Payment methods

Everything lives in Settings → Payment methods, under Organization → Money. Only the Owner and Operations can open it. Whatever you set up here shows on each customer's project portal, right next to their invoice. Set nothing up and customers see a note asking them to reach out to you to arrange payment.

1. 1Open Settings from your account menu in the top bar.
2. 2In the Organization band, open Money → Payment methods.
3. 3Connect Stripe for online card payments, and fill in the manual methods you use.
4. 4The manual fields save when you choose Save changes. The Stripe and QuickBooks connections save the moment you finish them.

Two kinds. Card is the one way to pay online, and it runs through your own Stripe account. Everything else is instructions you list for the customer: Venmo, Cash App, Zelle, and check by mail. There is no online bank-transfer or ACH option at checkout. You can still take an ACH transfer off-platform and record it on the invoice. QuickBooks is bookkeeping only and is never a way to pay.

No. You connect your own Stripe account, you are the merchant of record, and the money settles straight to your bank. Managolio is never in the flow of funds and adds no fee on top. Stripe collects its own standard processing fee from your account, the same as if you used Stripe directly. Your only cost from us is the monthly subscription.

Card payments run through Stripe Connect on your own account. Stripe handles checkout in USD for US businesses.

1. 1Go to Settings → Payment methods and choose Connect with Stripe under Online card payments.
2. 2Follow Stripe's hosted setup to link or create your free account and give them your business details.
3. 3When you land back in Managolio, your status is re-checked automatically.
4. 4Once the section says you are connected and customers can pay by card, a Pay by card button appears on the invoice in their portal.

Stripe sometimes restricts an account that was already taking payments: it needs more information, a document is overdue, or payouts are paused. When that happens the Owner gets an email from Managolio and an alert on the dashboard, and your customers stop seeing Pay by card until Stripe turns card payments back on. Give Stripe what it asks for in your Stripe dashboard. Managolio picks up the change on its own, and the card option comes back by itself.

Verification can lag a few minutes behind the setup form. Until card payments go live, the section says Stripe may still be verifying your details, and your customers see no card option, only the manual methods you have filled in.

1. 1Choose Finish Stripe setup to go back and clear anything Stripe still wants.
2. 2Choose Refresh status to re-ask Stripe once you think it is done.
3. 3Choose Start over only if you want to drop the connection and begin again.

The customer opens their portal, chooses Pay on the invoice, then Pay by card. Checkout runs on your Stripe account, the money settles to your bank, and the payment is recorded here as soon as the card clears. Nothing to enter by hand. You get an Invoice paid email if that notification is on.

Owners and Operations can send a real card refund from inside Managolio. Open the invoice and choose Refund card payment. Managolio checks with Stripe what each charge can still return and caps the refund at the card money actually collected. Record refund is a different thing: it only writes down money you handed back yourself, and it shows up only when the invoice holds offline money. One refund per invoice goes out at a time: a second one started meanwhile, from another tab or by a teammate, is refused until the first is on the books, and then you can check what is left to refund before sending another.

Choose Disconnect under Online card payments. Managolio forgets the link, your Stripe account stays exactly as it is, and you can reconnect whenever you want. The Pay by card button disappears from the customer portal right away. Payments already recorded stay on their invoices.

This alert means Managolio was disconnected from your Stripe account inside Stripe itself, for example by someone who can sign in to your Stripe dashboard. Managolio turns card payments off right away, so your customers no longer see Pay by card, and every Owner gets one email about it. The alert stays in Needs Attention until you connect Stripe again. Payments already recorded stay on their invoices.

1. 1Open Settings → Payment methods and choose Connect with Stripe under Online card payments, then follow Stripe’s steps.
2. 2If a customer was paying by card when it was disconnected, check your Stripe dashboard and record that payment by hand. A card payment made into the disconnected account is not recorded in Managolio.
3. 3If nobody at your company disconnected it, check who has access to your Stripe account in your Stripe dashboard.

These are the fastest to set up. You are just sharing your handle.

1. 1In Settings → Payment methods, fill in Venmo (@your-handle), Cash App ($YourCashtag), or Zelle (email or phone), then choose Save changes.
2. 2Venmo and Cash App get a Pay button that opens the app with the balance and invoice number already filled in.
3. 3Zelle has no standard pay link, so customers get a Copy button with your details instead.
4. 4Leave a field blank to hide that method.
5. 5None of these confirm themselves, so open the invoice and choose Record payment when the money lands.

Still the go-to for customers avoiding card fees on a large invoice.

1. 1In Settings → Payment methods, fill in Make checks payable to and Mailing address under Check by mail.
2. 2Choose Save changes.
3. 3Customers see both lines on their invoice with a one-tap Copy button.
4. 4Leave both blank to hide the method entirely.

QuickBooks here is bookkeeping only, never a way for a customer to pay. Connect it and the double entry goes away.

