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Payments

Sections and sub-sections under “payments”

1. Stripe

a. How to update your payment deposit account in stripe

b. Verifying your payment accounts

c. How to use stripe’s link feature for ReportWriter AI’s payments

d. How to customize what your client sees on their bank statements

e. How to find details on charges and withdrawals

f. Stripe capital FAQs

g. Stripe capital

h. How to contact stripe 

i. Will ReportWriter AI send a 1099-K tax form?

j. Stripe data deletion process

2. Invoices

a. How to add information to your invoices

b. How to edit the fees on a scheduled inspection

c. How to download and print a pdf of your invoice

3. Payment options in ReportWriter AI

a. How to take credit payments in ReportWriter AI

b. Apple pay and google pay with ReportWriter AI

c. Collect payment after publish

d. Payment options available on ReportWriter AI

e. How to accept bank transfer, ACH payments in ReportWriter

f. Paying with ACH bank transfer in ReportWriter AI 

g. Passing credit card fees to your clients

h. Buy now, pay later options for your clients

i. How to set up and use deferred payments

j. How to manually mark and inspection as “paid”

k. Passing on credit card fees FAQs

4. Payment Instructions

a. How to take payment over the phone

b. How to take a split payment (Without ReportWriter AI payments)

c. How to have an agent or 3rd party pay for an inspection

5. Refunds and Disputes

a. How to issue a partial refund for credit card payments

b. How to process a refund for credit card payments 

c. How to issue a refund for bank transfers

d. How to handle a dispute

e. Missing refund button on inspection

f. Fees for refunds, lost disputes, and failed ACH payments

6. Payouts

a. How to view incoming payouts

b. Missing or paused payouts

c. How to download payout information

Stripe: How to update your payment deposit account in stripe

To make sure you get your payments from clients on time, it’s important that your Stripe account has your latest bank or debit card information. 

If you’ve recently opened a new bank account or received a new debit card, updating your payment account is quick and easy.

Follow these steps to update your payment details and ensure your payouts go to the right place.

Updating Your Payment Account

  1. Click Settings in your ReportWriter AI account
  2. Select Payments
  3. Click Payout Settings
  4. You’ll be redirected to your Stripe account
  5. Click your Account icon in the top right corner
  6. Under Payout Details, click ReportWriter AI to view your current bank account info
  7. Click the pencil icon next to your existing bank account
  8. Update your bank account or debit card information

Note: Stripe may ask you to verify your previous card. If you don’t have access to it, you can choose the option to verify your identity instead.

  1. Click Save
  2. Click Done

And that’s it! Your payment deposits will now go to your new bank account or debit card.

Tip: Whatever you set here in Stripe is where all your future payouts will go. If you ever want to check which account your payouts are being sent to, just follow steps 1–6 above.

Frequently Asked Questions

Q: Can I send payouts to multiple bank accounts?

  • No. Payouts can only be sent to one account at a time.

Q: A payment was sent to my old account. I just updated my bank info, will I get the payment now?

  • Yes! Any funds from previous payouts will be deposited into your newly updated account.

Verifying your payment accounts

Before you can start receiving payments with ReportWriter AI, you need to verify your account. You can register as a business or as an individual, and each option requires specific documents to confirm your identity.

Registering as a Business

If you have a registered business with the IRS and an EIN (Employer Identification Number), you’ll need the following to verify your account:

  • Business verification documents required by Stripe

  • Your EIN and company name must match exactly how they appear on your official IRS documentation.

Registering as an Individual

If you don’t have an EIN, you can register as an individual using your Social Security Number (SSN). To verify your identity, you’ll need:

  • Individual verification documents required by Stripe

Pro Tip: The documents needed can vary depending on your country and whether you’re registering as a business or individual. For a complete list of acceptable documents, you can check Stripe’s guide here: Stripe Verification Documents.

How to use stripe’s link feature for ReportWriter AI’s payment

Stripe’s Link feature is designed to make online payments faster, smoother, and safer for your clients. By enabling Link with ReportWriter AI, your clients can store their payment details for future use and pay with just one click. 

This not only saves time but also reduces friction, increases payment success, and makes your service feel effortless.

What is Stripe’s Link?

Stripe Link is a global checkout tool that securely saves your clients’ payment details like credit or debit cards, so they don’t have to re-enter them every time.

  • The first time a client pays, they’ll be prompted to save their payment information.
  • Next time, whether paying you or another business that uses Stripe, they can complete the transaction in seconds with one click.
  • All payment data is handled securely by Stripe, giving clients confidence that their information is safe.

Why Use Stripe Link for ReportWriter AI Payments

  1. Faster Checkout: One-click payments mean clients don’t have to type in card details every time.
  2. Higher Payment Success: Quick, simple checkout reduces abandoned transactions.
  3. Secure Storage: Stripe encrypts all stored payment data for peace of mind.
  4. Universal Use: Clients only need to save payment details once, and they can use Link anywhere Stripe is accepted.

How to Use Links with Different Clients

With New Clients:

  • The first time a new client pays, they can save their details for future purchases.

With Repeat Clients & Agents:

  • Realtors or Agents: If an agent books multiple inspections, Link makes it possible to pay instantly every time without re-entering details.
  • Homebuyers or Sellers: For follow-up inspections or multiple services, clients can pay in seconds, creating a seamless experience.

How To Use Links During the Payment Process

Verification Codes:

  • Clients may receive a text or email with a six-digit verification code. This is Stripe confirming it’s really them.
  • Enter the code when prompted to complete the payment. Never share this code with anyone, even ReportWriter AI staffs will never ask for it.
  • Clients can opt out of receiving these messages following the instructions in the SMS or email.

Updating Information:

  • Clients can log into their Link account to manage their card information, billing address and shipping address

Paying Without Link:

  • Clients can choose “Not Now” during checkout if they prefer to enter card information manually.

Bank Transfers via Link:

  • If a client uses Link to pay with a bank account, it may still show as a card payment in your account. This is normal because Link processes all payments on the same timeline as card transactions.

With Stripe Link, paying for ReportWriter AI services becomes effortless for your clients, helping you get paid faster while keeping the experience smooth, secure, and stress-free.

How to customize what your client sees on their bank statements

When your clients check their bank statements, statement descriptors are what appear next to the charges from your business. 

Clear and accurate descriptors help reduce confusion, prevent disputes, and make your business look professional.

ReportWriter AI automatically sets the descriptor to your company name and the service provided, but you can customize it if you want to make it extra clear for your clients.

How Statement Descriptors Work

A statement descriptor has two parts: a prefix and a suffix.

  1. Prefix
  • Appears on every charge
  • Can be up to 10 characters
  • By default, this is your company name
  • Format: truncated company name (up to 10 characters) + * + service name
  1. Suffix
  • Unique to each transaction
  • By default, it’s a placeholder to identify the service
  • You can also make it static text like “INSPECTION”
  • Total descriptor length cannot exceed 22 characters, so if the prefix is 10, the suffix can only be 11 characters (one character is used to separate them)

Note: The character limits are set by payment processors, not ReportWriter AI.

What Your Client Sees

Here’s how it might appear on a client’s statement:

BESTINSPEC*1234 MAIN S    $400.00

  • BESTINSPEC = company name
  • 1234 MAIN = service location

Or:

TOP INSPEC*MOLD   $500.00

  • TOP INSPEC = company name
  • MOLD = service performed

You can use placeholders in both prefix and suffix, like {{ADDRESS}}, to automatically pull in the relevant info for each transaction.

