This guide walks you through every step of setting up and managing online payments in Awditify — from connecting a Stripe account, to completing onboarding, viewing payments and payouts, configuring payment settings, and disconnecting when needed.
What is Online Payments?
Online Payments lets your customers pay invoices by credit card directly through a secure payment link. It is powered by Stripe Connect. When a customer pays, Awditify automatically records a journal entry and marks the invoice as paid — no manual data entry needed.
The Online Payments page is where you connect Stripe, manage your account, and configure how payments work for each client.
Getting to the Online Payments Page
- Open the client you want to work with.
- In the left sidebar, under Sales & Purchases, click Online Payments.
You will see the Online Payments page. What you see depends on whether you have already connected a Stripe account.
Page States
The Online Payments page has three states depending on your setup:
| State | What you see |
|---|---|
| Loading | A spinner while Awditify checks your Stripe connection status. |
| Not Connected | A setup form to connect a new Stripe account. |
| Connected | Your Stripe dashboard, payment settings, and management tools. |
Connecting Stripe for the First Time
When no Stripe account is connected yet, the page shows the setup form.
The "How it works" panel
A purple gradient panel at the top explains the three-step process:
- Connect Stripe — Set up a Stripe account for this business to process payments.
- Send Invoices — Each invoice gets a unique payment link your customer can use.
- Auto-Record — Payments auto-post a journal entry and mark the invoice as paid.
The connection form
Below the how-it-works panel, a form asks for three pieces of information:
- Business Email — The email address associated with your Stripe account. Use the business owner's or finance team's email.
- Business Name — The legal or trading name of the business that will appear on customer credit card statements.
- Country — The country where the business is registered. Choose from Canada, United States, United Kingdom, or Australia. This determines which Stripe region your account is created in and which currencies are available.
✓ Tip: The country you select cannot be changed after the account is created. Make sure it matches where your business is legally registered.
Connecting
- Fill in all three fields.
- Click the purple Connect with Stripe button.
- Awditify creates a Stripe Connect account for this client.
After a few seconds, the page refreshes to show the connected state. A green toast confirms: "Account Created — Complete the onboarding below to start accepting payments."
ℹ Info: Creating the Stripe account is only the first step. You must complete Stripe's onboarding before you can actually accept payments.
The Connected State
Once a Stripe account is connected, the page shows several sections.
Notification banner
At the very top, a Stripe notification banner appears. This banner shows important messages from Stripe — for example, if your account needs verification, if a payout is on hold, or if there are compliance requirements. Pay attention to this banner; it flags issues that could prevent you from accepting payments.
Connection Status card
This card gives you an at-a-glance view of your Stripe account health.
Account details
The header shows:
- Stripe Connect Status — the title with a Wi-Fi icon.
- Account ID — your unique Stripe account identifier (e.g.
acct_1ABC123). You may need this when contacting Stripe support. - Status badge — one of:
- Active (green) — your account is fully set up and can accept payments.
- Pending (amber) — your account is under review or needs attention.
- Other (red) — your account has an issue that needs to be resolved.
Four stat cards
Below the header, four cards show key account capabilities:
| Card | What it shows |
|---|---|
| Charges | Green "Enabled" if you can charge customers. Red "Disabled" if not. |
| Payouts | Green "Enabled" if Stripe can send money to your bank. Red "Disabled" if not. |
| Onboarding | Green "Complete" if you finished Stripe's setup. Amber "Incomplete" if you still have steps to finish. |
| Connected | The date and time you first connected this Stripe account, shown in your local timezone. |
Refresh
Click the Refresh Status button to fetch the latest status from Stripe. Use this after completing onboarding steps or if you suspect the displayed status is out of date.
Navigation tabs
Below the status card, a row of tab buttons lets you switch between different Stripe views. The tabs change depending on whether onboarding is complete.
Complete Onboarding tab
This tab only appears if your Stripe onboarding is not yet finished.
Click Complete Onboarding to open the embedded Stripe onboarding flow. Stripe will guide you through:
- Verifying your business details (legal name, address, tax ID).
- Adding bank account information for payouts.
