FieldCamp's auto-deduction feature automates payment collection for recurring jobs and invoices. Once configured, payments can be automatically deducted from a client's default payment card on your chosen schedule—eliminating manual collection and reducing payment delays.
This article covers how auto-deduction works, how to set it up, payment failure workflows, and best practices for automated billing.
How Auto-Deduction Works
The Payment Processing Flow
When auto-deduction is enabled for a recurring job, the system follows this cycle:
Payment Timing: Auto-deduction attempts occur on the same schedule as invoice generation. The default payment card on file is charged automatically—no manual action required.
Two Auto-Payment Options
When setting up invoicing for a recurring job, you have two choices:
Option 1: Automatically Deduct Payments (Recommended for Recurring Services)
What it does: Automatically charges the client's default payment card when an invoice is generated.
Best for:
Subscription-based services (monthly maintenance plans)
Predictable recurring services (weekly lawn care at fixed price)
Long-term contracts where clients expect automated billing
Reducing accounts receivable and payment collection efforts
How it works:
Invoice is generated on your configured schedule
System automatically attempts to charge the client's default payment card
Payment is processed through Stripe
Client receives payment confirmation and updated invoice
If payment fails, a failure workflow is triggered (see Payment Failures section below)
Option 2: Just Make the Invoice (Manual Payment Collection)
What it does: Generates and sends invoices to clients, but requires manual payment collection.
Best for:
Services where payment authorization must be requested first
Clients who prefer to control when payments are taken
Variable-price jobs where the final amount isn't confirmed until work is complete
Building trust with new clients before enabling automatic payments
How it works:
Invoice is generated on your configured schedule
Invoice is emailed to the client with a payment link
Client manually pays through the invoice payment link
You can follow up on unpaid invoices as needed
Determining Auto-Deduction Frequency
The frequency of auto-deduction charges depends on how you've configured invoicing for the recurring job. Auto-deduction happens every time an invoice is generated.
Visit-Based Billing (Charged Per Visit or by Grouped Schedule)
If your recurring job uses visit-based billing, the auto-deduction frequency matches your invoice grouping:
Invoice Template | Auto-Deduction Frequency | Example |
Per Visit | After each visit completes | Lawn care service completed Monday → charged Monday |
Weekly | Once per week on your chosen day | Every Monday for all visits completed that week |
Monthly | Once per month on your chosen day | 15th of each month for all visits completed that month |
Annual | Once per year on your chosen date | January 15th for all visits completed that year |
Custom Groups | Per your configured schedule for each group | Group 1: per visit; Group 2: monthly on the 1st |
Important: Only completed visits trigger invoicing and auto-deduction. Draft or scheduled visits are not included until marked complete.
Fixed-Price Billing (Consistent Charges)
If your recurring job uses fixed-price billing, the auto-deduction frequency matches your billing schedule:
Billing Schedule | Auto-Deduction Frequency | Example |
Weekly | Every week on your chosen day | Every Monday at the same fixed amount |
Monthly | Every month on your chosen day | 1st of each month at the same fixed amount |
Annual | Once per year on your chosen date | January 1st for the annual service fee |
Once When Job Closed | Single charge when job is marked complete | One-time payment when project finishes |
Example Scenarios:
Scenario 1: Visit-Based, Weekly Invoicing
Recurring lawn care job with visits Monday, Wednesday, Friday
Invoicing set to: Weekly (groups all week's visits, charged every Monday)
Auto-deduction: Charges every Monday for that week's completed visits
Charge frequency: 1x per week
Scenario 2: Fixed-Price, Monthly Invoicing
Monthly pest control contract at $250/month
Invoicing set to: Monthly on the 1st
Auto-deduction: Charges $250 on the 1st of each month
Charge frequency: 1x per month
Scenario 3: Custom Configuration
First service visit invoiced immediately (per visit)
Follow-up visits invoiced monthly
Auto-deduction: First visit charged immediately; subsequent visits charged on the 15th of each month
Charge frequency: 1x immediately + 1x per month
Setting Up Auto-Deduction
Step 1: Enable Invoicing on the Recurring Job
Open the recurring job details
Navigate to the Invoicing section
Click Configure Recurring Invoices
Step 2: Choose Your Invoicing Template
Select how you want to group and invoice visits (Per Visit, Weekly, Monthly, Annual, or Custom). This determines your charge frequency.
Step 3: Enable Auto-Deduction
In the invoicing configuration, locate the Payment Collection section
Select Automatically Payments (instead of "Just Make the Invoice")
Confirm that a default payment card is set for the client
Step 4: Verify Default Payment Card
Before enabling auto-deduction, ensure the client has a default payment card on file:
Open the client profile
Navigate to Payment Methods
Verify a card is marked as Default
If no default card exists, ask the client to add one or set an existing card as default
Step 5: Save Configuration
Click Save to apply the auto-deduction settings. Auto-deduction will begin with the next scheduled invoice.
Payment Failure Workflows
Even with auto-deduction enabled, payment failures can occur due to expired cards, insufficient funds, or other issues. FieldCamp's payment failure workflow ensures both you and your client are notified immediately.