How to Customize Your Statement Descriptor

  1. Click Settings in your ReportWriter AI account
  2. Select Payments
  3. Click Statement Options
  4. Enter your prefix text
  5. Enter your suffix text
  6. Enter your ACH payment descriptor (if you offer ACH payments)
  7. Click Update

And you’re done! Your clients will now clearly see what they’re paying for on their statements.

Tip: If you like our default descriptor, you don’t need to do anything, it already works well!

How to find details on charges and withdrawals

Keeping track of your charges and withdrawals is key to managing your finances, spotting errors, and making sure your records are accurate. 

With ReportWriter AI, you can easily review all your transactions. 

This guide explains how to understand and resolve discrepancies between ReportWriter AI and Stripe, which can happen because of refunds, processing fees, or multiple transactions grouped in a single payout.

Withdrawals for Refunds

If a payment is refunded to a client, it will appear as a negative amount in your payouts. Processing fees associated with the refund are non-refundable, which can slightly reduce the total you receive.

To view refund withdrawals:

  1. Click Settings
  2. Select Payments
  3. Click Payouts
  4. Look for negative amounts. This indicates refunds
  5. Click View Included Payments to see details
  6. Each payment will be labeled as Refunds, Refund Fees, or Payments

Withdrawals for Failed ACH Payments

If a client’s ACH (bank transfer) payment fails, the funds are deducted from your account and returned to the client. ACH payments can take 1–2 business days to appear, but usually up to 4 business days to fully process.

To view a failed ACH payment:

  1. Click Settings
  2. Select Payments
  3. Click Payouts
  4. Look for negative amounts for failed payments
  5. Click the Payout ID to see the related inspection payment
  6. Click the inspection address to open the Inspection Details page
  7. Click the 3 dots in the Fees & Payments box
  8. Select Edit Fees & Payments
  9. You’ll see the payment labeled as “Bank Transfer/ReportWriter AI – Failed”

Charges & Pending Payouts

You can navigate to your Stripe account directly from ReportWriter AI to check pending payouts, refunds, and failed payment fees.

Always remember that:

  • Stripe is considered the most accurate source of truth for your transactions.
  • If you notice discrepancies, check Stripe to verify payout details and adjustments.

Steps for this are:

  1. Click Settings
  2. Select Payments
  3. Click Payout Settings
  4. You’ll be redirected to your Stripe Express account
  5. Withdrawals for failed payments will appear as Refunds in Stripe

Understanding Financial Discrepancies

Sometimes, the payout shown in ReportWriter AI may not exactly match Stripe. This can happen because of:

  • Refunds or non-refundable fees
  • Multiple transactions grouped in a single payout
  • Pending or “In Transit” amounts
  • Processing delays or adjustments

To investigate discrepancies:

  1. Log into Stripe and confirm payout statuses
  2. Check for processing delays or adjustments
  3. Review payouts for combined transactions (e.g., overlapping payments or refunds)

Most discrepancies resolve automatically once ReportWriter AI syncs with Stripe. If mismatches persist, reach out to “support” for help.

Stripe capital FAQs

If you’re curious about ReportWriter AI Capital and how it works, you’re in the right place! Here, we answer the most common questions about getting funding and repaying it.

Q. Who Qualifies for an Offer?

Eligibility is determined by Stripe based on factors like your overall sales volume and your history with ReportWriter AI Payments.

  • If your business is eligible, you’ll receive an email letting you know there’s an offer available.

Q. Do I Have to Pay Interest?

Nope! You only pay one flat fee. It doesn’t change, and there’s no extra interest added.

Q. Will Applying Affect My Personal Credit?

No. There’s no personal credit check. Your offer is based entirely on your history with ReportWriter AI Payments.

Q. Can I Request a Different Offer Amount?

Yes! In your ReportWriter AI Payments Stripe Dashboard, you can use a slider to select a custom amount up to the maximum offer.

  • The flat fee and repayment percentage adjust automatically based on the amount you choose.

Q. When Do I Pay the Flat Fee?

The flat fee is included in your repayment total. Repayment is automatically deducted as a percentage of your sales, so:

  • You pay more when business is busy
  • You pay less when things slow down

Q. What Is a Minimum Payment?

A minimum payment is the least amount you need to pay during each repayment period.

  • Stripe sets this during underwriting based on your loan terms.
  • If automatic repayments don’t meet the minimum, the remaining balance is automatically collected at the end of the period.
  • You can see your minimum payment in the Dashboard or in your loan agreement.

Q. How Do I Make My Minimum Payment?

  • If your automatic deductions cover the minimum, nothing else is needed.
  • If not, Stripe will automatically debit your bank account or account balance to cover the difference.
  • No action is required on your part.

Q. How Fast Will I Get Funds?

Once your application is approved, funds usually reach your bank account within 2 business days.

  • Make sure your primary payout method is a valid bank account.
  • Funds cannot currently be paid to a debit or credit card.

Q. What Happens When My Offer Expires?

  • Each offer is valid for 30 days.
  • After that, your business will be automatically re-evaluated for a potential new offer.

Q. Can I Repay Early?

Yes! You can make extra payments or pay off the total amount at any time via the ‘Make Payment’ button in your Dashboard.

  • There are no additional fees for early repayment.
  • Repaying early does not automatically qualify you for a new offer, but once your loan is fully repaid, you will be re-evaluated for a new offer.

Q. How Should I Report This on Taxes?

Tax reporting depends on your personal situation, so it’s best to consult a tax advisor.

  • Generally, Stripe Capital funds are not taxable income when received.
  • Amounts withheld for repayment are not tax deductible.

Q. Who Can I Contact for More Info?

For more details about Stripe Capital, contact our partners at capital-support@stripe.com.

  • Loans are issued by Celtic Bank and powered by Stripe.
  • All loans are subject to credit approval.

Quick Reminder:
Each repayment period has a minimum due. If sales-based repayments don’t cover it, Stripe will automatically debit the remaining balance at the end of the period.

Stripe capital

ReportWriter AI has partnered with Stripe to help eligible US businesses access fast, flexible financing through ReportWriter AI Capital.

This is designed to be very simple and convenient. 

ReportWriter AI Capital lets you borrow funds based on your business performance and automatically repay them as you earn.

Whether you want to invest in new equipment, grow your team, cover unexpected expenses, or expand operations, ReportWriter AI Capital provides a fast way to get the capital you need without the long approval processes of traditional loans.

Am I Eligible?

Eligibility is automatically reviewed by Stripe every day. Factors include:

  • Your transaction volume
  • Your history with ReportWriter AI Payments

If your business qualifies, you’ll receive an email with your personalized offer.

What Offers Are Available?

If eligible, your offer email will include:

  • Financing amount: The amount that will be deposited into your bank account
  • Flat fee:  A one-time fee for the financing (no extra interest or hidden fees)
  • Total amount owed: Financing amount + flat fee
  • Repayment rate:  Percentage of your daily card transactions through ReportWriter AI Payments that will be automatically withheld to repay your loan

Example:
If your offer is $17,000 with a $1,700 flat fee, the total owed is $18,700. Funds will arrive in your bank account within 1–2 days. Stripe will then automatically withhold 12% of your daily card transactions until the full $18,700 is repaid, in addition to normal processing fees.

