How to Set Up Billing and Payment

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

When you reopen an existing order with Edit Quote or Edit Order, this step has a Payment details card: enter the Payment Method (for example, Check, Cash, or External Credit Card) and any Payment Notes with additional details or instructions. On a new order you pick how the deposit was paid under Received as, described below.

MonuPay

Card payments through MonuDesk run on MonuPay, which you connect once in Settings → Integrations. It is offered to companies in the United States and Canada. Once MonuPay is connected, the family can pay from their Customer Portal, or from a link you send with Send Payment Link on the order, and the payment is recorded against the order for you. To charge the deposit to a card yourself while you create the order, pick Card (MonuPay) under Received as (see Payment Plan Setup below).

This is different from choosing External Card under Received as, or typing External Credit Card as the Payment Method. Those are just labels for a card payment you ran outside MonuDesk (on your own terminal or reader), and they're reference only. MonuPay actually processes the card through MonuDesk and logs the payment automatically. You record cash, checks and cards run on your own terminal by hand.

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% down means no payment collected now. The full amount becomes the balance due. Use it to save a quote, or to save a Confirmed Order for a customer who has said yes and pays later. For a wholesale contact (Monument Company, Cemetery or Funeral Home) this pill reads 0% down — This is a wholesale order.

• 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.

Alongside the split is Link a payment record with the order creation, on by default. Left on, the deposit is logged as a real payment the moment the order is saved, which is why an order with a non-zero split has to be saved as a confirmed order. Turn it off and the split is still saved as the order's payment terms, but no payment record is created — so you can save a 50/50 or 30/70 order as a quote, and the order shows its full balance due until money actually arrives.

At 0% down there is no deposit to record, so the Link a payment record with the order creation card is not shown. + Add payment note stays available on its own, for any note about how the family will pay.

Received as. With Link a payment record with the order creation on, pick how the deposit was paid: Cash, Check (a Check # field appears), Bank Transfer, External Card, External Debit Card or ACH, with an optional payment note. These record a deposit you already have in hand.

Card (MonuPay) sits in the same row on a new order when your company is in the United States or Canada, your MonuPay setup is finished, and you are allowed to record payments. Pick it to charge the deposit to a card instead of recording one you already took. The line under the switch then reads that the deposit "will be charged to a card right after the order is created", with the note "The card is keyed in and charged right after the order is created. No payment is recorded until the charge is approved." Any deposit size works, 100% upfront included.

Then save the order with Save as Confirmed Order on the Review step. The order is created as usual, and the card dialog opens right away for the deposit amount. It works exactly like Card (MonuPay) in Record Payment (How to Log a Payment). If the card is declined or you close the dialog, the order still exists with the deposit unpaid, and you can charge it later from the order with Log Payment. A draft saved with Card (MonuPay) keeps that choice when you reopen it.

If you save a draft with a custom split and reopen it later, MonuDesk 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.

Invoice payment note

The Invoice payment note field takes a short line that prints at the top of the invoice. Use it for the customer's PO number, for example PO# 48213. On a new order it sits in Payment Plan Setup, just above the Deposit (Now) and Balance (Auto) cards. When you reopen an order with Edit Quote or Edit Order, it sits on the Payment details card, under Payment Notes.

The note prints on the invoice only, as Payment note under the issue date. The quote, contract and receipt leave it off, and with the field left empty nothing extra prints. Once saved, the note also shows in the order's Notes & Files as Invoice payment note, where you can change it.

Be careful with your selection

If you're not sure the customer will pay right now, select 0% down, or keep the split you want and turn Link a payment record with the order creation off so nothing is logged. Either way you can 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, set the split you want on this step and turn Link a payment record with the order creation off. Save as Quote on the Review step stays available. The terms are saved on the quote, no payment record is created, and the order shows its full balance due. Generate the contract and it 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

Related articles:

• How the Pricing Panel Works

• How to Log a Payment

• How to Start a New Quote