Who uses this: Users with FieldPulse Payments access — set per user under Company Settings > User Accounts. Admins and Team Managers can also turn on failed-payment email notifications. Availability: Requires FieldPulse Payments, which is available to businesses located in the United States.FieldPulse Payments tracks two statuses for every transaction: a payment status for the payin from your customer, and a deposit status for the payout to your bank. Both statuses live in the payment portal under the FP Payments tab, so you can tell whether the money is still processing, has completed, or has failed.
Overview
A payment and a deposit are two stages of the same money, and each stage carries its own status. The payment (payin) status describes the charge itself, from the moment the payin is created through to the point where the funds are available to deposit. The deposit status describes the payout of those funds to the merchant. A transaction can be a Succeeded payment and a Processing deposit at the same time, while the funds are on their way to your bank account. The FP Payments tab holds three pages: FieldPulse Deposits, FieldPulse Payments, and FieldPulse Chargeback. Payment statuses show on the FieldPulse Payments page, and deposit statuses show on the FieldPulse Deposits page. For chargebacks, see FieldPulse Payments Chargebacks Overview.Apply for FieldPulse Payments today. Setting Up FieldPulse Payments walks through the application.
Payment statuses
The payment (payin) status shows on the FieldPulse Payments page under the FP Payments tab, and it describes where the charge is in processing.Deposit statuses
The deposit status shows on the FieldPulse Deposits page under the FP Payments tab, and it describes the payout of settled funds to your bank.
You receive a deposit on each US banking day for the sum of all transactions that are available for deposit — card payments, ACH payments, refunds, chargebacks, and ACH returns. How quickly the funds arrive depends on the payment method and on whether Next-Day Funding is turned on. See FieldPulse Payments Overview for the funding timelines and the daily cutoff times.
Payment status on invoices, estimates, and the Payments page
FieldPulse tracks the settlement status of a FieldPulse Payments payment on your invoices, estimates, and payments pages, so you can see whether a payment is still processing, has fully settled, or has failed without opening the payment portal.Status icons on invoices and estimates
While a payment has not fully settled, an icon appears to the right of the invoice or estimate status. The icon updates on its own as the payment moves through processing.- Payment Processing: an orange circle icon appears next to the invoice status while a payment is still processing. The payment has been submitted and is in transit, and the invoice already reads Paid or Partially Paid, but the payment has not fully settled yet.
- Payment Failed: a red X icon appears next to the invoice status when the payment did not go through.
Icons on estimates
An estimate shows an icon based on the payment on its related invoice. These icons work together with the existing paid and unpaid indicators.
Select any of these icons to open the related invoice.
The Payment Status column
A Payment Status column appears on the main Payments page, in the Payments section of each invoice, and on the payments page of each maintenance agreement or recurring billing record. On the main Payments page, it sits between Method and Amount. Every payment attempt gets its own row. If a payment fails and the customer then pays successfully, you see two records: one Failed and one Succeeded.
Each status has its own color so you can scan a long list quickly: yellow for Processing, green for Succeeded, and red for Failed.
Filtering by payment status
- On the Invoices list page, filter by Payment Status to show only invoices with Payment Processing (a payment is still in transit) or Payment Failed (a payment did not go through). This is the quickest way to find failed payments after a large recurring billing run.
- On the main Payments page, the Payment Status filter includes every status: Processing, Succeeded, Failed, Completed, and Cancelled.
- The Method filter on the Payments page includes Refund and ACH Return, so you can isolate those records.
- You can select more than one value in each filter, for example Payment Failed and Payment Processing together.
- On the mobile app, the Invoices and Payments lists include sub-tabs for Payment Processing and Payment Failed.
What each portal page shows
FieldPulse Payments page
To open the page, go to the FP Payments tab and select FieldPulse Payments. The page lists these details for each payment.Refunds: A refund appears on the FieldPulse Payments page as its own record, with the payment type set to refund. To learn more about processing refunds in FieldPulse, see How to Process a Refund.
FieldPulse Deposits page
To open the page, go to the FP Payments tab and select FieldPulse Deposits. The page lists these details for each deposit.
- Filter a column. Select the three horizontal lines (the hamburger icon) at the top of a column to narrow the list by that column’s values.
- Export the list. Select the export icon above the list to download the deposit data as a .csv file. You can download the deposits for the previous month, the current month, or a custom date range.
- Set how many deposits display. Use the dropdown in the top-right corner to show 15, 30, 60, or 100 deposits at a time.
Failed payments and notifications
A payment that does not process reads Failed on the FieldPulse Payments page, and a deposit that does not process reads Failed on the FieldPulse Deposits page. On an invoice or estimate, a failed payment also shows the red Payment Failed icon next to the record’s status. FieldPulse can email you when a payment fails. Both notifications are email only, and they are available to Admins and Team Managers only. To set the notifications up, select your profile icon in the top-right corner, select My Settings, go to Notifications, and find the Notification As Manager section.Automatic retries for recurring billing
When a recurring billing payment made by credit card fails, FieldPulse retries it automatically. Bank (ACH) payments are not retried.
Retries continue only while the invoice is unpaid. If the invoice is paid another way, by a different payment method or by marking it paid, retries stop. Each attempt is recorded as its own payment, so the full history shows on the Payments page and in payment reports. If the final retry fails, no more attempts are made and the Payment Failed icon stays on the invoice until it is paid.
You can always collect a new payment manually from the invoice. See Setting Up Recurring Billing for how recurring billing works.
Notes & limitations
- A payment can reach Succeeded before its deposit does. The payment status covers the charge from your customer; the deposit status covers the payout to your bank.
- Created, Presenting, and Processing are interim payment statuses. A transaction passes through them rather than resting in them.
- In Review appears on both payment and deposit records, for different reasons. On a payment it means fraud review; on a deposit it means risk review.
- Payment status tracking applies to FieldPulse Payments only. Only payments processed after the status feature was released display a status — historic payments do not show one.
- Customer deposits (down payments) don’t have a dedicated report. This is different from the bank deposits on the FieldPulse Deposits page, which you can export as a .csv file. To find customer deposits in revenue reporting, tag the job, estimate, or invoice (for example Deposit) or add a payment note, then filter by it — see the deposits FAQ on the payment reports page.