How Repayment Works

  • Repayment begins automatically 1–2 business days after funds are deposited.
  • The more transactions you process through ReportWriter AI Payments, the faster your loan is repaid.
  • You can also make manual payments to repay faster or pay off the balance in full, just click ‘Make Payment’ on your loan overview page.
  • No extra fees are charged for early repayment.
  • Early repayment does not guarantee new financing offers, but accounts are reviewed daily for new opportunities, and you’ll receive an email if eligible.

Minimum Payments

  • Each repayment period has a minimum amount due, set during underwriting based on your loan term.
  • If automatic deductions from your sales meet the minimum, your loan continues to repay as a percentage of transactions.
  • If deductions fall below the minimum, Stripe automatically debits your bank account or account balance to cover the difference.
  • You can always view your minimum payment and track progress on the Dashboard or in your loan agreement.

Tracking Your Loan

For a daily summary of your repayment progress, check the loan overview page in your ReportWriter AI Payments Dashboard.

Support for ReportWriter AI Capital

For more questions or assistance with ReportWriter AI Capital:

  • Contact Stripe’s support team: capital-support@stripe.com
  • Loans are issued by Celtic Bank and powered by Stripe.
  • All loans are subject to credit approval.

Reminder:
You’ll have a minimum amount due each repayment period. If automatic repayments don’t cover it, Stripe will automatically collect the remaining balance at the end of the period.

How to contact stripe

Sometimes, issues come up that require help from Stripe, especially when it involves sensitive or confidential information. While ReportWriter AI support can handle many questions quickly through our chat bubble, certain cases need you to connect with Stripe directly.

Step 1: Start with ReportWriter AI Support

Whenever you run into a problem, first reach out to our chat bubble.

  • This is usually the fastest way to get help
  • It can reduce transaction fees, save you time, and solve most issues without needing Stripe

Step 2: Contact Stripe Directly

If the issue requires Stripe’s direct attention:

  1. Go to Settings, Payments, Payout Settings
  2. Log in to your Stripe Account
  3. In your Stripe Dashboard, click the Help icon (a question mark inside a circle)
  4. Select Contact Stripe Express Support to open a chat with them

From there, you can communicate directly with Stripe to:

  • Ask questions
  • Get help for issues involving sensitive or confidential information

And If You Need Extra Help?

  • Write to our chat bubble
  • Or email us at support@reportwriterai.com

This ensures you get guidance quickly while keeping sensitive information secure.

Will ReportWriter AI send a 1099-K tax form?

If you’re wondering about 1099-K forms, here’s the scoop. You’ll receive a 1099-K if you meet the IRS thresholds for credit card transactions. These thresholds vary by year:

  • 2024: $5,000 in credit card transactions, any number of transactions
  • 2025: $2,500 in credit card transactions, any number of transactions
  • 2026: $600 in credit card transactions, any number of transactions
  • 2023 and prior: $20,000 in credit card transactions and 200 transactions

Only payments processed through Stripe count toward these totals.

Even if you don’t meet the threshold, you are still responsible for reporting all income from selling goods, services, or renting property.

FAQ

Q. How will I receive my 1099?
If you qualify, Stripe will send it directly to the email address linked to your Stripe account.

Q. When will I receive my 1099?
1099 forms are emailed on or before January 31st if you meet the requirements.

Q. Why does the refunded amount show on the 1099?
1099-K forms show the total amount of payments received, even if some payments were later refunded.

Q. If I don’t qualify for a 1099, what documentation should I use for taxes?
We recommend consulting an accountant. You can also use your Data Exports from ReportWriter AI to help prepare your taxes, they contain detailed payment information.

Q. Are fees included in my 1099?
No. Any fees you pay are not included as income on your 1099-K.

Q. How can I get a new copy of my 1099?
To request a copy or replacement:

  1. Go to Settings, Payments, Payout Settings
  2. Log in to your Stripe account
  3. Find the Tax Forms section to download your 1099

Q. Why doesn’t my ReportWriter AI export match my 1099-K?

  • 1099-K forms are generated by Stripe based on when funds became available.
  • ReportWriter AI Data Exports are based on when payments were made.

This can create differences between the two reports. If you need a reconciliation for tax purposes, ReportWriter AI can request a reconciliation from Stripe, but it may take several days or weeks to receive.

Stripe data deletion process

Data privacy is a big deal when running your inspection business. 

If a client ever requests that their personal information be deleted from Stripe, you need to handle it carefully and securely. 

Here’s how to do it in a way that’s simple, compliant, and safe.

How to Delete Customer Data

  1. Inform Your Client:
    Let your client know that they need to email privacy@stripe.com directly to start the deletion process.
    • This step is crucial because only the customer can authorize the deletion of their personal data.
  2. Stripe Handles the Deletion:
    Once the request is received, Stripe’s privacy team will take care of removing the data according to legal and regulatory requirements.
  3. Important Legal Notes:
    • Stripe may still need to keep certain information for legal reasons, such as anti-money laundering or anti-terrorism laws.
    • The type of data kept and how long it’s retained will depend on these legal obligations.
  4. Your Role as a Business Owner:
    • You cannot delete a customer’s data directly from Stripe.
    • All deletion requests must come from the customer themselves to ensure privacy and security.

Tip: Make it easy for clients to request deletion by clearly communicating this process when they reach out. It keeps your business compliant and builds trust.

Invoices: How to add information to your invoices

Sometimes an invoice may need more than just numbers.
You may want to add your business address, a thank-you note, or a special instruction for one specific job.

With ReportWriter AI, you can add extra text to your invoices in two simple ways.

Let’s break it down gently.

Option 1: Add Text to All Invoices (Default Invoice Text)

This option is perfect if you want the same message to appear on every new invoice you create.

Common things people add here:

  • Business or company address
  • Payment instructions
  • Late fee notes
  • A short thank-you message

How to add default invoice text

  1. Go to Settings
  2. Click Payments
  3. Enter your message in the Invoice Text box

That’s it.

From that point on, this text will automatically appear below the inspection total on all newly created invoices.

It is Important to note that:
You can’t use placeholders or dynamic text here. Whatever you type will appear exactly as written.

Option 2: Add or Edit Text on a Single Invoice

Sometimes you don’t want the message on every invoice just one specific inspection.

This is great for:

  • Job-specific notes
  • Warranty details
  • Special agreements
  • One-off explanations for a client

How to edit text on one invoice

  1. Open the inspection to access the Inspection Details page
  2. Click the three dots in the Fees & Payments box
  3. Select Edit Fees & Payments
  4. Add or edit the text in the Invoice Text box
  5. Click Save

The updated text will now appear below the inspection total on that invoice only.

What’s Already Included on Invoices by Default

Even without adding anything extra, ReportWriter AI invoices already include key information automatically.

Here’s what your client sees:

Inspection Company Information;

  • Your company name
  • Company email
  • Company logo (from your profile)

Client Information

  • Client’s name
  • Email address
  • Phone number

(As entered in the inspection details)

Property Information

  • The address of the property being inspected

Inspection Date

  • The scheduled inspection date

Service Name

  • The name of the service exactly as listed in your Services & Fees settings

Service Fee

  • The total cost of the service
  • Includes base price + any modifiers
  • Does not include service descriptions

Pricing Breakdown

A clear cost breakdown showing:

  • Base price
  • Modifier fees (like square footage)
  • Short explanations of those modifiers

Example:

$450.00 (Base)

+$50.00 (2000–2500 sqft)

Note: While all these are already included, your physical business address is not included by default.