What Happens When a Payment Fails
Notifications Sent on Payment Failure
Client Notification
When a payment fails, the client receives an email that includes:
Payment failure notice – Clear explanation that the payment was declined
Reason for failure – Card expired, insufficient funds, etc. (when available)
Action required – Instructions to update their payment method
Invoice details – Which invoice failed to process
How to update card – Direct link or instructions to add a new card to their profile or update payment details
Next steps – Information about retry attempts (if applicable) or manual payment options
Email example subject: "Your payment for Invoice #1234 could not be processed"
Your Notification
You receive an email notification containing:
Client name and ID
Invoice number and amount that failed to process
Failure reason – Declined card, expired card, insufficient funds, etc.
Timestamp of the failed payment attempt
Action needed – Reminder to follow up with client if needed
Quick link to view the invoice and payment history
Email example subject: "[FieldCamp] Payment Failed – Invoice #1234 for [Client Name]"
Manual Recovery Options
If auto-deduction fails and retry attempts are exhausted:
Update Client Card – Ask client to add a new card or update their default card
Manual Payment Recording – Accept payment via another method (check, ACH, cash) and manually record it on the invoice
Pause Auto-Deduction – Temporarily disable auto-deduction while payment issues are resolved
Payment Plan – Work with client on alternative payment arrangements
Common Scenarios
Scenario 1: Weekly Lawn Care with Per-Visit Auto-Deduction
Setup:
Recurring job: Weekly lawn care
Invoicing: Per visit
Auto-deduction: Enabled
What happens:
Monday: Service performed and marked complete → Invoice generated → Payment deducted immediately
Wednesday: Service performed and marked complete → Invoice generated → Payment deducted immediately
Friday: Service performed and marked complete → Invoice generated → Payment deducted immediately
Frequency: Up to 3 charges per week
Scenario 2: Monthly Pest Control with Fixed-Price Billing
Setup:
Recurring job: Monthly pest control
Billing: Fixed price $300/month
Invoicing: Monthly on the 1st
Auto-deduction: Enabled
What happens:
1st of each month: Invoice generated for $300 → Payment deducted automatically
Client is charged the same amount on the same date every month, predictably
Frequency: 1 charge per month
Scenario 3: Payment Failure Recovery
Setup:
Recurring job with auto-deduction enabled
Scheduled charge: $500 on the 15th
What happens:
Day 15: Payment attempt fails (card expired)
Client receives email: "Your payment was declined. Please update your card."
You receive email: "Payment failed for [Client Name]. Invoice #5678."
Day 18: System retries with the same card (if no update)
If still fails: Marked as "Payment Failed" requiring manual follow-up
Client updates card on day 19
You manually retry or wait for next scheduled charge with updated card
Switching Between Options
Changing from "Just Make Invoice" to "Auto-Deduct"
Open the recurring job
Click Configure Recurring Invoices
In the Payment Collection section, select Automatically Deduct Payments
Ensure the client has a default payment card on file
Click Save
Auto-deduction will apply to the next scheduled invoice
Changing from "Auto-Deduct" to "Just Make Invoice"
Open the recurring job
Click Configure Recurring Invoices
In the Payment Collection section, select Just Make the Invoice
Click Save
Future invoices will be generated but not automatically charged
Note: Changes apply to future invoices only. Previously auto-deducted payments are not affected.
FAQ
Q: How often will my clients be charged?
A: Charge frequency depends on your invoice schedule. Per-visit billing charges after each visit. Weekly/monthly/annual billing charges once per that period. Fixed-price billing charges on your configured schedule. Check your recurring job setup for your specific frequency.
Q: What if my client's card information changes?
A: Clients can add new cards and update their default card in their profile. If a card fails, direct them to update their payment information. Once a new default card is set, future payments will use that card.
Q: What happens if I disable auto-deduction mid-month?
A: Disabling auto-deduction only affects future invoices. Charges that have already been deducted remain, and the next scheduled invoice will be generated as a regular invoice without auto-deduction.
Q: Are payment failures retried automatically?
A: Yes, the system may automatically retry failed payments after a few days. Check your account settings or contact support for specific retry configurations.
Q: Can I set different auto-deduction schedules for different invoices?
A: Yes! Use the Custom Configuration option in visit-based billing to create multiple invoice groups, each with its own schedule and auto-deduction setup.
Q: Is my client charged if I disable auto-deduction?
A: No. Disabling auto-deduction applies only to future invoices. Existing charges cannot be reversed, but no new charges will be deducted.
Q: What if a client disputes a charge?
A: Refer to Stripe's dispute process. Document all payment communications and maintain records of the client's consent to recurring charges. Contact support for guidance on handling disputes.
Q: Can I set up auto-deduction before adding a payment card?
A: You can configure auto-deduction in your job settings, but it won't process until a default payment card is added to the client profile. Always verify the client has a valid card on file before the first auto-deduction date.
Q: Do I need to remind clients before auto-deduction?
A: While not required, it's a best practice to send a reminder 2-3 days before the first auto-deduction. Include the charge amount, date, and reassurance of secure payment processing.