Online Payments
Online payments let a customer pay an invoice with a card, wallet or US bank debit from a link on the invoice — without you handling card numbers. The money goes to your department's own Stripe account: Resgrid never holds the funds, takes no fee and cannot issue refunds. You connect the account once, and every invoice can then carry a Pay online link.
Needs the Business Ops add-on, the Invoicing.OnlinePayments flag and the operator's regional switch (Payments.StripeConnect). Stripe is the only provider in this release.
Connecting your Stripe account
Invoicing → Billing settings → Online payments (department administrators only).
- Connect with Stripe — you are sent to Stripe, sign in to (or create) your Stripe account and allow Resgrid to create payment pages on it. Resgrid stores your Stripe account id only, never your Stripe credentials or keys.
- Back in Resgrid the panel shows the connected account (business name, live or sandbox mode, connected on, last verified, capabilities such as card and us_bank_account, last error if Stripe reported one).
- Collection settings: tick Offer online payment on invoices and choose the accepted payment methods — Cards and wallets and/or Bank debit (ACH, US accounts). A method your Stripe account cannot accept is not offered even if ticked.
- Under Billing identity set the pay link expiry (days) and whether to show a "Pay online" link on invoices (printed on the PDF and included in the e-mail).
Disconnect stops new pay links immediately; open links stop working. Reconnect with Stripe repeats the authorization (for example after changing Stripe accounts).
If the panel says Online payments are not yet enabled for your department, ask Resgrid support to turn the flag on; Online payment collection is suspended by the operator in this region means the regional switch is off — your connection is kept and links resume when it is re-enabled.
What the customer sees
The invoice e-mail and PDF carry the pay link (/pay/<token>). The page shows the department name, invoice number, amount due and due date, and a Pay button that opens Stripe's hosted checkout. Card or bank details are entered on Stripe's page only. Afterwards the customer sees Thanks — your payment is being confirmed (or Payment cancelled — nothing was charged if they backed out); Stripe e-mails its own receipt.
A link is valid for the expiry you set; Refresh payment page on the invoice issues a fresh one. Paying twice is not possible — a second click on the link resumes the open payment page.
What you see
On the invoice page the Pay online panel shows the link (Copy link), the current payment request with its status and expiry, and buttons to Open payment page now or Refresh payment page. Online payments appear under Payments with method Online, the Stripe fee, a receipt link and a payment status.
| Request status | Meaning |
|---|---|
| Created / Opened | Link issued / customer opened the page. |
| Processing | Bank debit initiated; funds not yet confirmed (can take a few business days). |
| Completed | Paid — the payment is recorded and the invoice status updates. |
| Expired / Cancelled / Failed | Nothing charged; refresh the payment page to try again. |
| Payment status | Effect on the invoice |
|---|---|
| Succeeded | Counts toward the balance. |
| Refunded / Partially refunded | Reduces the amount paid; the balance reopens (refunds are issued in your Stripe dashboard, never from Resgrid). |
| Disputed / Dispute lost | The amount is held back from the balance while the dispute is open and removed if it is lost. |
Invoice status changes come only from Stripe's confirmation (webhook or the 15-minute reconciliation), never from the customer returning to the page.
Setup examples
| Organization | Recommendation |
|---|---|
| Private ambulance / fire protection company | Connect the company Stripe account; cards + ACH; 30-day link expiry; Show "Pay online" on. |
| Municipal fire | Usually off — municipalities collect through the treasury; if on, connect the city's Stripe account and restrict to cards. |
| Security / facilities company | On, cards + ACH; net-30 profiles; workflow Invoice Paid → notify the account manager. |
| EU departments | Online collection is switched off at the operator level in the EU region in this release; invoicing itself works. |
Technical reference
| Item | Value |
|---|---|
| Flags | Payments.StripeConnect (operator-only, per cluster, prerequisite) and Invoicing.OnlinePayments (child of Invoicing.CustomerInvoicing) |
| Config | PaymentConnectConfig (Connect client id/secret, PublicBaseUrl, WebhookPath, RequestReconcileAfterMinutes, EventRetentionDays, WebhookStaleAfterHours) — separate from the SaaS-billing PaymentProviderConfig |
| Provider | Providers/Resgrid.Providers.Payments — Stripe Connect OAuth (Standard accounts), direct charges with the Stripe-Account header, one Checkout Session per attempt |
| Tables | DepartmentPaymentConnections, InvoicePaymentRequests, PaymentConnectEvents (webhook idempotency; payer PII minimized) |
| Endpoints | /pay/{token} (PayController, anonymous, _RecoveryLayout), api/PaymentWebhooks/stripe on the API host, v4 Invoices/GetOnlinePaymentsStatus, GetPaymentConnections, CreatePaymentLink |
| Health | api/v4/Health/GetCurrent → Payments* block and PaymentsWebhookHealthy (value-free) |
| Worker | 29 passes 2–4: reconcile open requests, close expired ones, re-verify connections weekly, purge old webhook bodies |
| Non-goals in this release | Platform fees, surcharges, partial online payments, refunds from Resgrid, saved payment methods, Square / PayPal / Authorize.net (reserved) |