Frequently Asked Questions

Q. Do service descriptions show up on invoices?

No.
Service descriptions entered in Services & Fees do not appear on invoices.

Q. Can I add my business address to invoices?

Yes, and you should if clients mail payments.
Since addresses aren’t included by default, the best approach is adding it to your default invoice text.

Q. How do I share an invoice with someone?

You can download the invoice as a PDF, then:

  • Email it
  • Print it
  • Share it however you prefer

(Direct invoice links aren’t available yet.)

Q. Can I show the last 4 digits of a credit card on an invoice?

Not automatically.
However, you can manually add that information to the invoice text for that specific inspection.

Q. Can I hide pricing details from modifiers?

You can’t fully remove them, but you can hide them by enabling Hide pricing in your scheduling settings.

Q. Can my service description automatically appear on invoices?

Not at the moment.
This is a requested feature and may be added in the future.

How to edit the fees on a scheduled inspection

Sometimes things change after an inspection is scheduled. 

Maybe you need to add extra charges for travel, you need to give a client a discount or you may need to even correct a fee. ReportWriter AI makes it simple to add, edit, or remove fees so your invoices stay accurate and professional.

Adding a Manual Fee

Need to charge for something extra, like additional travel or extra work? Here’s how to add a manual fee:

  1. Open the “Inspection Details” page for the inspection.
  2. Click the “three dots” in the Fees & Payments box.
  3. Select “Edit Fees & Payments.”
  4. Click “+Manual” Fee.
  5. Enter the amount.
  6. Add any notes to explain the fee (optional).
  7. Click Save.

Now the fee is added to the invoice immediately.

Adding a Manual Discount

If you want to give your client a discount, You can easily apply it directly on the inspection:

  1. Open the Inspection Details page.
  2. Click the three dots in the Fees & Payments box.
  3. Select “Edit Fees & Payments.”
  4. Click “+Manual Fee.”
  5. Enter a description in the Line Item box (e.g., “Loyalty Discount”).
  6. Enter the discount as a “negative amount.”
  7. Add any notes if needed.
  8. Click Save.

The discount now appears on the invoice, reducing the total due.

Editing an Existing Fee

If you need to change a fee, maybe increase or decrease it, here’s how to go about it:

  1. Open the Inspection Details page.
  2. Click the three dots in the Fees & Payments box.
  3. Select Edit Fees & Payments.
  4. Update the amount of the existing fee(s).
  5. Click Save.

Your invoice now reflects the updated fee.

Removing a Fee

If a fee no longer applies, you can remove it from the invoice:

  1. Open the “Inspection Details” page.
  2. Click the “three dots” in the Fees & Payments box.
  3. Select “Edit Fees & Payments.”
  4. Click the “X” next to the fee you want to remove.
  5. Click Save.

Important: The Technology Fee cannot be removed after the inspection has been paid. If you don’t want the client to pay it, make sure to disable passing on credit card fees before they pay.

Frequently Asked Questions

Q. Why don’t I see the option to add or remove fees on my app?
Editing fees is only available on the web browser. The mobile app does not support adding, editing, or removing fees.

Q. How do I remove the tech fee?
If the inspection hasn’t been paid yet, you can disable passing on credit card fees to remove the tech fee.
If the inspection has already been paid, the tech fee cannot be removed but you can issue a partial refund for that fee if needed.

How to download and print a pdf of your invoice

Whether you need a copy for your own records, accounting, or a client who prefers a physical invoice, ReportWriter AI makes it super simple to generate and print PDFs. 

You don’t need to stress about missing documentation or messy screenshots everything is ready to go in a few clicks.

If you want a PDF for yourself or to send to a client:

  1. Open the Inspection Details page for the inspection you need.
  2. Click the three dots in the Fees & Payments box.
  3. Select View Invoice.
  4. Click View as PDF.

Now the PDF opens in a new browser tab. From here:

  • To download: Click the arrow icon in the top right to save it to your computer.
  • To print: Click the printer icon in the top right.

That’s it! Your invoice is ready to print, email, or keep for your records.

Downloading & Printing as a Client

Clients or agents can also get a PDF version for their records. Here’s how:

  1. Click the blue Inspection Details button in the confirmation email from your inspector.
  2. This opens the client portal in a web browser.
  3. On the left-hand menu, click Documents.
  4. Select Invoice.
  5. Click View as PDF at the bottom of the invoice.

Once the PDF opens in a new browser tab:

  • To download: Click the arrow icon in the top right.
  • To print: Click the printer icon in the top right.

And now, your client has a clean, professional invoice ready to save or print.

Frequently Asked Questions

Q. Can I download all invoices at once?
Not yet. Each invoice needs to be downloaded individually.

Q. Can I create a stand-alone invoice to send without an inspection?
No, you can only create invoices linked to inspections. For other payments, you’ll need to follow the steps above and share the invoice manually.

Q. Can I split an invoice between multiple people?
Not currently. You can take split payments if multiple people are paying for a single inspection, but it won’t create separate invoices.

Q. Can I combine invoices?
No. Each invoice is tied to a specific inspection and cannot be merged.

Payment Options: How to take credit payments in ReportWriter AI

If you want an easier way to collect payments, and stop chasing clients, ReportWriter AI Payments is built exactly for that.

It’s fully integrated into your workflow, which means you can accept credit cards, debit cards, and ACH bank transfers without jumping between tools or setting up anything complicated. Everything lives right inside ReportWriter AI, and setup only takes a few minutes.

Once payments are enabled, you get a simple flat rate of 3.25% + $0.40 per transaction, with no hidden or surprise fees.

Beyond that, you unlock smoother features like taking payments from your mobile app, scanning cards with your camera, issuing refunds directly in-platform, and keeping all payment records in one place.

This guide walks you through how payments work, how payouts are handled, and how to get everything set up without stress.

When You’ll Get Paid (Payout Schedule)

For inspectors in the U.S. and Canada
Credit and debit card payments are paid out the next business day. If a client pays on a Friday, you’ll see the payout on Monday.

For inspectors in other countries
Payout timing depends on what Stripe supports in your country. You’ll want to check the Stripe payout schedule for the fastest available option.

Once you process about $1,000 in transactions, you’ll be prompted to add extra verification details, such as an SSN or EIN. This is normal and required to keep payouts flowing smoothly. Just be sure to complete it when asked.

One important thing to note: payments are all-or-nothing. While you can unlock reports without payment if needed, payments themselves can’t be disabled for just one inspection.

Setting Up ReportWriter AI Payments

Getting started is straightforward, even if you’ve never set up online payments before.

Head to Settings, then open Payments, and choose Set up Payments. You’ll be asked whether you’re setting up as a business (using an EIN) or as an individual (using your SSN). From there, you’ll verify your email, mobile number, and location.

You’ll also be asked for a website. If you don’t have one, that’s completely fine, you can use your ReportWriter AI public profile link instead. This helps Stripe complete their verification process without slowing you down.

Next, you’ll choose where payouts go, either to a bank account or a debit card, and verify those details. Once everything is confirmed, you agree and submit and that’s it.

You’re officially ready to receive payments 🎉

Note: After crossing $1,000 in transactions, watch your email for a request to add extra details. Filling this out quickly prevents payout delays.

Getting Paid Online by Clients

Once payments are enabled, clients can pay directly through their Client Portal by clicking “Learn More” under the payment due section.

