> ## Documentation Index
> Fetch the complete documentation index at: https://www.carstoragesoftware.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Manage billing on a customer record

> Connect a customer to payment processing, save payment methods, and review billing settings from their contact page.

## What you will accomplish

You will use the **Billing Setup** area on a customer's detail page to prepare them for invoices and recurring charges—without hunting through multiple settings screens.

Use this guide when you need to:

* Add a customer to payment processing so you can charge or save a card on file.
* See whether they already have a payment method saved.
* Review invoice and fee settings tied to that customer.

This guide is about **customers who pay your facility**. For outside providers you pay, use [Work with vendor contacts](https://www.carstoragesoftware.com/docs/contacts/work-with-vendor-contacts.md).

> [!TIP]
>
> **Outcome you are working toward**
>
> When billing is set up correctly, your team can send an invoice or start recurring storage—and the customer can pay online or keep a card on file. This guide gets the **customer record** ready for that moment.

## Before you start

* The customer exists in [Contacts](https://www.carstoragesoftware.com/dashboard/contacts/all).
* Payment processing is connected for your facility in [Settings > Billing](https://www.carstoragesoftware.com/dashboard/settings/billing) (an admin task).
* The customer's **email** is correct if they will add a payment method through the portal or a payment link.

> [!NOTE]
>
> **If billing is not set up for your facility**
>
> You may see a message that billing is not set up yet, with a link to **Settings > Billing**. An admin must connect payment processing before customer-level billing tools appear. You can still create customer records and send manual invoices outside the app until then.
>
> Until payment processing is connected, **Billing Setup** may show **Billing isn't set up yet** instead of **Add to Stripe**. The screenshot below shows a customer record when billing tools are available—your screen may look slightly different until an admin finishes setup.

## Open Billing Setup on the customer page

**1. Open the customer record**

Go to [All Contacts](https://www.carstoragesoftware.com/dashboard/contacts/all), find the customer, and open their detail page.

**Expected result:** You see sections such as **Personal & Contact**, **Cars**, and **Activity Feed**.

**2. Find Billing Setup**

Scroll to the **Billing Setup** section on the right side of the page (below **Activity Feed** on wide screens).

**Why this matters:** Keeping billing next to the customer record helps your team confirm "payment on file" while you are already talking to that person on the phone.

**3. Read the status at a glance**

The top line in **Billing Setup** tells you whether this customer is ready for online payments. Look for phrases like **Customer not in Stripe**, a saved payment method, or **Billing isn't set up yet**.

**Expected result:** You know in one glance whether you can invoice this customer online today or need an admin to finish facility setup first.

![Customer page showing Billing Setup on the right with Billing isn't set up yet and a Set up billing button, plus Customer's Cars and Portfolio Value on the left](https://mintcdn.com/carstoragesoftware/E7iDZlayxJZmgUYC/images/contacts/contacts-billing-setup-not-ready-sep23.webp?fit=max\&auto=format\&n=E7iDZlayxJZmgUYC\&q=85\&s=380a0ce238a8967c4214b71677e20723)

*When payment processing is not connected yet, **Billing Setup** says **Billing isn't set up yet** and shows **Set up billing**. Cars and **Portfolio Value** still work while an admin finishes billing.*

![Billing Setup section on a customer detail page showing payment processing status and Add to Stripe button](https://mintcdn.com/carstoragesoftware/ggah6moKlxnkQYNH/images/contacts/contacts-billing-setup-detail.webp?fit=max\&auto=format\&n=ggah6moKlxnkQYNH\&q=85\&s=b7b79a29b19583c5dd894696f98c6128)

*After your facility connects payments, the same section can show **Add to Stripe** or a saved payment method instead of the set-up prompt.*

## What you might see in Billing Setup

The section changes depending on your facility setup and this customer's status:

> [!NOTE]
>
> | What you see | What it means | What to do next |
> | - | - | - |
> | **Billing isn't set up yet** with a **Set up billing** button | Your facility has not connected payment processing | Ask an admin to complete [Connect payment processing](https://www.carstoragesoftware.com/docs/settings/connect-payment-processing.md) |
> | **Customer not in Stripe** with **Add to Stripe** | Payments are enabled, but this customer is not linked yet | Click **Add to Stripe** (steps below) |
> | Saved payment methods listed | Customer is linked and has a card or bank on file | You can create invoices or recurring charges |
> | **Payments history** below the section | Past charges for this customer | Review receipts or confirm a payment went through |

Most customers are added to Stripe automatically, a few seconds after you create or import them, send them a portal invite, or create them through the API. This doesn't happen if your facility has **Hold New Customers from Stripe** turned on. Customers who sign themselves up, through the registration form or the customer portal, aren't added automatically unless they save a card while signing up. Use **Add to Stripe** for them, or send them a portal invite.

