How to Set Up Billing and Payment

Set the payment method, MonuDesk Payments toggle, and deposit split before finalizing your order.

Written By Dennis Rodin

Last updated 5 days ago

After configuring your monument or service order, you land on Billing & Payment. This is where you record the payment method and set how much the customer is paying now.

Payment Method

Enter the Payment Method (for example, Check, Cash, or External Credit Card) and any Payment Notes with additional details or instructions.

Note: These external Payment Method and Payment Notes fields are for your own reference. They record how a payment was handled outside MonuDesk and are shown in the order overview under notes. On their own they don't trigger a charge or move money. (The separate MonuPay toggle below is the part that actually processes a card.)

MonuPay

If your shop has connected MonuPay (in-app card processing) in Settings → Integrations, you'll also see a MonuPay toggle on this step. Turning it on lets the customer pay by card directly from their Customer Portal, and that card payment is recorded against the order for you.

This is different from choosing External Credit Card as the Payment Method above. External Credit Card is just a label for a card payment you ran outside MonuDesk (on your own terminal or reader), and it's reference only. The MonuPay toggle actually processes the card through MonuDesk and logs the payment automatically. If your shop hasn't connected MonuPay yet, this toggle won't be available and you can keep recording payments manually.

Payment Plan Setup

The total from your Pricing panel is shown on the right. Below it, you choose how much the customer is paying right now:

  • 0% means no payment collected now. The full amount becomes the balance due. Use this when the customer needs to come back with payment or you just want to save the quote first.

  • 50/50 means half is collected now as a deposit, the other half becomes the balance due.

  • 30/70 means 30% collected now, 70% becomes the balance.

  • 100% upfront means the full amount is collected now.

  • Custom... lets you set any deposit percentage you want.

You can also split the sale into three scheduled payments (for example, a 34 / 33 / 33 split) instead of a single deposit and balance, so the customer pays in thirds over time.

Whatever you select, the green Deposit (Now) card shows what's collected immediately and the orange Balance (Auto) card shows what's due before delivery.

If you save a draft with a custom split and reopen it later, MonuDesk now re-selects the Custom pill and shows your exact percentages again (for example, "60% / 40%"), so your terms aren't lost between sessions.

MonuDesk remembers your last-used split and pre-fills it the next time anyone on your team starts a quote, so your usual terms are already selected. This default is company-wide, not per person, and you can change it on any order before saving.

Be careful with your selection

Warning: Once you click Save as Confirmed Order in the Review step, the deposit selection cannot be undone. The system logs the deposit as a payment, generates a receipt, and if you have QuickBooks connected, it pushes the payment there too.

If you're not sure the customer will pay right now, select 0%. You can always log the payment manually later from the order overview after the order is created. This is the safest option when there's any doubt.

Showing your payment terms on a quote's contract

If you want to mail or print a contract that shows your payment terms (50/50, 30/70, 100% upfront, or a custom split) while the order is still a quote, and without logging any payment, do it in two steps. Save the order as a quote with 0% first. Then open the quote, click Edit Order, and change the split to the terms you want in this step. Editing a quote does not log a payment and the order stays a quote. Regenerate the contract and it now shows your deposit and balance terms. When the money actually arrives, log the payment from the order as usual.

When you're done, click Next to continue to How to Review and Finalize Your Order

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