Payments & refunds

A supplier records payments that restaurants make against invoices. Restaurants can pay online by card or ACH from an invoice link or statement page. Suppliers record cash, check, ACH and other payments by hand in the Manage Payments panel. Every payment and refund updates the invoice's status and can trigger a customer notification. Settled payments and refunds also book accounting entries (store credit aside); a bank payment that is still Processing, or that Failed, books nothing. A refund is given from a paid or part-paid invoice, or when an order is cancelled.

Who uses it

• Supplier staff record payments and refunds, send invoices and statements (which carry pay links), and review payment history.
• Restaurants pay online by card or ACH from a link, or offline with cash or check.
• Accounting systems pull payments, refunds, and their bookkeeping entries via API.

Payment methods

Method	How it arrives	Clear time	Fee	Who pays fee	Where recorded
Card	Stripe charge	Minutes	2.9% + $0.30	Restaurant (configurable to supplier)	Supplier app Manage Payments, or automatically from pay link
ACH (Bank)	Electronic transfer	1–3 business days	0.8%	Supplier	Automatically from pay link, or supplier records ACH details
Check	Mailed check	3–5 business days	None	—	Supplier records check number in Manage Payments
Cash	Handed or deposited	Immediate	None	—	Supplier records in Manage Payments
Store Credit	Customer's credit balance	Immediate	None	—	Supplier selects in Manage Payments, or applied on the order

For details on each, see Payment methods. Online payments (card and ACH via links) appear automatically; suppliers record offline methods by hand. PayPal isn't offered on orders.

Recording payments and refunds

Online payments

Restaurants pay by card or ACH from a pay link in the invoice email or statement. The payment appears on the invoice automatically within minutes (card) or business days (ACH). The supplier does not record anything in the app.

See Online payments for links, Stripe checkout, the statement page, and fees.

Hand-recorded payments

Suppliers record cash, check, and other offline payments in an invoice's Manage Payments panel:

1. Click Manage Payments on the invoice
2. Click Add Payment
3. Choose the method, enter amount and date
4. Add a reference (check number, ACH ID, card last 4)
5. Click Add Payment

The invoice's balance and status update immediately. Payments can be partial (leaving a balance due). A payment of more than what's owed is refused on a single invoice; paying several invoices at once keeps the extra as store credit.

See Recording a payment for the form, constraints, and partial/overpayment handling.

Refunds

A supplier gives a refund from the invoice, or when cancelling an order that has money on it.

From the invoice: on a Paid or Partially paid invoice, open Manage Payments → Issue Refund, choose Issue Full Refund or a Custom Amount (up to the remaining refundable amount: what the customer paid, minus refunds already given), the method and the date, and tick Notify customer if the customer should be told. See Refunds.

When cancelling:

1. Cancel the order from the invoice or the order page
2. On the Issue a Refund step, the refund is the full amount received. Choose the method (Store Credit, Cash, etc.)
3. Add an optional internal note
4. Click Confirm Cancellation & Issue Refund

On a cancellation the customer is notified of the refund automatically; from the invoice only when Notify customer is ticked. Store credit the order used comes back on its own.

The cancellation refund is always the full amount received. Hand-recorded refunds already on an order can be corrected or removed; processor-initiated refunds (card) cannot.

See Refunds for limits, store credit behavior, and clawback rules.

Bookkeeping

Every payment and refund creates accounting entries:

• Payment received (income): by method (Cash, Check, ACH, Card). A bank payment is booked when it clears.
• Processing fee (expense): on card and ACH payments
• Refund issued (sales return): for cash and check refunds, from the invoice or on a cancelled order (store credit has no expense)

Store credit is not money the supplier holds, so it creates no accounting entries—only the customer's balance changes.

See Bookkeeping effects for complete tables and the accounting category names.

In this section

Page	Covers
Payment methods	Card, ACH, Check, Cash, Store Credit. How each arrives, how long it takes, fees, and how the supplier records it.
Recording a payment	The Add Payment dialog. Which invoices, amounts, dates, methods, notes, and constraints. Partial payments and overpayments.
Paying online	Card and bank payments made from pay links or the statement page. Fees, what restaurants see, and decline recovery.
Bank and check payments	ACH, check, and wire transfers. When they clear. Payment status. How long to wait. Partial clears.
Refunds	Refunding from a paid invoice or when an order is cancelled: which methods, receipt, limits. Clawback rules when store credit is involved.
Bookkeeping effects	Every accounting row by payment and refund type. Before/after tables showing entries created.
Receipts and notifications	Emails, SMS and push the customer receives. When they're sent. What triggers them.

The remaining pages are Editing & deleting payments, Paying several invoices at once, Payment statuses & timings, Payment History and Setting up online payments. Related pages: Card on file (saving and charging cards), Store credit (credit balances), Processing fees (fee rules and who pays).

Where it shows up

• Supplier app: Invoice page (Manage Payments panel), Invoices list (payment status), customer page (payment history), Profile Settings (payment method setup), Bookkeeping (accounting entries).
• Restaurant: Invoice PDF (payment lines by method), email and SMS receipts, statement page (pay buttons per invoice), mobile app order summary.
• Accounting integration: Payment and refund records, accounting entries, bookkeeping categories.

Permissions

Role	Record payment	Refund / cancel with a refund	View payment history	Correct/remove hand-recorded
Admin	✓	✓	✓	✓
Clerk	✓	✓	✓	✓
Driver, Warehouse, Sales Person			✓ (read-only)
Custom role	with full invoice access	with full invoice access	with full invoice access	with full invoice access

Known limitations

• ACH initiation from the app: Not implemented. Suppliers record ACH payment details by hand; Clipp processes the transfer externally.
• Refunds: Not offered on an unpaid or Processing invoice, and a cancelled invoice is refunded only when it is cancelled (in full).
• PayPal: Can be connected in settings but isn't offered to restaurants on orders.
• Several invoices at once: Record it by hand from the Invoices page. The customer page's button opens an older form.