When they enter their card details, they may see an optional prompt from Stripe called Link, which allows them to save their card for faster checkout in the future. This is completely optional, encrypted, and secure. Your clients don’t have to use it if they don’t want to.

If you ever need to take payment over the phone, you can open Client View from the inspection page and walk through the same steps as if you were the client.

Taking Payments On-Site

If you’re with the client in person, you can collect payment directly from the mobile app.

Open the inspection, tap Collect Payment, and select Credit/Debit Card. From there, you can either scan the card using your phone’s camera or enter the details manually.

Just keep in mind that an inspection must exist before payment can be collected. This is how ReportWriter AI generates a secure, unique payment link.

Viewing Payments in Your Dashboard

Instead of logging into a separate payment processor, everything lives inside ReportWriter AI.

From the main menu, open Payments to see a full history of transactions, pending payouts, and your current balance. Refunds, balances, and payment tracking are all handled right there.

Payments are powered by Stripe, one of the most trusted payment processors in the world. While Stripe runs behind the scenes, you don’t need to use the Stripe dashboard at all. Everything is managed directly inside ReportWriter AI.

If you previously used Stripe on your own, note that this system is separate. All payment activity now happens within ReportWriter AI.

Common Questions, Answered Simply

If payouts are paused, it usually means Stripe needs more information. Check Settings, Payments, Payout and then Options to see what’s missing.

If a payout hasn’t arrived yet, timing is often the reason. Card payments made on Fridays arrive Monday, and ACH payments take a couple of business days to clear.

Outside payment processors can’t be connected directly because ReportWriter AI uses a closed system. However, you can still accept external payments and manually mark inspections as paid.

All major cards are supported, including Visa, Mastercard, American Express (AMEX), and Discover.

If a client pays twice, it’s usually because they clicked the Pay button more than once. Extra payments can be refunded easily inside the platform.

And if Stripe asks for a website during setup and you don’t have one, your ReportWriter AI public profile URL works perfectly.

Apple pay and google pay with ReportWriter AI

Your clients can now pay for inspections using Apple Pay or Google Pay, right inside ReportWriter AI.

There’s nothing complicated about how this works. These payments are processed the same way as regular credit or debit card payments; with the same fees you already pay for card transactions. 

When a client opens the “Client Portal” on a supported device (like a mobile phone), they’ll see Apple Pay or Google Pay under the “Pay by Card” option as long as it’s already set up on their device.

What Devices Support Apple Pay and Google Pay?

Apple Pay works best on Apple devices, such as:

  • iPhones
  • iPads
  • Browsers that support Apple Pay on iOS

Google Pay works best on:

  • Android devices
  • Google Chrome
  • Any device where a card is saved to the client’s Google Account (like Google Play, YouTube, or Chrome)

If Apple Pay or Google Pay isn’t set up on the client’s device, the option simply won’t appear in the Client Portal.

Why Is This Helpful?

Adding Apple Pay and Google Pay makes paying faster and easier for your clients without adding any work for you.

Here’s what stays simple:

  • There’s nothing to enable or configure on your end
  • Fees remain the same as standard credit card payments
  • Payments show up as credit card transactions in reports and inspection details
  • Apple Pay and Google Pay appear under “Pay by Card” in the Client Portal
  • There’s no toggle to turn this on or off, it’s automatic

It’s just more flexibility for your clients and fewer payment delays for you.

Important Note to Remember: If a client hasn’t set up Apple Pay or Google Pay on their device, they won’t see the option at all.

Paying with Google Pay

When a client opens the Client Portal on a mobile device, typically an Android phone with Google Pay already set up, they’ll see Google Pay under the “Pay by Card” option.

From there, they simply follow the on-screen prompts to complete the payment.

Paying with Apple Pay

When a client opens the Client Portal on an iPhone or iPad with Apple Pay enabled, Apple Pay will appear under the “Pay by Card” option.

They can then follow the prompts to confirm and complete the payment.

Collect payment after publish

For inspectors who prefer to collect payment after the inspection is complete, ReportWriter AI now offers a “Collect Payment After Publish” setting. This is a company-wide toggle that changes how payment appears in your client Portal, making it easier to handle inspections where the final cost may change.

How It Works

When this setting is enabled, your clients will see a clear message in their client Portal: “Payment to be collected after inspection is published.”

Once the inspection is published, the Client Portal automatically switches back to the standard payment behavior, showing the usual “Payment Due” notice along with the Pay Now button (if ReportWriter AI Payments are enabled).

Benefits of Collecting Payment After Publish

  • Reflect Accurate Charges: If the services change between scheduling and completion, the final invoice always matches what was actually delivered.
  • Reduce Refund Hassles: Avoid extra refunds if services are removed after scheduling.
  • Simplify Client Experience: Clients only pay once, after the inspection, reducing confusion if services are added.

How to Enable the Setting

  1. Go to Settings > Client Portal (under Business Tools)
  2. Toggle “Collect Payment After Publish” ON

Once enabled:

  • The “Require payment to release report(s)” setting is automatically enabled and locked to prevent clients from accessing reports before payment is made.
  • This setting applies company-wide and cannot be set per inspection.
  • Past inspections will not be updated retroactively.
  • The “Allow Deferred Payment” option will be blocked when this setting is active.

What Your Clients Sees

With the setting enabled:

  • The payment section in the Client Portal shows “Payment to be collected after inspection is published.”
  • The “Learn More” button is removed.

Once the inspection is published:

  • The payment section reverts to “Payment Due.”
  • The Pay Now button (or Learn More, if payments are disabled) returns depending on your ReportWriter AI Payments setup.

Frequently Asked Questions

Q. Will my reports stay locked until payment is received?
Yes! When this feature is enabled, “require payment to release report(s)” is automatically enforced to prevent clients from viewing reports before paying.

Q. I have a third-party payment integration. Will this work?
No. This feature is not compatible with third-party payment integrations due to the extra support and management required.

This update gives you control and flexibility over when clients pay, ensuring your invoices are always accurate and reducing headaches for both you and your clients.

Payment options available on ReportWriter AI

With ReportWriter AI, you’re not locked into one way of getting paid. You can choose from several payment options depending on how your business runs, how quickly you want payouts, and what feels easiest for your clients.

Each option works a little differently, so let’s walk through them in plain language; what they are, how they work, and when they make the most sense.

Credit & Debit Card Payments

This is the most common option and the fastest way to get paid.

Your clients can pay online using their credit or debit card directly through ReportWriter AI. Once the payment is completed, funds typically land in your account the very next business day.

You also get flexibility with fees. If you decide to pass fees on to the client, they’ll pay a 3.95% processing fee. If you choose to absorb the fee yourself, it’s 3.25% plus $0.40 per transaction.

Everything is fully integrated, secure, and smooth, just enable “ReportWriter AI Payments,” and you’re ready to accept cards.

On supported devices like mobile phones, clients can also use Apple Pay or Google Pay. These are processed the same way as regular card payments and don’t come with extra fees beyond your usual card rate.

ACH / Bank Transfer

If keeping fees low is a priority, ACH payments are a solid option.

Here, clients pay directly from their bank account instead of using a card. 

The trade-off is speed; payouts usually take between two and five business days. 

But the upside is cost because each ACH payment has a flat $3.99 fee, which is often much cheaper than card processing.

To use ACH, you’ll need to enable ACH Payments in your ReportWriter AI Payments settings and allow credit card fees to be passed on.

