📖 How-To Guide

Set Up Online Payments
Step-by-Step Guide

Let customers pay invoices by card or bank through your own Stripe account, or by PayPal or Venmo links with the amount filled in. Card and bank payments are Pro, with a 0.5% fee capped at $10 on top of Stripe’s own; PayPal and Venmo links are free.

What it costs and what the customer sees: Online payments covers the fee, Stripe, and payments that mark themselves paid.

💳 Set Up Online Payments (PayPal & Venmo Free, Card Payments Need Pro)

📱 Mobile App Guide

  1. Open Company Profile: The quickest way: Rent, Invoices & Receipts, then SETTINGS & PAYMENTS at the top right, which opens Company Profile at GETTING PAID; BACK returns to your invoices. Or tap SETTINGS at the top right of the home screen and open Company Profile. The account owner and managers can change it. Settings with the Company Profile row.
  2. Add PayPal and Venmo: Type your PAYPAL.ME USERNAME and your VENMO USERNAME and tap SAVE PROFILE. Invoices that are still owed now carry links that open PayPal or Venmo with the amount filled in. This works on every plan. Company Profile with the PAYPAL.ME USERNAME and VENMO USERNAME fields.
  3. Connect Stripe for card and bank: In the ONLINE PAYMENTS (CARD OR BANK) box, tick that you agree to the fee and tap SET UP ONLINE PAYMENTS. Stripe opens its own sign-up for your business; if it asks for more, the button reads FINISH STRIPE SETUP until it is done. When it is, the box says Ready and MANAGE PAYMENTS ACCOUNT opens your Stripe account. Only the account owner can connect Stripe, and it needs Pro. The ONLINE PAYMENTS (CARD OR BANK) box with SET UP ONLINE PAYMENTS, and SHOW ON INVOICES.
  4. Choose what invoices offer: SHOW ON INVOICES in Company Profile turns a way to pay off for every invoice; tap SAVE PROFILE after. On one invoice, WAYS TO PAY ON THIS INVOICE has its own switches: Pay online (Stripe), PayPal links and Venmo links. WAYS TO PAY ON THIS INVOICE on one invoice.
  5. Watch a payment come in: When a customer pays by card or bank, the invoice records the payment and your phone gets a notification. Open the invoice to see it under PAYMENTS. A bank payment is recorded when it clears, which takes a few days. An invoice with a payment under PAYMENTS.

Good to know

  • The money goes into your own Stripe account, and Stripe pays it out to your bank. Equipment Tracker never holds it.
  • Equipment Tracker’s fee is 0.5% of each card or bank payment, capped at $10, on top of Stripe’s own fee.
  • Stripe accounts here are for businesses in the United States, and invoices are in US dollars.
  • PayPal and Venmo payments go straight to you, but the app cannot see them arrive. Record them with + RECORD PAYMENT.

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Frequently Asked Questions

Everything you need to know about the Equipment Tracker Pro guides and features.

What kind of guides are available in the hub?

Step-by-step guides for the app's features — AI scanning, QR tagging, inventory, maintenance logs, invoices and getting paid, receipts, PM schedules, work orders, maintenance plans, tenant door tags and Teams — plus an overview guide for the web dashboard. Most of the older guides carry real app screenshots; the newer ones are short worded walk-throughs that name the real buttons.

Are these guides specific to mobile or web?

Each guide has a Mobile App / Web Dashboard toggle, but most of the detailed step-by-step content lives on the mobile app (iOS & Android) since that's where most features live today. The web dashboard has its own overview guide, and we're adding more web-specific guides as dashboard features expand.

Can I access these guides offline?

The guides website needs an internet connection. On the phone, core tracking works fully offline — your equipment records, parts and maintenance logs are readable and editable in zero-signal zones — while AI scanning, AI diagnostics, cloud sync and hosted QR pages need a connection.

Who are these CMMS guides written for?

They are written for field HVAC technicians, property maintenance crews, and facility managers looking to digitize their workflows.

Do the guides include instructions for team management?

Yes — the Teams guide covers inviting your crew with a code and choosing each person's role, and there are guides for cloud sync & sharing (including transferring a building to another owner) and for the vendor check-in system, which turns a building into a QR-code entry point for contractors.