1.Check what is still owed
Open Payments & tax on the order. Balance uses successful payments minus successful refunds, respecting whether the order price includes tax. The configured deposit is a payment target, not proof that money arrived; check its Paid or Unpaid label and payment history. Voided records are excluded. Pending payments and refunds are not confirmed money. Stripe payments are recorded after the provider confirms success; delayed methods can remain processing. Ask the owner to reconcile any mismatch before requesting more money.
2.Request payment through the customer link
Share the order's payment link. Stripe Checkout handles eligible payment methods. An external PayPal, Venmo, or Cash App instruction is a separate route, not a Stripe checkout payment.
3.Record money received elsewhere
Use Apply outside payment from the order actions, or the payment-received action on the order when available. Choose the method, including Cash, and whether it applies to the deposit, final balance, or another available payment type.
4.Review the amount and tax
Selecting Final balance fills the applicable balance amount. Review it before saving. For tax-enabled orders, Calculate using billing address obtains a current tax total; Enter amounts already collected records the actual subtotal and tax you received.
5.Save a useful record
Check Total including tax, payment-received date, reference, and private note. Record only money that actually arrived. A customer's report that they sent an outside payment stays pending until an authorized merchant verifies it.
6.Correct mistakes carefully
For eligible received outside payments, use the payment's edit action if your permissions and the payment method allow it. Enter a correction reason and review the history. Stripe-calculated amounts and receipt dates are locked. Correcting a record does not send money or refund the customer.
7.Void a receipt that never happened
Only the owner can use Void record on an eligible received outside-payment entry recorded in error when no money actually arrived. Enter a reason and confirm. The original receipt and audit history remain, but the entry is excluded from collected totals. Voiding does not return money or reopen an order. Stripe payments and Stripe-calculated-tax outside records cannot be voided this way; do not enter zero in Edit payment instead.
8.Refund Stripe payments as the owner
In the order's Payments & tax section, choose Refund Stripe payments. Review the full remaining refundable Stripe total, enter a reason, and confirm the displayed amount. This closes payment requests and cancels the order before submitting refunds. It does not offer an in-app partial-refund amount field. Remaining refundable outside payments block this full-refund action; return outside money through its original method and retain evidence separately. Employees, including admins, cannot issue Stripe refunds.
9.Confirm refund results
Submission is not success. Pending refunds await Stripe confirmation; failed or unconfirmed refunds require review in the connected Stripe Dashboard before retrying because some refunds may already have been submitted. Only confirmed full refunds result in Refunded status. Dashboard partial/full refunds are also reconciled through Stripe notifications. Review payment and tax history before requesting anything else; a cancelled or refunded order cannot start another checkout.
10.Review payment warnings and disputes
Use Search payments and Needs attention to review loaded records by customer, order, reference, method or amount. Search does not change collected totals; use tax reports for complete reporting-period totals. Owners can review Stripe disputes and their evidence deadlines in ProofPay and should respond in the connected Stripe Dashboard. An owner email alert depends on working email delivery, so also monitor Stripe. A dispute is not a refund or tax reversal and does not automatically collect the money again.
Payments
Collect payments and record cash or outside payments
Keep deposits, final balances, payment methods, and tax amounts clear.