1. 1Go to Settings → Payment methods and choose Connect QuickBooks, then sign in with Intuit. Finish within 10 minutes, in the same browser and signed in as the same person, or you are asked to start again.
2. 2Check how your sales are recorded. The QuickBooks section says “Sales are recorded in QuickBooks as” followed by a product or service: Services for a new connection, or the same item your earlier invoices used if you synced before. That item decides where your sales show up in your books, and most businesses leave it as is. To pick a different one, click Change: the list shows your company’s active Service and Non-inventory items with their income accounts. Refunds follow sales unless you choose a separate item under More options.
3. 3Every invoice you send is mirrored into QuickBooks on that item, with every line non-taxable, because Managolio does not add sales tax. Re-sending updates the same QuickBooks invoice rather than creating a duplicate, and voiding here voids it there.
4. 4Payments and refunds you record in Managolio, card money from Stripe included, are booked into QuickBooks for you. One you record on an invoice before it is in QuickBooks is booked once the invoice syncs, so QuickBooks never asks your customer for money they already paid.
5. 5The credit card fee a customer pays on top of an invoice is booked too, as its own sales receipt on the item your sales use, so your books match what Stripe pays out. If part of a fee goes back with a refund, that part is booked as a refund. Fees from before this was added are left as your books already have them.
6. 6Payments you record inside QuickBooks against a synced invoice are picked up and reflected here. Record refunds in Managolio instead: a refund made in QuickBooks comes back here only when QuickBooks links it to the synced invoice, and one that is not linked is never guessed at, so it may not show up here at all.
7. 7A credit memo, discount or bad-debt write-off you apply to a synced invoice in QuickBooks lowers its balance here too. It shows on the invoice as Credited in QuickBooks and is never counted as money you collected: not in revenue, the dashboard or what your customer sees as paid.
8. 8Disconnect anytime. Your books stay put.
9. 9Every Owner gets an email whenever QuickBooks is connected, switched to a different QuickBooks company or disconnected, naming who did it.

On an invoice already synced to QuickBooks, the payment has to land in QuickBooks first, so the two ledgers can never disagree. If QuickBooks cannot take it, nothing is saved on either side and you are told so. Try again in a moment, or record the payment in QuickBooks and it will appear here on its own.

If the connection dies, Owners and Operations get a QuickBooks disconnected email with a Reconnect QuickBooks link, so your books never drift quietly. You can turn that alert on or off in Settings → Notifications under Integrations.

1. 1An invoice whose last sync to QuickBooks failed says so in its "This invoice needs attention" card, with the reason and the next step, until a sync succeeds. Everything wrong with one invoice (a send that didn’t reach the customer, QuickBooks disagreeing with it, a failed sync) is in that one card, the most serious first.
2. 2A passing problem, like QuickBooks not answering in time, is retried every day. Owners and Operations can also choose Retry sync, which never emails the customer.
3. 3Something QuickBooks refused, like a chosen item that was made inactive or deleted there, needs fixing first. Then choose Retry sync, or let the daily retry pick it up.
4. 4While QuickBooks is disconnected the card says so, with no Retry sync. Reconnect in Settings → Payment methods and the invoice syncs again the next day.
5. 5A payment or refund you record on a synced invoice while QuickBooks is disconnected is saved here only, and is not sent to QuickBooks when you reconnect: your bookkeeper may have entered it there meanwhile, and sending it would count it twice. If QuickBooks does not have it once you reconnect, the invoice shows that and what to do.
6. 6If QuickBooks and an invoice here stop agreeing about its money in a way Managolio won’t settle on its own, like a payment deleted or reversed in QuickBooks, or one replaced there by a write-off, Owners and Operations get one email and the invoice shows what differs and what to do, until the two agree again. Managolio never changes the money on its own when this happens, because only a person can tell which side is right.
7. 7One case waits for you: QuickBooks shows a different amount paid, and a payment typed here was never sent to it. Managolio can’t tell whether QuickBooks already has that payment, so it books nothing from QuickBooks until you decide. Once QuickBooks has it (record it there if it doesn’t), remove the entry here, and what QuickBooks shows is picked up.

Card payments record themselves the moment they clear. If Stripe’s notice of a card payment, of a refund you made in your Stripe dashboard, or of a card dispute never arrives, a daily check records it. Payments you enter inside QuickBooks against a synced invoice sync back and update the invoice here too; record refunds in Managolio, since one made in QuickBooks comes back only when QuickBooks links it to the invoice. An invoice whose rest you credit or write off in QuickBooks shows as settled, with the credit listed, and no paid email goes out for it. Taking that credit back off in QuickBooks does not take it off here on its own. A payment deleted or reversed in QuickBooks, a bounced check say, is not undone here on its own either. In both cases Owners and Operations are told, and the invoice shows that QuickBooks disagrees with it until the two agree again. While it does, an Owner can choose Take off the books beside that payment or credit on the invoice: only the books here change, nothing is sent to QuickBooks and no money moves, and if QuickBooks still has it, Managolio picks it up from there again. For a refund picked up from QuickBooks and later deleted there, or a difference the invoice says Managolio couldn’t book on its own, email support@managolio.com and we take the refund off or book what QuickBooks shows. Venmo, Cash App, Zelle, and checks are never confirmed automatically. Open the invoice and choose Record payment so the invoice and the project stay accurate.