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Contractor Foreman is excited to partner with WePay for online payment processing.  Before getting started, please read through the full page below.  Save it if needed.  If your question isn’t covered in the items listed below, let us know and we will be glad to help.

 

Getting Started

The first thing you need to do is complete the WePay application.  To do this, log into your Contractor Foreman account and click on Menu > Settings > Integration > WePay > Activate.  At that point you will see the rates and fees and be asked to provide basic business details.

Be sure to complete all fields in the application to speed up the WePay review process.  If you do not have a website, add the URL of your Facebook Page, Yelp, Houzz, LinkedIn or some other online profile associated with your company.

Once submitted, you’ll receive an email from WePay requesting some final details.  If you do not receive the email, check your junk folder and use the Resend Email option (where the Activate button was previously).  If you still do not receive an email, this means that you already have an account with WePay and can login at wepay.com

 

FAQ’s (General Questions)

Which countries do you serve?
WePay with Contractor Foreman is currently available in the US (Credit Cards & ACH) and Canada (Credit Cards) only.  We will expand to other countries in the near future.

Which payment methods are allowed?
Your customers will be able to pay using any major credit cards as well as their bank account using an ACH transfer.

Can I use a mobile card reader?
At the moment, mobile card readers are not available but they will be soon.  If you are able to process at least 25 mobile payments per month from a single device and want early access, please contact support.

I use QuickBooks, will the payment transfer?
Yes.  Payments made through the WePay integration will be recorded within Contractor Foreman and they will then be transferred to QuickBooks and the invoice balance will be updated.

 

FAQ’s (Account Creation & Verification)

What are the rates & fees?
You can find the current rates and fees by logging into your Contractor Foreman account and going to the Menu > Settings > Integration > WePay Setting Details.

What is the review process?
During the application process you’ll be required to submit personal and business details to ensure that you are eligible to receive online payments on behalf of your company.  The review process can take 1-3 days.  In the event that more information is needed, an email will be sent from WePay requesting more details.

I did not receive an email after signup.
If you already have a WePay account with the same email address, the normal notification email from WePay will not be sent.  Instead, go to wepay.com and log into your account (or use forgot password). You’ll then see a prompt to complete the account details.

Do I need to enter a website?
If you do not have a website, add the URL of your Facebook, Yelp, Houzz, LinkedIn or some other online profile associated with your company.

How do I verify my bank account (if asked)?
WePay will make micro-deposits (just a few cents each) to your account.  You will be sent an email asking to confirm the amount of each deposit.  If you do not have an email, please provide support with the two amounts and we can get the details to WePay.

 

 

FAQ’s (After Account Verification)

How can I track my payments and disputes?
All details about your account, received payments, disputed payments, and other details are available by logging into your account at http://wepay.com

Are there any online payment limits or deposits?
There is not a limit on the payments you can receive but there is a limit on weekly deposits.  Your new WePay account will come with a $10,000 weekly deposit limit.  Payments that are received over that limit will be processed the following week.  If you are already using WePay and you are already receiving more than $10,000/week and need to inquire about increasing your limit, contact support.

Can the rates be reduced if we process a lot of volume?
If you process more than $50,000/week in online payments, contact support so that we can talk to WePay about your options.

How long does it take to get my money?
As with any new relationship, trust needs to be built.  The first few payments you receive will all be manually reviewed to make sure there isn’t any fraudulent activity taking place.  After that, most payments will be automatically approved and deposited within 1-3 days.  The payout timeframe is also based on the Deposits timeframe that you selected (daily, weekly, monthly).  You can review and configure that in the Settings portion of your WePay account.

Can support authorize my payment?
Although we can help you get answers to your questions, we are unable to approve your profile or verify payments.

Can my client make partial payments?
Yes, your client can make partial payments.  This is helpful for larger transactions that may not fit on one credit card.

Will I be notified of an online payment?
Yes, after a payment has been made, you will receive a notification.  It will take 1-3 days to verify and depending on your selected Payout period (in WePay settings), you’ll then see the deposit to your account.

Will my client be sent a receipt?
Yes, once your client has posted a payment, a copy of the Invoice with the payment history will be sent to your client.  This is the same PDF that you can send from your Contractor Foreman account.

How do I change my bank account?
You can do this by logging into wepay.com and clicking on Settings > Bank Account.

How do I change how often my deposits are made?
You can do this by logging into wepay.com and clicking on Settings > Transfer Period.

 

 

1) How to Accept Online Payments

At this point you should have completed the application and been Approved by WePay.  Now, we will show you how to start accepting online payments.  You have a couple different options for accepting online payments.  

