Save a card on file

Overview#

A saved card lets you charge membership dues automatically and collect balances without chasing the customer. The customer always enters the card themselves on Stripe's secure page and agrees to clear consent text. TradesWork stores only the brand, last four digits, expiry and a Stripe token, never the card number.

Before you start#

• Stripe must be connected (Settings › Integrations › Payment Processing). Without it the card says "Card processing isn't connected, so cards can't be saved or charged."

• Seeing cards and sending requests needs payments.record (Owner, Admin, Accounting, Technicians on their jobs).

• Removing a card needs payments.refund (Owner, Admin, Accounting).

Steps#

Send a card-on-file request#

1. Open the customer and find Cards on file.

2. Choose How the customer will agree:

   • Customer, online (send them the link): the link lasts 30 days.

   • Office, by phone (open it while they're on the line): the link lasts 1 day.

3. Click Send card-on-file request. You'll see "Card-on-file link ready. Copy it below and send it to the customer, or open it while they're on the phone."

4. Copy the link from Card-on-file links and send it by text or email, or click Open while on the phone.

The request doesn't text the link for you; you send it.

What the customer does#

1. They open the link: "Card on file", "Hi {first name}".

2. They tick the consent box and tap Continue to secure card form.

3. They enter the card on Stripe's page and see "Card saved: …".

The consent reads: they authorize your company to save the card and charge it for future services, membership fees and balances they owe, as agreed at each charge, and they can ask to remove it at any time.

Other ways cards get saved#

• On the pay page, the customer ticks Save card for future service while paying.

• In the Field app, the technician uses Save another card with the customer on their device (link lasts 1 day).

See or remove a card#

1. In Cards on file, each card shows brand •••• last four, expiry (or "expired"), Default, and the consent source and time. Open Consent text to see exactly what they agreed to.

2. Click Remove and confirm "Remove {card}? It can't be charged again."

Settings that change this#

• Settings › Accounting › Billing & Collections: Charge membership dues to the card on file.

Tips#

• Ask for a card when someone joins a membership. Dues are then charged automatically.

• Use the phone option when the customer is on the line. The 1-day link can't be reused later.

Troubleshooting#

• "This link has expired…" → send a new request.

• "Saving a card isn't available right now." → card processing isn't connected.

• A card shows "expired" → it can't be charged → send a new request.

• "…was saved before card payments moved to {company}'s own Stripe account…" → the card was saved on the old shared account → ask the customer to save it again.

FAQ#

Can I type a card in for the customer? No. Card details are only entered on Stripe's page, by the customer or with them on the line.

Can I charge a saved card without asking? Only within what they agreed to. The office must tick The customer authorized this charge. for each manual charge.

Coming from ServiceTitan#

• Same: stored payment methods used for memberships and balances.

• Different: cards are saved through a consent link the customer completes. Each saved card keeps its consent record.

• Where it lived: ServiceTitan's customer Payment methods; Cards on file on the TradesWork customer page.