- Confirming your identity as a business representative.
- Accepting Stripe's terms of service.
The onboarding flow runs entirely inside Awditify — you never leave the page. When you finish, the page automatically refreshes your account status. A toast confirms: "Onboarding Updated — Refreshing your account status..."
⚠ Warning: You cannot accept payments until onboarding is complete. The Charges and Payouts stat cards will show "Disabled" until Stripe verifies your information.
Payments tab
Click Payments to see an embedded Stripe dashboard of all transactions. This view shows:
- A list of every payment made through your payment links.
- Payment amounts, dates, customer details, and statuses (succeeded, refunded, failed).
- The ability to refund a payment or view its details.
This is the same information you would see in the Stripe dashboard, but accessible directly inside Awditify.
Payouts tab
Click Payouts to see when and how Stripe sends money to your bank account. This view shows:
- Completed and upcoming payouts with amounts and dates.
- The bank account where payouts are deposited.
- Any payouts that failed or were delayed.
Use this tab to reconcile your bank deposits against the payments customers made.
Account tab
Click Account to manage your Stripe account settings. This view lets you:
- Update your business information.
- Change your bank account for payouts.
- View and update your statement descriptor (what appears on customer credit card statements).
- Manage team access to your Stripe account.
✓ Tip: The Payments, Payouts, and Account tabs are Stripe's own embedded components. They work exactly like the Stripe dashboard but are accessible without leaving Awditify.
Payment Settings
This card appears only when your Stripe charges are enabled (meaning you can accept payments). It lets you fine-tune how online payments work for this client.
Accept Online Payments toggle
At the top of the settings card, a green banner contains a toggle switch:
- ON (default after onboarding) — Payment links are active on invoices. Customers can click "Pay Now" to pay by credit card.
- OFF — Payment links are hidden. Existing links stop working. Use this if you want to temporarily pause online payments without disconnecting Stripe entirely.
The description under the toggle changes to reflect the current state.
✓ Tip: Turn this off during a billing cycle change or if you are migrating payment processors. Your Stripe account stays connected — you are just hiding the payment links.
Stripe Clearing Account
When a customer pays online, Awditify records a journal entry. The debit side of that entry goes to a clearing account. This dropdown lets you choose which GL account to use.
| Option | What it does |
|---|---|
| Auto-create (Stripe Clearing - 1180) | Awditify creates a GL account numbered 1180 called "Stripe Clearing." This is the default and recommended for most users. |
| Custom GL account | Choose any existing cash or bank GL account from your chart of accounts. |
The clearing account holds the funds temporarily until Stripe pays out to your actual bank. When you receive the payout, transfer the balance from the clearing account to your operating bank account.
ℹ Info: Using a clearing account keeps your bank reconciliation clean. Your bank statement will show the net payout from Stripe, while the clearing account shows individual customer payments as they arrive.
Accepted Payment Currencies
This section shows how your Stripe account handles different currencies.
Multi-Currency Mode Active (blue banner):
If multi-currency is enabled, the section shows a blue info panel with:
- A "Multi-Currency Mode Active" label with an Enabled badge.
- Your Home Currency (e.g. CAD) — the currency of your Stripe account.
- Your Default Currency (if different from home).
- A list of supported currencies: USD, CAD, EUR, GBP, AUD.
- A note about Stripe's currency conversion fees for foreign currency payments.
When multi-currency is on, each invoice's payment link automatically charges the customer in the invoice's currency. If you create a USD invoice, the customer pays in USD.
Single Currency Mode (grey banner):
If multi-currency is not enabled, the section shows a grey panel with:
- "Single Currency" and your home currency (e.g. CAD).
- A message that all payment links are generated in that currency.
- A link to Invoicing Settings → Currency where you can enable multi-currency mode.
✓ Tip: Enable multi-currency mode if you bill customers in different currencies. Go to Sales & Purchases > Settings (Invoicing Settings) and turn on the multi-currency option.
Danger Zone
At the bottom of the page, a red-bordered card lets you disconnect your Stripe account.
Disconnect Stripe Account
Click the red Disconnect button to remove the Stripe connection from this client.