Project Level Approval
Within the Project Details, you have the ability to allow online payments for any invoice associated with the project.

Invoice Level Approval
Within ‘Invoice > Settings’, you have three options for accepting online payments:
Yes (All Invoices) = Online payments will be enabled for all invoices.
Yes (Ask me per Invoice) = A checkbox will be shown allowing you to toggle online payments on/off per invoice.
No = Paying online isn’t available (useful if the feature needs to be temporarily disabled).

 

2) Configuring the Invoice Template

Once integrated with WePay, you’ll have a new element (enabled by default) within your template.  Enabling this element will show a Pay Online option.  Here, you can show Pay Online as a text string only or also include the accepted cards logo.  (Due to requirements, the card logo cannot be revised.)  When your customer clicks on the text or logo, they will then be taken to an online version of the invoice.  NOTE: If you are using a custom theme, you will not see this new element.  You will need to create a new new custom invoice template using the stock template.

 

3) How to Send an Invoice for Payment

At this point you are Approved with WePay and your account is Activated.  You’ve also enabled Online Payments on your Invoices and you’ve made sure the Pay Online element is enabled on your Invoice template.  Now it’s time to send an invoice and request payment.  The great thing about the integration is that you do not have to change what you have been doing.  You can continue to send the PDF and your customer can use the Pay Online text within the PDF.  You can also view the Invoice and click the Share icon to generate a link that can be shared with your client through email or elsewhere.  This is also a great way for you to get a good feel of exactly what it is your client will see.

 

4) Posting a Payment

You’ve now sent your customer a PDF of the Invoice or you’ve copied the Share Link and sent it to them.  Your client is not ready to pay their invoice.  Clients using the Client Portal will have the ability to pay their invoices online.  Once the link has been clicked, your client will see an online version of the Invoice.  From there, they can click on “Pay with Bank Account” to transfer money using the ACH option or clicking the button again allows them to pay by credit card.  They can also submit partial payments.  Once a payment has been posted, the page will refresh and show the recorded payment within the Payment History and the payment form will be updated to show the current balance.

 

5) Payment Verification

At this point, you can log into your WePay.com account to view your payment details.  You can view your received payments, deposits, and more.  To change the bank account where you receive deposits or to change how often your funds are deposited, click on Settings.

 

Is there something we failed to cover?  If so, let us know by emailing support@contractorforeman.com

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First you need to setup your Tax Rates, to do that you need to go to:

  • Menu > Company Settings > Financial Tab > Add Tax Rate.

 

After you are done with that, go to:

  • Menu > Invoices > Details Tab > Edit > Item Line you wish to Tax > Click Item Line edit > Check mark the box (Collect Tax) > Save & Close.

 

NOTE: To add Tax to the Invoice the status must be as Open.

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Purpose:

To Create a Payment (Invoice).

Background:

In Contractor Foreman you can post payment to later be imported into QB as an Excel import. There must be an Invoice already created in Contractor Foreman in order to use Payments.

Points to Remember:

Required fields are marked with an Asterisk (*.)

To save your work, click the blue “Submit” button.

To edit the record, click the green pencil icon in the upper right corner.

Deleting Items can only be done by a person with Admin Rights or if you are given access to do so.

If a Payment needs to be Deleted, you can do so by clicking on the “Action” button at the bottom of the page on the right.

Steps to Create a New Payment (Invoice):

  1. Navigate to Main Menu.
  2. Click on Payment (Invoice).
  3. Click on blue button “Create a New Payment” on the left.
  4. Enter the following information:
  • Payment Date: (Mandatory)
  • Invoice #: (Mandatory)
  • Amount/Payment Type: (Mandatory)
  • Payment Notes:
  • Approval Status: (Mandatory)

 

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Purpose:

To Create an Invoice.

Background:

Contractor Foreman allows you to create and send invoices directly from the app.  You can generate one-off invoices, import from your Schedule of Values, or create AIA style G-702 and G-703 application for payment invoices.

Points to Remember:

Required fields are marked with an Asterisk (*.)

Invoices will also show up on your Dashboard (Home Screen)

To save your work, click the blue “Submit” button.

To edit the record, click the green pencil icon in the upper right corner.

Deleting Items can only be done by a person with Admin Rights or if you are given access to do so.

If an Invoice needs to be Deleted, you can do so by clicking on the “Action” button at the bottom of the page on the right.

