Ambivo Commerce User Guide
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Payments, Subscriptions, and Billing
Stripe, PayPal, Wise, invoices, subscriptions, and payment processing in Ambivo
This guide covers how to track payments, manage subscriptions for recurring revenue, and handle billing within Ambivo.
What Are Payments and Subscriptions?
- Payments — Records of money received from customers. Payments are usually linked to invoices and track the amount, date, method, and status of each transaction.
- Subscriptions — Recurring billing arrangements where a customer is charged on a regular schedule (monthly, quarterly, annually). Subscriptions automatically generate invoices on each billing cycle.
Getting There
- Log in to Ambivo
- Switch to the Commerce application
- Click Payments or Subscriptions in the left sidebar
View Payment History
- 1
Browse payments
Go to Payments in the sidebar and browse the list of all payment records. Each payment shows the customer, amount, date, method, and status.
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View details
Click on any payment to see full details.
Payment Statuses
| Status | Meaning |
|---|---|
| Completed | Payment has been successfully received |
| Pending | Payment is initiated but not yet confirmed |
| Failed | Payment attempt did not go through |
| Refunded | Payment was returned to the customer |
Record a Manual Payment
If a customer pays via bank transfer, check, or cash, you can record the payment manually.
- 1
Create payment
Go to Payments and click + New. Select the Customer and optionally link to the Invoice being paid.
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Enter details
Enter the Amount, select Payment Method (Bank Transfer, Check, Cash, etc.), enter Payment Date, and click Save.
Online Payments with Stripe
If your organization has connected Stripe, customers can pay invoices online using credit cards or other payment methods.
How It Works
- When you send an invoice, a Pay Now link is included
- The customer clicks the link and is taken to a secure payment page
- They enter their payment details and submit
- The payment is recorded automatically in Ambivo and the invoice status updates
Connecting Stripe
Your administrator connects Stripe from the billing settings. Once connected, online payment links are automatically included in sent invoices.
Manage Subscriptions
Subscriptions let you set up recurring billing so you do not have to manually create invoices each billing cycle.
Create a Subscription
- 1
Create subscription
Go to Subscriptions and click + New. Select the Customer, choose the Product or service, and set Billing Frequency (Monthly, Quarterly, Annually).
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Set dates and save
Enter the Amount per billing cycle, set Start Date and optionally End Date, and click Save.
What Happens Next
Ambivo creates invoices automatically on each billing date. If online payments are enabled, the customer is charged automatically.
Subscription Statuses
| Status | Meaning |
|---|---|
| Active | Subscription is running and billing on schedule |
| Paused | Billing is temporarily stopped |
| Cancelled | Subscription has been ended |
| Past Due | A billing cycle was missed or payment failed |
Pause or Cancel a Subscription
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Pause or cancel
Open the subscription, click Pause or Cancel, and confirm. If pausing, the subscription can be resumed later. If cancelling, no further invoices will be generated.
View Payments on a Customer Record
- 1
Open customer record
Open a customer's detail page (from Contacts or Accounts) and find the Payments or Financial section.
- 2
Review history
See all payments linked to this customer, including amounts and dates.
Common Questions
Can I issue a refund?
Yes. Open the payment record, click Refund, enter the refund amount (full or partial), and confirm. The refund is recorded and the related invoice status updates accordingly.
What happens if an automatic payment fails?
The subscription status changes to Past Due and you will be notified. You can retry the payment or reach out to the customer to resolve the issue.
Can I set up different billing amounts for different cycles?
Each subscription has a fixed amount per cycle. If you need to change the amount, edit the subscription or create a new one with the updated pricing.
How do I see all overdue payments?
Use the filter on the Payments or Invoices list to show records with an overdue status.
Tips and Best Practices
- Link every payment to its corresponding invoice for clean financial records
- Use subscriptions for any recurring revenue to automate billing and reduce manual work
- Enable online payments (Stripe) so customers can pay instantly from the invoice email
- Monitor Past Due subscriptions weekly and follow up promptly
- Record manual payments on the same day they are received to keep your records accurate