Manual Payments (Cash, Check, Zelle, etc.)

Prefer handling payments outside the platform? You can absolutely do that.

Cash, checks, and transfer apps like Zelle aren’t processed through ReportWriter AI, so there Is no platform fees involved. You receive the money directly but you’ll need to manually mark the inspection as Paid inside ReportWriter AI so your records stay accurate.

This option works best if you already have an offline payment system, you’re comfortable with.

Buy Now, Pay Later (BNPL)

For clients who want flexibility, Buy Now, Pay Later can make inspections easier to afford.

With this option, clients can split their payment into installments using providers like Affirm. A credit check is required on their end, but you’ll still receive your payout within one to two business days through Stripe.

The convenience comes at a higher cost around 8% plus $0.30 per transaction, deducted from your payout. If your clients value payment flexibility, this can be a helpful option to offer. You can turn it on from your Payments settings.

Pay at Close (PAC)

Pay at Close allows clients to delay payment until the home actually closes meaning no upfront payment for them.

Once you publish the report, you’ll still be paid the next business day. ReportWriter AI guarantees your payout and handles all the administrative work behind the scenes, so you don’t have to chase payments or manage the risk.

The fee for this option is $50 per inspection, and it’s currently available through a limited rollout.

If you’re interested, you’ll need to contact the dedicated Pay at Close Team directly.

Collect Payment After Publishing

This option gives you flexibility and protection.

Instead of charging upfront, your client pays after the inspection; right when you publish the report. This allows you to adjust pricing for add-on services before collecting payment, helping you avoid refunds or follow-ups.

The key benefit is that the report stays locked until payment is completed. Your client can’t access it until you’re paid.

Deferred Payments

Deferred Payments let you store a client’s card details and charge it later. This has often been used for cancellations or post-inspection changes.

That said, Collect Payment After Publishing is usually the better choice. It offers more flexibility while still ensuring payment before the report is released.

How to accept bank transfer, ACH payments in ReportWriter AI

Accepting bank transfers (ACH) is a smooth and secure way for clients to pay directly from their bank accounts. Before you start, let’s make sure you meet the requirements.

Requirements

Before enabling ACH payments, confirm you meet these criteria:

  • Only available for U.S.-based businesses.
  • Pass on Credit Card Fees must be enabled.
  • ReportWriter AI Payments must be turned on.

All set? Let’s get started 

Enabling ACH Payments

  1. Go to “Settings” 
  2. “Payments”
  3. Make sure “Pass on Credit Card Fees” is enabled
  4. Check the box for “Enable ACH Payments”

And just like that, your clients can now pay via bank transfer.

Fees for ACH Payments

  • Flat fee: $3.99 per transaction, paid by you (the inspector)
  • This is cheaper than most credit card fees, making ACH a cost-effective option

How Long Until You Receive Funds?

ACH payments take a little longer than credit cards:

  • Payouts appear in 2 business days, but full processing may take up to 5 business days
  • Cutoff time: 2:00 PM ET. payments made after this will process the next business day
  • Weekends and holidays can affect timing

Options When Accepting ACH Payments

  1. Lock Reports Until Payment Settles
    Bank transfers can fail at any time during the 5-day processing window. Keeping reports locked ensures your clients cannot access them until funds are fully received.
  2. Unlock Reports Before Payment Clears
    If you need to give clients urgent access, you can unlock the report before the ACH settles. Just be aware that this carries a small risk if the transfer fails.
  3. Get Notified When Payment Arrives
    Enable “Send me a reminder when the bank transfer payment is available in my account” in the Internal box on the Inspection Details page to get an email once payment is successful.

What Does This Look Like To My Clients?

When paying for an inspection, your client will see a “Bank Transfer” option. After clicking the bank transfer option, your client will be presented with a window to connect directly to their bank to verify their account and pay for the service. ReportWriter AI uses stripe to securely connect to your customer’s bank to initiate the transfer.

  1. Click “Pay Now” in client’s portal 
  2. Select Bank Transfer
  3. Enter full name, email, and select their bank
  4. Log in to their bank account to verify and authorize payment
  5. Optionally, save payment info for future payments

Tip: ReportWriter AI uses Stripe to securely connect to your client’s bank. Their login credentials are never stored.

Refunds & Disputes

Refunds:

  • You can refund ACH payments like credit cards
  • Wait until the payment fully settles (up to 5 business days) before issuing a refund

Disputes:

  • ACH disputes are different from credit cards
  • If a bank approves a dispute, funds are withdrawn immediately
  • Fees for failed ACH transfers are charged to your account
  • ACH disputes cannot be contested. You must work directly with your client

Frequently Asked Questions

Q: Why does my client need to log in with their bank account?
A: ACH payments are direct bank-to-bank transfers. Logging in ensures funds are authorized. Neither Stripe nor ReportWriter AI stores their credentials.

Q: Can I issue a refund immediately after a bank transfer?
A: No. You must wait until the payment fully processes (up to 5 business days).

Q: Can I offer ACH without passing on credit card fees?
A: No. ACH is only available when “Pass on Credit Card Fees” is enabled.

Q: Why am I charged $3.99 if I thought ACH was fee-free?
A: That fee is charged by the processor, not your client. ACH is fee-free for clients, but the $3.99 is your processing cost.

Q: Can I retry a declined ACH payment?
A: The customer must submit a new payment. You cannot rerun it on your end.

Q: My client’s bank isn’t listed. What do I do?
A: Some banks aren’t supported if Stripe hasn’t integrated or if the bank doesn’t allow data sharing. Check Stripe’s supported institutions for details.

ACH payments are an excellent choice if you want secure, lower-fee payments and are comfortable with slightly delayed payouts. With ReportWriter AI, it’s simple to enable, track, and manage so you get paid safely while your clients pay the way they want.

Paying with ACH bank transfer in ReportWriter AI

ACH (bank transfer) payments are a smart choice and these are a few reason why you should choose them:

1. They are secure: Your bank account details are encrypted and processed through ReportWriter AI’s trusted partner, Stripe, keeping your information safe.

2. They are cost-Effective: ACH transfers usually have lower fees than credit cards, helping your inspector keep costs down.

3. They are widely Supported: Stripe ACH transfers cover roughly 5,000 financial institutions, so most clients can pay easily.

How to Pay via ACH

  1. Access Your Client Portal: After booking, you’ll get an email with a link to your personalized portal.
  2. Select “Pay Now”: On the payment page, choose the Bank Transfer (ACH) option.
  3. Enter Your Bank Details: Provide your routing and account numbers as prompted. Everything is securely processed via Stripe. Double-check your info to avoid failed payments.
  4. Confirm Payment: Complete the process, and the payment will be initiated.

Step-by-Step in the Portal:

  • Click “Pay Now” in your Client Portal
  • Select “Bank Transfer”
  • Enter your full name, email, and choose your bank
  • Confirm your bank selection and continue
  • Enter your bank login credentials
  • Confirm where to send your verification code
  • Enter the code and continue
  • Select the bank account to use and continue

Note: ACH payments usually take up to 5 business days to fully process. You’ll receive a notification when the payment is complete.
You can optionally save your payment information with Link for faster payments in the future.

What Happens If the Payment Fails?

ACH payments rarely fail, but it can happen due to: Insufficient funds in your account or Incorrect bank details entered during payment

If a payment fails, ReportWriter AI will notify both you and your inspector. You’ll need to reprocess the payment with the correct details.