Steps to Create a New Invoice:

  1. Navigate to Main Menu.
  2. Click on Invoices.
  3. Click on blue button “Create a New Invoice” on the left.
  4. Enter the following information:

Details Tab:

  • Project:
  • Customer: (Mandatory)
  • Authorized: Select Contact from drop-down.
  • Invoice Date / Status: (Mandatory)
  • Inv # / App #:
  • Billed To / Retainage:
  • Add Items to Invoice: Select options from drop-down.
  • Terms / Due Date: Select from Drop-down.
  • Period Start/End:
  • Description:
  • Tax / Amount: Select from Drop-down.
  • Invoice Notes:

 Terms Tab:

  • Invoice (Terms and Conditions): Select option – Default – Custom – Both.
  • Default: Full-payment is due within 30 days of receiving this invoice unless other terms have been agreed upon.

Payments:

  • Payment History: Gives you a preview of your payment history.

Files:

  • Add an Attachment: Upload all Photos & Files in link to this Project. (On the phone or Tab this would be a Camera button so just click away & it will upload here automatically)

 

 

 

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Payments

In Contractor Foreman you can post payment to later be imported into QB as an Excel import. There must be an Invoice already created in Contractor Foreman in order to use Payments. To post a new payment go to main menu and click on “Payments.” then click on either the small “New” button in main menu or click “Create New Payment” button in middle pane.

Required Fields are marked with an Asterisk (*.)

Payment Date: Enter the date the payment was received.

Invoice: Select the appropriate invoice from the drop down.

Amount: Enter the amount Received.

Customer: This will auto populate based on project and invoice above.

Payment Type: Enter how the invoice was paid by selecting from the drop down.

Payment Note: Enter any note re this payment.

Posted By: This will Auto Populate based on users login.

Click “Submit” when Complete.

To Edit click on the green pencil icon in the upper right hand corner.

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Adding a New Invoice

Contractor Foreman allows you to create and send invoices directly from the App. Required fields are marked with an Asterisk (*,)

To create a new Invoice, go to Main Menu and click on Invoices.

Fill out the customer field from the drop down as well as date and time (Time Field is optional.)

Give the invoice a brief description in the ‘Description” note field.

Required Fields are marked with an Asterisk (*.)

To save a new invoice click the save or submit buttons.

In the right side of screen, the “Invoice #) field will auto populate when invoice is saved.

Next is the “Project” field. Select the correct project from the drop-down menu.

You have two note fields.

Payment Note: This will place a note on the Invoice itself.

Note: This note will stay internal.

Notes is a text field to type in any other pertinent notes regarding the invoice.

To add line items to invoice, click the “Add Items” button. In the pop up screen “Add Invoice Items fill out the following fields.

Item: Name of the Item. Examples, Deck Materials, Exterior cladding, Asphalt, etc. You can lump sum items to provide detailed line item invoices.

Quantity: What is the quantity you are billing for. If it is a lump sum item then it would be one (1) or if its 8 Windows the quantity is 8 and “Item” above would be Windows.

Price: This is the cost based on “Quantity.” As an example, if you have 8 Windows and they are $325.00 each the $325.00 would go in the “Price” field. Or if you were billing for a progress payment of $2,500.00 the “Quantity” would be one (1) and “Price” would be $2,500.00.

Cost Codes: If you are using the job costing portion of Contractor Foreman select the Correct Job Cost Code for this item.

Contractor Foreman will total the item at the bottom of form.

On the main screen, you can assign taxes and discounts.

Click “Submit” to save the record.

Repeat steps to add additional items. 

Once you are back to main invoice screen you can then set the following fields:

Due Date: Set the date the invoice is due.

Authorized By: This is typically the customer.

Prepared By: This will default to whoever is logged in at the time and creating the invoice.

Approval Type & Status: Here you can choose Approval Type meaning, Approved, On Hold, Paid, Charge etc. You can then use these settings in reports to run invoice status reports.

Status is Approved or Archived. Once an Invoice is paid it can help to set it to Archived. This keeps list shorter and screens more organized. You can still access the Invoice regardless of Status.

To the right of these fields are:

Tax Rate: Here you can designate which taxes apply to the invoice. Tax Rates are set up in “Settings.”

Discount: This field allows you to offer a discount on the invoice. It will automatically calculate for the total. Discounts are calculated on pretax totals.

Payment Type: If you know how invoice will be paid you can enter that here by selecting the drop down.

Payment Note: This is a field for internal notes, these do not show up on the invoice and remain in Contractor Foreman.

Once completed you can view and save the invoice or email it directly from the screen using the “Email PDF” button.

To save the invoice click “Submit” or to edit it after saving click the green pencil icon in upper right.

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