> [!NOTE]
>
> **If your facility is still setting up payments**
>
> Until an admin connects payment processing in [Settings > Billing](https://www.carstoragesoftware.com/dashboard/settings/billing), **Billing Setup** may show **Billing isn't set up yet** with a **Set up billing** link instead of **Add to Stripe**. You can still create customer records and prepare their email address—you will return here after facility setup is complete.

## Add the customer to payment processing

If the section says the customer is **not in Stripe** (or payment processing):

**1. Click Add to Stripe**

In **Billing Setup**, click **Add to Stripe**.

**Expected result:** The button may show **Adding...** for a few seconds while the system creates a billing profile for this customer.

**2. Confirm the section updates**

After success, the section should show payment method tools instead of the empty state.

**Why this matters:** Invoices and recurring charges need this link before the customer can pay online or save a card on file.

**3. Check the customer list shortcut (optional)**

You can also review customers from the [All Contacts](https://www.carstoragesoftware.com/dashboard/contacts/all) table when payments are enabled—look for **Add to Stripe** on a row. Both paths do the same thing.

![All Contacts table showing six customers including Alex Morgan at Morgan Collection LLC, with Search, Filters and settings, Report, and Create New Customer](https://mintcdn.com/carstoragesoftware/E7iDZlayxJZmgUYC/images/contacts/contacts-all-list-populated-sep23.webp?fit=max\&auto=format\&n=E7iDZlayxJZmgUYC\&q=85\&s=0c7a9e841ed9a6005125ca4331f44a7f)

***All Contacts** is helpful when your manager asks who still needs to be added to payment processing. Open a row to see **Billing Setup** on the detail page.*

**Expected result:** The row no longer shows **Add to Stripe** after the customer is linked.

> [!TIP]
>
> **Same action, two places**
>
> **Add to Stripe** on the contacts list is a shortcut when you are reviewing many customers. **Billing Setup** on the detail page is best when you are already editing that customer's record.

## How payment methods get saved

Once the customer is linked to payment processing, a payment method can be added in four common ways. Your facility may use one or all of them:

**1. Customer adds a card in the portal**

Invite the customer to the portal (see [Invite a customer to the portal](https://www.carstoragesoftware.com/docs/contacts/invite-a-customer-to-the-portal.md)). When billing is turned on for the customer app, they can add a card or bank account under **Billing** in the portal.

**Why this matters:** The customer enters their own payment details securely—you do not need to handle card numbers over the phone.

![Customer portal Billing page where a customer can view invoices and add a payment method](https://mintcdn.com/carstoragesoftware/R5kE8xRstcG_Arf7/images/contacts/customer-portal-billing.webp?fit=max\&auto=format\&n=R5kE8xRstcG_Arf7\&q=85\&s=fd81b2cd3908570a3016a59aee2ba521)

*When your facility enables billing in the customer app, customers can add a payment method themselves under Billing in the portal.*

**2. Customer pays an invoice link**

When you send an invoice with [Send and collect customer payments](https://www.carstoragesoftware.com/docs/payments/send-and-collect-customer-payments.md), the customer can pay through the link. They may choose to save their payment method for next time.

**Expected result:** The payment appears in **Payments history** on the customer record and in [Payments](https://www.carstoragesoftware.com/dashboard/payments/invoices).

**3. Staff records payment in person (if enabled)**

If your facility uses Tap to Pay or similar in-person tools, a team member with permission can save a payment method while the customer is on site.

**Expected result:** The saved method appears in **Billing Setup** on the customer page.

**4. Staff enters a card or bank account manually**

When the customer gives you their payment details directly, you can type them in yourself:

1. In **Billing Setup**, click **Add payment method**, then choose **Manual entry**.
2. In **Add a payment method**, choose **Card** or **Bank account**.
3. For **Card**, enter the card details and click **Save card**.
4. For **Bank account**, Stripe's bank form opens with the customer's name and email already filled in. Search for the customer's bank, or click **Enter bank details manually** to type the routing and account numbers. Then click **Save bank account**.

> [!WARNING]
>
> Only add a bank account when your facility has the customer's authorization to debit it. ACH debits follow Nacha rules, which require that authorization.

A bank account you type in by hand isn't usable right away. After you save it, the dialog shows **Bank account added — verification pending**:

* Stripe sends small test deposits (micro-deposits) to the account. They arrive in 1–2 business days.
* The customer confirms the deposit amounts on Stripe's hosted verification page.
* To send the customer that page, click **Copy verification link** and share the link by email or text.

