How to Manually Bill a Customer Using a Saved Credit Card in Luminous

If a customer is present and you'd like to charge their saved card on file, Luminous makes it easy to process payments manually. Follow these steps:

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Step 1: Create an Invoice

1. Navigate to the Sales section in Luminous.
2. Create an invoice for the customer if one doesn’t already exist.
   • Ensure the invoice includes all relevant items and details.

Step 2: Access Payment Options

1. Locate the invoice in the Invoices list.
2. Click the three-dot menu (...) next to the invoice.
3. Select Add/View Payment from the dropdown menu.

Step 3: Select the Payment Method

1. In the payment window, choose the Payment Type as Client Payment Profile.
2. The customer’s saved credit card(s) will appear.
   • If the customer has multiple cards, the default payment method will be highlighted.
   • You can select a different card if needed.

Step 4: Charge the Card

1. Confirm the card details are correct.
2. Click Add Payment to process the transaction.
3. Luminous will charge the selected card, and the payment will be recorded against the invoice.

Additional Notes

• Default Payment Method: Luminous automatically displays the default card for the customer. If multiple payment profiles exist, you can choose an alternative.
• Payment Confirmation: Once the payment is processed, the invoice status will update to reflect the completed transaction.
• Record Keeping: All payments are logged in the system, ensuring transparency and easy tracking for future reference.

Key Takeaways

• You need an invoice first. Payments in Luminous are always billed against an invoice.
• From the invoice's three-dot menu, choose Add/View Payment, then set the payment type to Client Payment Profile.
• The customer's default card is shown first, along with any other saved payment methods.
• Clicking Add Payment charges the card and records the payment on the invoice.

Why Keep Cards on File?

Chasing payments slows down cash flow. When a wholesale customer has a card saved in Luminous, you can bill them the moment an order is confirmed, instead of sending an invoice and waiting days or weeks for payment to arrive.

It's also easier for the customer: they don't have to read out card details on every order, and the payment is tied directly to the invoice in Luminous. That keeps your accounts receivable cleaner, cuts down on follow-up emails, and gives your team one place to see what's been paid and what's still open.

When to Charge a Saved Card

• Repeat wholesale orders from customers who've asked you to keep their card on file.
• Phone or email orders, where the buyer confirms the order and you bill them right away.
• Trade show follow-ups, when a card was saved at the booth and the order is invoiced later.
• Balances on partial payments, when the rest of an invoice is due after shipment.

Example: Billing a Repeat Wholesale Order

A boutique that stocks your products emails on Monday to reorder their usual mix. They asked you to keep their card on file after their first order. Here's how that order gets billed in Luminous:

1. Your sales rep creates the invoice for the reorder, using an invoice template if the boutique orders the same products every time.
2. From the invoice's three-dot menu, the rep opens Add/View Payment and selects Client Payment Profile.
3. The boutique's default card appears. The rep confirms it's the right one and clicks Add Payment.
4. The payment is recorded on the invoice, and the rep sends the paid invoice to the boutique for their records.

The whole process takes a couple of minutes, the order can move to fulfillment right away, and nobody has to follow up about payment.

Before You Charge: Checklist

• Your payment processor is connected to Luminous.
• The customer has a saved payment profile, and you have their permission to charge it.
• The invoice is accurate: items, quantities, pricing, shipping and tax.
• You've confirmed which card to use if the customer has more than one saved.

Tips for Smooth Card Payments

• Keep default cards current. Ask customers to update their default card when it expires, so charges don't fail.
• Charge once. Check the invoice's payment history before adding a payment, so a customer isn't billed twice.
• Send the invoice after charging. A paid invoice gives the customer a clear record of what they were charged for.
• Limit who can take payments. Use roles and permissions so only the right team members can charge cards.

Common Questions

Can I charge a card without an invoice? No. Create the invoice first, then add the payment from the invoice's three-dot menu.

What if the customer has more than one card on file? Their default payment method is shown, along with their other saved methods, so you can choose the right one.

How do customers get a card on file? You can add a payment profile when you create or edit the company, for example while writing an invoice at a trade show. See How to Create and Process a Trade Show Invoice in Luminous. Customers using your B2B portal can also pay there; see How to Set Up and Enable Payments in the Luminous B2B Portal.

By following these steps, you can quickly and efficiently bill a customer using their saved card on file, making the process seamless for both parties.