Adding a Payment

To record a payment against a customer's account (cash, check, credit card, ACH, or house account), navigate to the customer's record or open invoice and use the Pay button.

⚠️ Permission required: Users must have Allow Payments without Register enabled on their role (System Settings → Roles → CRM tab) to add payments from the CRM. This applies to all payment types including cash and check, regardless of whether a POS register is open.

If a user cannot add a payment or the option appears missing, an admin should verify this permission is enabled for the user's role.

This article covers the CRM Payments page specifically — viewing and managing individual payment records. For the end-to-end billing workflow including invoice generation and AutoPay, see CRM - Billing Process.

Navigating to Payments

Navigate to CRM in the left-hand navigation, then select Payments from the top ribbon. The Payments page lists all payment records across your customers.

Viewing and Filtering Payments

Use the search bar to find payments by customer name. Click the filter icon to the right of the search bar to filter by status (settled or unsettled), date range, payment method, and other criteria.

Payment Method

The payments list includes a Method column that shows the specific payment method used for each transaction — for example, Visa, Mastercard, ACH, or Cash. Use this column when reconciling against a processor statement or when you need to distinguish between specific card types or payment types.

You can also filter the list by method using the Method filter above the list.

Payment Status

A payment's status describes where the money has been applied inside Sharper. It is not a statement about whether the funds have cleared your bank.

Status	Meaning
Settled	The full amount of the payment has been applied to one or more invoices.
Unsettled	Some or all of the payment is on account and has not yet been applied to an invoice. Unsettled payments can be applied manually (see CRM - Allocating Pre-payments and Overpayments) or automatically via Auto-Settle (see CRM - Auto-Settle Payments).
Scheduled	The payment is queued to be taken on a future date and has not been collected yet. Typical for AutoPay.
Processing	The payment has been submitted to the card or ACH processor and Sharper is waiting for the result. Wait for it to finish rather than re-taking the payment.
Declined	The processor refused the payment. No money was collected and nothing was applied to any invoice. This is the status that means the charge failed.
Voided	The payment was cancelled in full before it was finalized. No refund transaction was created and nothing remains applied.

An Unsettled payment does not mean the charge failed. It means the money is sitting on the customer's account and has not been matched to an invoice yet. If a payment failed, its status reads Declined.

Bounced and Refunded Labels

Two labels you will see in the payments list are not statuses in their own right. Sharper displays them in place of the status when the payment has a particular history, so it may help to think of them as what happened to the payment rather than where the money was applied.

Label	Meaning
Bounced	Shown in red after the Bounce Check action has been used on this check or ACH payment. Void and Refund are permanently unavailable once a payment is bounced. See CRM - Bounced Check/ACH Payments.
Refunded	Shown when the amount refunded against this payment equals the full payment amount. A partial refund does not produce this label — the payment keeps its normal status.

Note: Whether card or ACH funds have actually cleared is tracked separately from the statuses in this table. A payment can read Settled in Sharper while the ACH item is still moving through the banking system.

Actions on a Payment Record

Click the three dots to the right of a payment to access available actions:

Action	What It Does	When Available
Void	Cancels the payment in full without creating a separate refund transaction.	Same-day cash, check, or credit card payments only (before the register is closed).
Refund	Opens the Pay Modal to issue a refund back to the original payment method. Adjust the amount for a partial refund. (Partial refunds may not be available on all payment gateways — see CRM - Refunding Credit Cards and ACH Payments for gateway-specific limitations.)	When Void is not available — typically prior-day or prior-period credit card payments.
Edit	Update payment details such as date or notes.	Always available.
Bounce Check	Mark a check or ACH payment as returned or bounced. This reverses the payment and creates a bounced check record on the customer account.	Check and ACH payments only.
Auto Settle Settings	Configure whether and how this payment is automatically applied to matching invoices. See CRM - Auto-Settle Payments.	Always available.

For step-by-step refund instructions, see CRM - Refunding Credit Cards and ACH Payments.

Running AutoPay

The Auto Pay button in the top-right corner of the Payments page runs a batch autopayment against all customers with a saved default payment method and open invoices. See CRM - AutoPay for full setup and run instructions.

CRM - Payments