Failed ACH payments incur a $4.04 fee.

How Refunds Work for ACH Payments

If your inspection is canceled or a refund is needed:

  • Your inspector can issue the refund directly through the platform.
  • Refunds usually take 3–5 business days to appear in your bank account.
  • Refunds match the original payment amount; processing fees are not refundable.

Tips for a Smooth Payment Experience

  • Have Your Bank Details Ready: Make sure you’re routing and account numbers are accurate.
  • Plan for Processing Time: ACH payments take a few days, so pay well ahead of your inspection date.
  • Check Your Bank Statements: Confirm the payment has been debited to avoid surprises.

By paying via ACH, you’re not only choosing a secure, seamless process but also helping your inspector save on transaction fees.

Frequently Asked Questions

Q: Why doesn’t my client see Morgan Stanley as an option?

  • Morgan Stanley does not support retrieving account numbers for ACH transfers. This limitation is set by the bank, not ReportWriter AI or Stripe.

Q: Why isn’t my client’s bank available?

  • Double-check the spelling and search terms. If the bank still isn’t listed, it could be because:
    • Stripe hasn’t integrated with the financial institution
    • The financial institution doesn’t support data sharing

Passing credit card fees to your client

Sometimes you might want to pass credit card fees to your clients instead of absorbing them yourself. 

Well, ReportWriter AI now lets you do exactly that, giving you control over your profit margins while keeping payments simple and transparent.

Requirements

Before enabling this feature, make sure you meet these requirements:

  • Only available for businesses in the U.S. and Canada
  • Payments must be enabled in your account

All set? Let’s go 

Understanding Transaction Fees

Transaction fees are the cost of moving money from your client’s bank or card to your account. 

Traditionally, businesses absorb this cost themselves, but ReportWriter AI now allows you to pass this fee on to your client.

Before enabling, consider the pros and cons:

Pros:

  • Increase your profit margin without raising your service prices
  • Clients pay the fee at checkout, keeping your bookkeeping cleaner

Cons:

  • Some clients may feel “nickel-and-dimed”
  • Could lead more clients to pay via cash or check, which may not be ideal for your workflow

Important Notes Before Enabling

  • For U.S.-based businesses, enabling this feature automatically unlocks ACH/bank transfer payments as a no-fee option.
  • Bank transfers are free for your clients, but the $3.99 processing fee is still charged to your business.

How to Enable Passing Fees

  1. Click Settings
  2. Click Payments
  3. Enable Pass Credit Card Fees to Clients
  4. Optional: Enable Bank Transfer Payments (ACH) as a fee-free method

Once enabled, credit card fees are automatically added to your client’s total when they pay with a card.

Key Notes You Should Take

  • This does not apply to inspections scheduled before enabling this feature
  • You can now enable or disable this on a per-inspection basis
  • Fees do not appear in your revenue metrics or accounting, they are not considered taxable revenue

What Your Clients See

Clients will have two options at checkout:

  1. Credit Card (fee applied)
  2. Bank Transfer (ACH) – fee-free for U.S. clients

For Canadian businesses, the fee-free option would be any payment method you accept outside of ReportWriter AI (e.g., cash, check).

Once the payment is processed, the fee appears on the invoice as “Technology Fee”.

This wording cannot be edited due to legal requirements.

Frequently Asked Questions

Q: What are the fees?

  • Credit Cards: 3.95% added to the client’s total
  • Bank Transfer: no fee for client; $3.99 fee for your business

Q: Why is it called a “Technology Fee”?

  • By law, we cannot label it as a “processing fee” or “credit card fee”
  • “Technology Fee” is a legally compliant term

Q: Why is there a fee for bank transfers?

  • Bank transfers are free for clients, but your processor charges a $3.99 fee to handle the payment

Q: Do I have to offer bank transfers if I pass on credit card fees?

  • No. You can disable ACH payments by unchecking the box under “Pass Credit Card Fees to Clients”

Q: Why do clients see a no-fee option?

  • Federal and state laws require a “no-fee alternative” when passing credit card fees
  • U.S.: ACH/bank transfer or external payment methods
  • Canada: any fee-free option outside ReportWriter AI

Q: Can I disable this feature for a single inspection or client?

  • Yes! You can manage it per inspection.

Q: What if the client paid cash or check?

  • The technology fee will appear on the invoice but is automatically removed from the total as a cash discount

Q: What if I refund a client?

  • Full refund: client gets the full tech fee back
  • Partial refund: client gets a proportional tech fee refund

This approach keeps your payment process transparent, legally compliant, and fair, while giving you the flexibility to protect your margins and offer a fee-free option for clients who prefer it.

Buy now, pay later options for your clients

What Is “Buy Now, Pay Later” (BNPL)?

BNPL gives your clients the flexibility to pay for your services over time instead of all at once. Unlike “Pay at Close,” which is generally limited to residential inspections, BNPL allows clients to spread out payments starting a month after the inspection.

This flexibility eases the financial burden during a busy home-buying process, encourages clients to consider additional services, reduces the hassle of chasing payments

How BNPL Works
1. Using BNPL is simple for your clients:

Choose BNPL at Checkout: Clients select a BNPL provider when paying.

Quick Approval: They complete a soft credit check by providing basic information to the BNPL provider. Approval is usually instant.

Payment Plan: If approved, the client selects a payment schedule, sometimes weekly, sometimes monthly depending on the provider and their credit health.

Payment to Your Company: The BNPL provider pays your company via Stripe, minus the BNPL fee.

Client Responsibility: The client agrees to the payment plan directly with the BNPL provider.

BNPL Fee – What It Costs

BNPL has a fee of 8% + $0.30 per transaction.

For example, if an inspection costs $450, the BNPL fee would be $36.30. This fee covers the payment processing through Stripe.

While fees exist, offering BNPL can increase bookings, revenue, and client satisfaction, making it often worth it.

When You Receive Your Funds

Funds are usually deposited within 1–2 business days, minus the BNPL fees.

Early-day payments may arrive the same day.

Payments made late in the evening, on weekends, or holidays will arrive the next business day.

Why Offer BNPL Payments?

BNPL gives clients breathing room when paying for services:
Many clients are already saving for a home purchase, so spreading payments eases financial stress.

Clients may book additional inspections or services when they can pay overtime.

You avoid the hassle of chasing down payments while still offering flexibility.

The BNPL fee is often lower than traditional “Pay at Close” fees from third-party vendors.

How to Enable BNPL Payments
Go to Settings
Click Payments
Check “Enable Buy Now Pay Later (BNPL)”
If you don’t see this option, disable Pass On Credit Card Fees (BNPL and pass-on fees cannot be enabled on the same inspection)
Choose whether to enable BNPL for all inspections or per-inspection
Click Affirm to finalize the BNPL provider setup

Once enabled:
Clients will see Pay Now or Pay Later options in the Client Portal.
If Pay Later is selected, they can choose from available BNPL options (currently, Afterpay is not available).

A note appears on the Online Scheduler indicating BNPL is available.

Pro Tip: If BNPL isn’t showing on an inspection, check that the Pass on Credit Card Fees option is disabled for that specific inspection.

Frequently Asked Questions
Q. Can I pass the BNPL fee on to the client?
No. Due to legal restrictions in some states, passing BNPL fees to clients could classify your business as a lender. We handle this compliance for you.

