Taking Payment

This guide covers the payment flow — from an approved quote to money in your account and an order in your production queue.

Step 1: Customer approves the quote

When your customer approves a quote in their portal:

• You get a notification in your inbox
• The quote status changes to Approved
• It's ready to convert to an invoice

Step 2: Convert to invoice

Open the approved quote and click Convert to Invoice. You'll set:

• Payment terms — due immediately, Net 15, Net 30, or Net 60
• Deposit required? — optionally require a percentage upfront (e.g., 50%)
• Notes — any additional info for the customer

Click Create Invoice and it's done.

Step 3: Customer receives payment link

The customer gets:

• An email notification that their invoice is ready
• A link to view and pay in their portal
• The invoice shows itemized products, quantities, mockups, and the total

Step 4: Customer pays through Square

In their portal, the customer clicks Pay Now:

• Card payment processes through your connected Square account
• If you set a deposit, they pay that amount first
• The remaining balance shows as due per your net terms

Manual payments — if a customer pays with cash, check, or bank transfer, you can mark the payment as received manually in PressOS. The same automation kicks in.

Step 5: Order auto-creates

When payment is confirmed (full payment or deposit, depending on your settings):

1. A production order auto-creates with all the details from the quote
2. Gang sheets start building (if auto-generation is enabled)
3. The order appears in your Production Hub
4. The customer sees "Order Confirmed" in their portal

You didn't have to re-enter anything. The quote became an invoice, the invoice became an order, and the order is in your production pipeline.

Step 6: Track the payment

All payments are visible in:

• The individual invoice (payment status, date, method)
• Your billing overview (all recent payments)
• The customer's portal (their payment history)

Payment options by plan

Tips

• Deposits speed things up — require 50% upfront so you can start ordering blanks immediately
• Auto-reminders — PressOS can send payment reminder emails for overdue invoices
• Credit memos — if something goes wrong, issue a credit against the invoice for partial refunds
• Recurring customers — regular clients get faster checkout since their info is saved