FieldCampAuto-Pay & Recurring Payments | FieldCamp
Set up auto-pay in FieldCamp to charge a client's card automatically when invoices are generated. Perfect for recurring jobs, subscriptions, and maintenance.
Auto-pay charges a client's default card automatically every time an invoice is generated for a recurring job. No manual collection, no payment reminders, no delays. You set it up once and FieldCamp handles billing on your schedule.
AI-powered auto-pay: Open the Command Centre and type "Set up auto-pay for ABC Plumbing" or "Which clients have auto-pay enabled?" See AI Skills for more examples.
How Auto-Pay Works
When auto-pay is enabled on a recurring job, FieldCamp follows this cycle every billing period:
- An invoice is generated on your configured schedule.
- FieldCamp automatically charges the client's default payment card.
- The payment is processed through Stripe.
- The client receives a payment confirmation and the invoice is marked as Paid.
- If the payment fails, both you and the client are notified immediately.
Two Payment Options for Recurring Jobs
When you configure invoicing on a recurring job, you choose one of two options:
Option 1 -- Automatically Charge (Auto-Pay)
The client's default card is charged the moment an invoice is generated. No action needed from you or the client.
Best for:
- Subscription services (monthly maintenance plans)
- Predictable recurring work (weekly lawn care at a fixed price)
- Long-term contracts where clients expect automated billing
- Reducing accounts receivable and collection effort
Option 2 -- Just Send the Invoice (Manual Collection)
FieldCamp generates and emails the invoice, but the client pays manually through the Pay Now link.
Best for:
- Variable-price jobs where the final amount changes
- Clients who prefer to control when payments are taken
- New clients where you want to build trust before enabling auto-pay
How Often Are Clients Charged?
The charge frequency depends on how you configure invoicing for the recurring job. Auto-pay runs every time an invoice is generated.
Visit-Based Billing
| Invoice schedule | When the client is charged | Example |
|---|---|---|
| Per visit | After each visit is marked complete | Lawn care completed Monday -- charged Monday |
| Weekly | Once per week on your chosen day | Every Monday for all visits that week |
| Monthly | Once per month on your chosen day | 15th of each month for all visits that month |
| Annual | Once per year on your chosen date | January 15th for all visits that year |
| Custom groups | Per your configured schedule for each group | Group 1: per visit; Group 2: monthly on the 1st |
Only completed visits trigger invoicing and auto-pay. Draft or scheduled visits are not charged until marked complete.
Fixed-Price Billing
| Billing schedule | When the client is charged | 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 amount |
| Annual | Once per year on your chosen date | January 1st for the annual service fee |
| Once when job closed | Single charge when the job is marked complete | One-time payment when the project finishes |
Real-World Examples
Weekly lawn care, per-visit billing: Three visits per week (Monday, Wednesday, Friday). Each visit generates an invoice and charges the card immediately. Result: up to 3 charges per week.
Monthly pest control, fixed price: $300 per month, invoiced on the 1st. FieldCamp generates the invoice and charges $300 on the 1st of each month. Result: 1 predictable charge per month.
Custom configuration: First service visit invoiced immediately (per visit). Follow-up visits invoiced monthly on the 15th. Result: 1 immediate charge plus 1 monthly charge.
Setting Up Auto-Pay
Step 1 -- Open the Recurring Job
Navigate to the recurring job you want to configure.
Step 2 -- Configure Invoicing
Go to the Invoicing section and click Configure Recurring Invoices. Select how you want to group and invoice visits (per visit, weekly, monthly, annual, or custom).
Step 3 -- Enable Auto-Pay
In the Payment Collection section, select Automatically Deduct Payments instead of "Just Make the Invoice."
Step 4 -- Verify the Client's Default Card
Before auto-pay can process, the client needs a default payment card on file:
- Open the client profile.
- Go to Payment Methods.
- Confirm a card is marked as Default.
- If no default card exists, add one or ask the client to add theirs.
See Client Payment Methods for the full guide.
Step 5 -- Save
Click Save. Auto-pay begins with the next scheduled invoice.
When a Payment Fails
Even with auto-pay enabled, payments can fail due to expired cards, insufficient funds, or bank declines.
What Happens
- The payment attempt fails.
- Both you and the client receive email notifications immediately.
- The system retries the charge after a few days.
- If the retry fails, the invoice is marked as Payment Failed and requires manual follow-up.
What the Client Receives
The client gets an email with:
- A clear notice that the payment was declined
- The reason (expired card, insufficient funds, etc.) when available
- Instructions to update their payment method
- The invoice number and amount
What You Receive
You get an email with:
- Client name and invoice number
- The amount that failed to process
- The failure reason
- A link to view the invoice and payment history
Recovery Options
If auto-pay fails and retries are exhausted:
| Option | What to do |
|---|---|
| Update the card | Ask the client to add a new card or update their default card |
| Record a manual payment | Accept payment by cash, check, or bank transfer and record it on the invoice |
| Pause auto-pay | Temporarily disable auto-pay while payment issues are resolved |
| Arrange a payment plan | Work with the client on alternative arrangements |
Switching Between Auto-Pay and Manual Invoicing
Turn On Auto-Pay
- Open the recurring job.
- Click Configure Recurring Invoices.
- Select Automatically Deduct Payments.
- Confirm the client has a default card on file.
- Click Save. Auto-pay applies to the next scheduled invoice.
Turn Off Auto-Pay
- Open the recurring job.
- Click Configure Recurring Invoices.
- Select Just Make the Invoice.
- Click Save. Future invoices are generated but not automatically charged.
Changes apply to future invoices only. Previously processed payments are not affected.
Frequently Asked Questions
How often will my clients be charged? It depends on your invoice schedule. Per-visit billing charges after each completed visit. Weekly, monthly, or annual billing charges once per that period. Check your recurring job setup for specifics.
What if the client's card changes? Clients can add new cards and update their default in their profile. Once a new default card is set, future auto-pay charges use that card.
What happens if I disable auto-pay mid-month? Only future invoices are affected. Charges that have already been processed remain, and the next invoice is generated as a regular invoice without auto-pay.
Are failed payments retried automatically? Yes. The system retries failed payments after a few days. Contact support for details on retry timing.
Can I set up auto-pay before the client has a card on file? You can configure the setting, but auto-pay will not process until a default card is added to the client profile.
What if a client disputes a charge? Refer to Stripe's dispute process in your Stripe Dashboard. Document all payment communications and maintain records of the client's consent to recurring charges.
Related Articles
- Payments Overview -- how payments work in FieldCamp
- Connect Stripe -- set up online card payments
- Client Payment Methods -- store and manage cards on client profiles
- Deposits & Partial Payments -- collect upfront payments on estimates
- Scheduling Recurring Jobs -- set up repeating work
- Creating Invoices -- build and send invoices
- Command Centre -- manage auto-pay with plain language
Client Payment Methods | FieldCamp
Store and manage credit cards on client profiles in FieldCamp. Add cards, set a default, remove old ones, and keep payment methods ready for auto-pay.
Products & Services Overview | FieldCamp
Understand how products and services work in FieldCamp. Build your price book, add line items to jobs, estimates, and invoices, and enable online booking.