**Expected result:** A saved card appears in **Billing Setup** immediately. A manually entered bank account appears in **Billing Setup** only after the customer verifies the micro-deposits.

**Expected result:** Saved methods appear in **Billing Setup** and in the [Customer Report](https://www.carstoragesoftware.com/docs/contacts/export-and-use-the-customer-report.md) under **Payment Method** when that column is enabled.

> [!NOTE]
>
> **Bank verification is a one-time fee**
>
> If a customer links a bank by signing in at their bank, the payment processor charges a small one-time verification fee to the facility. It does not repeat on later payments from that account. Typing routing and account numbers uses small test deposits instead and has no verification fee. Regular bank processing fees still apply on each ACH payment. See [Connect payment processing](https://www.carstoragesoftware.com/docs/settings/connect-payment-processing.md#bank-account-verification-is-one-time).

> [!TIP]
>
> **Where to look after a customer pays**
>
> If a customer asks "Did my payment go through?" check **Payments history** on their customer page first, then open the invoice in [Payments > Invoices](https://www.carstoragesoftware.com/dashboard/payments/invoices). [Review customer activity and history](https://www.carstoragesoftware.com/docs/contacts/review-customer-activity-and-history.md) also shows recent billing events on the timeline.

## Invoice billing and fee settings

Below **Billing Setup**, you may see additional sections when payments are enabled for your facility:

> [!NOTE]
>
> | Section | Purpose |
> | - | - |
> | **Invoice billing settings** | Controls how this customer receives invoices (for example email delivery preferences tied to their record). |
> | **Fee settings** | Per-customer fee overrides when your facility uses custom fee rules. |
> | **Account balance** | Running balance when your facility tracks customer account credits or charges. |
> | **Payments history** | Recent charges and receipts for this customer—useful when a customer asks "Did my payment go through?" |

> [!NOTE]
>
> **Creating the invoice itself**
>
> This guide prepares the **customer** for billing. To build the invoice line items, open [Create an invoice](https://www.carstoragesoftware.com/docs/payments/create-an-invoice.md).

## Quick check before month-end billing

Use this short checklist when your manager asks who is ready to be charged:

* Customer has a correct **email** on their record.
* **Billing Setup** shows they are linked to payment processing (not "Customer not in Stripe").
* A **payment method** is saved, or you plan to send a payment link with the invoice.
* Cars and recurring charges are linked to the right customer—see [Manage recurring billing](https://www.carstoragesoftware.com/docs/payments/manage-recurring-billing.md).

For a facility-wide view, open the [Customer Report](https://www.carstoragesoftware.com/docs/contacts/export-and-use-the-customer-report.md) and enable the **In Stripe** and **Payment Method** columns.

## Troubleshooting

> [!WARNING]
>
> **Add to Stripe fails or spins forever**
>
> Check that payment processing is connected in [Settings > Billing](https://www.carstoragesoftware.com/dashboard/settings/billing). Confirm the customer has a valid email. Try again after a minute; if it still fails, ask an admin to review the payment connection.

> [!TIP]
>
> **I only see Set up billing, not Add to Stripe**
>
> Your facility has not finished payment setup yet. An admin needs to connect payment processing first. You can still add customers and prepare their records while waiting.

> [!TIP]
>
> **Customer paid but Billing Setup looks empty**
>
> Refresh the page. If they paid through a one-time link without saving a method, you may see the payment in **Payments history** or [Payments](https://www.carstoragesoftware.com/dashboard/payments/invoices) instead of a saved card.

> [!WARNING]
>
> **Wrong person linked to charges**
>
> Stop and open the correct customer record. Move cars and invoices to the right person before taking more payments. See [Link cars and documents to a customer](https://www.carstoragesoftware.com/docs/contacts/link-cars-and-documents.md) and [Handle duplicate or merged customer records](https://www.carstoragesoftware.com/docs/contacts/handle-duplicate-or-merged-customer-records.md).

## What to do next

* Create their first invoice: [Create an invoice](https://www.carstoragesoftware.com/docs/payments/create-an-invoice.md)
* Set up monthly storage: [Manage recurring billing](https://www.carstoragesoftware.com/docs/payments/manage-recurring-billing.md)
* Review who still needs payment on file: [Export and use the customer report](https://www.carstoragesoftware.com/docs/contacts/export-and-use-the-customer-report.md)
* Let the customer pay in the portal: [Invite a customer to the portal](https://www.carstoragesoftware.com/docs/contacts/invite-a-customer-to-the-portal.md)
* If **Billing Setup** is missing on the page, turn the block back on in [Customize the contact page](https://www.carstoragesoftware.com/docs/contacts/customize-the-contact-page.md).


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