templates, meaning any generated Invoices after removal will not be auto-paid.

  1. Click on the Client section
  2. Then click on the Client that has the saved card(s) you want to delete
  3. In the Saved Credit Cards area of the Client's Profile, hover over the right side of the card and click on the trash can icon
  4. In the pop-up, click on Remove Credit Card to confirm. The card will now be deleted from the Client Profile.

Recurring Template

This only removes the credit card on a particular Recurring Template. Any other Recurring Templates using the same saved credit card will still continue to generate auto-paid Invoices.

  1. Click on the Invoices section
  2. Then click on the Recurring Templates sub-tab
  3. Select the Recurring Template that has a saved card you want to remove
  4. In the Settings menu on the left, click on Recurring Schedule
  5. In the Payment Options area, hover over the right side of the card and click on the trash can icon
  6. Click OK to confirm. The card will now be deleted from the Recurring Template.


Subscriptions

If you don't have the Client's credit card information handy on a Recurring Template, you can use Subscriptions instead. This allows you to set up a Recurring Template to automatically opt into Recurring Payments as soon as the Client pays on the next generated Invoice.

  1. Go to the Invoices section
  2. Click on the Recurring Templates section, or click on New Invoice and then click on Make Recurring
  3. While on the Recurring Template, under Payment Options, check off the box next to Require credit card for automatic payments
    Add credit card link.
  4. Finish with the rest of your Recurring Template. Once saved, it’ll now generate an Invoice.

Once your Client receives that generated Invoice and opens it to pay, the Pay Now button will then prompt them to set up Recurring Payment by entering their credit card details for future generated Invoices:
Pay now button with confirmation of recurring payments.


FAQs

I want to purchase and setup the Advanced Payments add-on but I don’t see it in my Billing & Upgrade page?

The option may not be available due to a few reasons:

Stripe Users:

  • If you are using Stripe, Advanced Payments is available through FreshBooks Select only.

FreshBooks Payments (WePay) Users:

  • If you are using FreshBooks Payments (WePay), and you have not completed the KYC process, you’ll need to finish it first with the steps here, then return to the Billing & Upgrade page after.
  • If you’re still on a trial with FreshBooks, you’ll need to wait for the trial to expire so you're upgraded onto a plan first. Once you've upgraded and have FreshBooks Payments enabled, you can go back to the Billing & Upgrade page and you’ll see Advanced Payments appear as an add-on option.


Can I charge a card that my Client has entered and saved themselves? 

You'll only be able to Charge Cards and use Saved Credit Cards that you have been provided by the Client and entered yourself. Any credit cards that have been entered in by your Client on their end will not be accessible to you.

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