Invoices and payments

Requires FlyCRM Pro.

Pro adds the money side of the CRM: invoices raised from your quotes, a product catalog to build them from, online and manual payment methods, and a transactions ledger. This page covers all four. Quotes themselves are free — see Quotes.

CRM concept: A quote proposes a price. An invoice asks for payment once the customer agrees. A transaction is one payment received against an invoice.

Pro adds three menu items to FlyCRM: Invoices, Products, and Transactions. In the free plugin these appear as locked previews that link to an upgrade.

Invoices

An invoice is a request for payment. Pro creates invoices, tracks what is paid and what is due, and records each payment.

Raise an invoice from a quote

1. Open an accepted quote. See Quotes.
2. Select Create invoice.
3. Review the line items and the total.
4. Set the issue date and the due date.
5. Select Save, then Send.

The invoice keeps a link back to its source quote and to the related deal.

Screenshot needed: An invoice detail page showing the Issue Date, Due Date, Amount Paid, and Balance Due, with the Source Quote and Deal links. Highlight the balance due.

Track payment

An invoice tracks the money against it:

• Amount paid — the total recorded so far.
• Balance due — what is still owed.
• Status — moves to Paid when the balance reaches zero.

Record a payment with Record Payment, or use Mark as Paid to settle the whole invoice at once. Partial payments are supported: record part of the amount and FlyCRM tracks the balance.

Screenshot needed: The Record Payment panel on an invoice, with an amount and a payment method selected, and the balance due updating. Highlight the Record Payment button.

Products

A product is a reusable item you sell. The product catalog saves you from retyping the same line item on every quote and invoice.

1. Go to FlyCRM > Products.
2. Select Add Product.
3. Enter the name, the price, and the product type.
4. Select Save.

Add a saved product as a line item when you build a quote or an invoice. Products you no longer sell move to the trash and can be restored.

Screenshot needed: The Products list with several products and their prices and types, and the Add Product button. Highlight one product row.

Payment methods

Pro supports five payment methods. Two collect money online; three are manual records.

• Stripe — card payments online.
• PayPal — PayPal and card payments online.
• Bank transfer — a manual method; show your bank details and record the payment yourself.
• Cash — a manual method for in-person payment.
• Cheque — a manual method for a mailed cheque.

Turn on a gateway

1. Go to FlyCRM > Settings > Payments.
2. Find the gateway you want, for example Stripe.
3. Turn it on and enter the gateway keys from your Stripe or PayPal account.
4. Select Save.

Screenshot needed: The Settings > Payments tab with the Stripe gateway switched on and the API key fields visible (keys blurred). Highlight the enable toggle.

CAUTION: Keep your gateway secret keys private. Do not paste them into a support ticket, a chat, or a screenshot. Anyone with the secret key can take payments as you.

Test before you go live

Both Stripe and PayPal offer a test mode. Enter your test keys, send yourself an invoice, and pay it with a test card. Make sure that the invoice moves to Paid. Switch to live keys only after the test works.

How a customer pays online

1. You send an invoice.
2. The customer opens the public invoice link.
3. The customer selects a method and pays.
4. The gateway confirms the payment.
5. FlyCRM marks the invoice Paid and writes the payment to the transactions ledger.

Transactions

The transactions ledger lists every payment received across all invoices. Each transaction shows its method and its status.

• Method — Stripe, PayPal, bank transfer, cash, or cheque.
• Status — Completed, Pending, Failed, or Refunded.

Use the ledger to reconcile payments and to filter by method or status.

Screenshot needed: The Transactions list with several payments, each showing its method and status, and the status filter. Highlight the status column.