⚠ Warning: Disconnecting is destructive. All existing payment links stop working immediately. Any invoice that had a payment link will lose it. This action cannot be undone — if you reconnect later, you will go through the full setup and onboarding process again.
When you click Disconnect:
- A confirmation dialog asks: "Are you sure you want to disconnect Stripe? Existing payment links will stop working."
- If you confirm, the Stripe account is disconnected.
- The page returns to the "Not Connected" state with the setup form.
- A toast confirms: "Disconnected — Stripe account has been disconnected."
View-Only Mode
If you have view-only permissions for this client, a grey banner appears at the top of the page: "You are viewing this page in read-only mode." The Connect with Stripe button and the Disconnect button are disabled. You can still view the status, payments, payouts, and account tabs, but you cannot change any settings.
How Online Payments Work with Invoices
Once Stripe is connected and online payments are enabled, every invoice you create automatically includes a payment link. Here is the full flow:
- You create an invoice in the Invoices section.
- The invoice includes a "Pay Now" link. You can share the invoice with your customer by email or send them the link directly.
- The customer clicks the link and sees a Stripe-hosted payment page with the invoice amount, your business name, and a credit card form.
- The customer enters their card details and pays.
- Awditify automatically:
- Records a journal entry debiting the Stripe Clearing account and crediting Accounts Receivable.
- Marks the invoice as paid.
- Updates the customer's outstanding balance.
- You can see the payment in the Payments tab on this page.
- When Stripe sends the payout to your bank, you see it in the Payouts tab.
✓ Tip: You do not need to manually record the payment or create a journal entry. Awditify handles everything automatically when the customer pays.
Frequently Asked Questions
How long does Stripe onboarding take?
Stripe typically reviews and activates your account within a few minutes to a few hours. In some cases, Stripe may request additional documentation (e.g. proof of business registration, a void cheque for bank verification), which can take a day or two. Check the notification banner and the Complete Onboarding tab for status updates.
What does it cost to accept online payments?
Stripe charges a processing fee per transaction (typically around 2.9% + $0.30 for domestic cards). These fees are deducted before the net amount reaches your bank. Awditify does not add any additional fees. Check Stripe's website for the current rates in your country.
Can I accept payments in USD if my home currency is CAD?
Yes. Enable multi-currency mode in Invoicing Settings → Currency, then create invoices in USD. The payment link will charge the customer in USD. Stripe handles the currency conversion when settling to your CAD bank account.
What if a customer disputes a charge?
The dispute (chargeback) will appear in the Payments tab. Stripe notifies you and may deduct the disputed amount plus a fee. You can respond to the dispute with evidence through the Stripe dashboard or the embedded Account tab.
Can I issue a refund?
Yes. In the Payments tab, find the payment you want to refund and use Stripe's refund option. The refund appears in the Payments list, and the invoice returns to an unpaid state. You may need to manually adjust the journal entry if the refund period crosses accounting periods.
How do I change the bank account where payouts go?
Open the Account tab and update your bank account details through Stripe's embedded account management. Payouts after the change will go to the new account.
What happens if I disconnect and reconnect Stripe?
Disconnecting removes the Stripe account from this client. If you reconnect, you create a brand new Stripe account and must complete onboarding again. Previous payment links are permanently lost. Historical payment data remains in your GL but the Stripe-side transaction history will not carry over to the new account.
Why do I need a clearing account?
The clearing account bridges the timing gap between when a customer pays (instant) and when Stripe deposits the net funds to your bank (typically 2-7 business days). It also simplifies bank reconciliation: your bank statement shows one net deposit from Stripe, while the clearing account shows each individual payment.
Do I need to do anything when Stripe pays out?
Yes. When you see a payout in the Payouts tab, record a transfer in your books: credit the Stripe Clearing account and debit your operating bank account for the net deposit amount. This clears the balance out of the clearing account and into your bank.
Can I use Online Payments if I already have a Stripe account?
The Online Payments feature creates a new Stripe Connect account linked to your Awditify client. It cannot be linked to an existing standalone Stripe account. This ensures proper accounting integration and automatic journal entries.