Q. Can BNPL be turned on only for certain services?

Not yet. BNPL can be enabled per-inspection but not per specific service type.

Q. Will BNPL affect my client’s mortgage or loan process?
No. The credit check is soft, so it won’t impact their loan approval. The BNPL account is reported to credit bureaus about 30 days after purchase.

Q. What if I see an Affirm error about shipping country?
Make sure the property address is listed as “US” in the Inspection Details (not “United States”).

Q. Do I need to disable pass-on credit card fees for all inspections to use BNPL?
No. You only disable it for inspections where clients choose BNPL. Other inspections can still use pass-on fees as usual. 

BNPL and pass-on fees cannot be active simultaneously for the same inspection.

BNPL is a powerful tool for giving clients financial flexibility, increasing your potential revenue, and avoiding the headaches of chasing payments. Just opt into the feature in ReportWriter AI and start offering it to your clients!

How to set up and use deferred payments

It is Important to note that deferred payments do not currently work with ACH (bank transfers).

Deferred payments allow your company to collect a client’s credit or debit card information without charging the card immediately. This gives clients flexibility to pay later while ensuring you’ll receive the payment once the scheduled time arrives.

To activate this feature, reach out via the support bubble, and a member of the ReportWriter AI Client Success team will enable it for your company.

Note: This is a company-wide setting, it will apply to all inspections, including previously scheduled inspections awaiting payment. It cannot be enabled on a single, one-off inspection.

Getting Started:

Once deferred payments are enabled by support, you can configure them in your account:

  1. Go to Settings > Payments
  2. Toggle on Allow Deferred Payment
  3. Set your default time to charge the card
  4. Optionally, enable Lock reports until payment has been run

Note That: Enabling deferred payments disables the “Pass on Credit Card Fees” option for your inspections.

Understanding Your Options

Charge at Time

  • This lets you decide exactly when the card will be charged.
  • Examples: “2 hours before the inspection” or “3 hours after the inspection.”
  • You can still add or remove fees before the charge runs.

Lock Reports Until Payment Has Been Run

  • Keeps reports locked until payment is successfully processed.
  • If unchecked, reports will unlock immediately upon publishing, even if payment hasn’t run yet.

Note: Deferred payments are only available for inspectors using built-in ReportWriter AI Payments.

How Using Deferred Payments Works

Once enabled:

  1. Clients enter their payment details in their client Portal just like a standard payment.
  2. On the Inspection Details page, you’ll see:
    • That the client’s payment method has been retained
    • When the card is scheduled to be run (in the Fees & Payments box)
  3. Before the scheduled time, you can:
    • Add or remove fees
    • Remove the card
    • Run the card manually early by clicking the “…” button in the Fees & Payments box
  1. Visual Indicators: Once a client enters their payment info, calendar and All Inspections page icons change from red to orange, showing a payment method is on file.

Why Should You Use Deferred Payments?

This tool allows you to:

  • Give clients more flexibility in paying for inspections
  • Make adjustments to fees before the card is charged
  • Have peace of mind, knowing payment is scheduled and secured

To have this feature turned on, simply reach out via the support bubble, and our client Success team will enable it for your account.

How to manually mark and inspection as “Paid”

Sometimes, your client might pay using cash, check, Venmo, Zelle, or PayPal. Basically, any method outside of ReportWriter AI.

 In these cases, you’ll need to manually mark the inspection as paid.

Doing this ensures:

  • The system recognizes the inspection as fully paid
  • The report is unlocked and ready for your client when you publish it
  • Your payment records stay accurate

Steps to Mark an Inspection as Paid

  1. Open the Inspection Details Page: Click on the inspection you want to update.
  2. Access the Fees & Payments Box: Click the three dots in the “Fees & Payments” section.
  3. Edit Payments: Select “Edit Fees & Payments.”
  4. Add a Received Payment: Click “+Received Payment.”
  5. Choose Payment Type: Use the dropdown menu to select the type of payment your client used.
  6. Enter Payment Amount: Fill in the amount received.
  7. Select Payment Date: Choose the date the payment was actually received.
  8. Add Notes (Optional): Enter any internal notes or client-facing notes if needed.
  9. Save: Click “Save” to finalize the payment entry.

That’s it! The inspection will now show as paid, your client can access the report, and your records are up to date.

Passing on credit card fees FAQs

If you’re thinking about passing credit card fees to your clients, here’s everything you need to know.

The Requirements Are

Before you start, make sure you meet these requirements:

  • Only available for businesses in the U.S. and Canada
  • Payments must be enabled in your account

All set? Let’s dive in 

Common Questions

Q: What are the fees?

  • Credit Cards: 3.95% added to your client’s total
  • Bank Transfer (ACH): No fee for your client; $3.99 fee for you

Q: Why is there a “Technology Fee” and where does it go?

  • Part of the fee goes directly to our payment processors
  • The remainder goes to ReportWriter AI as revenue

Q: Why is there a fee for bank transfers? I thought it was free.

  • Bank transfers are free for your clients, but your payment processor still charges a $3.99 fee
  • Part goes to the processor, part goes to ReportWriter AI

Q: Do I have to use bank transfers if I pass on credit card fees?

  • No! You can disable bank transfers by unchecking the Enable ACH Payments box below the “Pass credit card fees to clients” option

Once disabled, make sure you set your Supported “fee-free” Payment Methods text. By law, clients must have a no-fee payment option when you pass on credit card fees. If you don’t enter custom text, it defaults to:
“Pay via cash or check at the time of inspection.”

Q: Why do clients see a “no-fee” option?

  • Legal requirement: clients must always have a no-cost alternative
  • U.S.: ACH/bank transfer or any external fee-free method you accept (cash, check, etc.)
  • Canada: Any external fee-free method you accept (cash, check, etc.)

Note: For ACH payments, the client pays nothing, but the $3.99 processing fee is charged to you.

Q: Why is it called a “Technology Fee” and why can’t I change it?

  • Laws prevent using terms like “processing fee” or “credit card fee”
  • “Technology Fee” is legally compliant and widely understood
  • We are exploring better alternatives, but compliance comes first

Q: What if I need to refund my client?

  • Full refund: client gets the full technology fee back
  • Partial refund: client gets a proportional portion of the technology fee

This makes it crystal clear for you and your clients, while keeping your business compliant, professional, and fair.

Payment Instructions: How to take payment over the phone

Sometimes, a client would rather just read their card details to you over the phone and that’s completely okay.

With ReportWriter AI, you can securely enter their card information for them by using the Client Portal tied to that inspection. It’s quick, straightforward, and doesn’t interrupt your workflow.

Here’s how it works.

First, open the inspection by clicking on the inspection address. Once you’re on the Inspection Details page, look for the People section and select Client/Agent View. This opens the same portal your client would normally see.

From there, choose “Pay for your inspection”, then select “Pay via Credit Card.” While you’re on the call, simply enter the card details exactly as the client provides them and complete the payment.

Once the payment goes through, you can double-check that everything is settled by looking at the Fees & Payment section on the inspection. If it shows as paid, you’re all set.

Frequently Asked Question

Q. I recorded a cash payment earlier, but now the client wants to pay by credit card. I don’t see a way to fix this in the app. Why?

This is expected. Payments and fees can’t be edited from the mobile app. To update or remove a payment, you’ll need to open ReportWriter AI on the web and make the change there.

Once you’re on the web version, you’ll be able to adjust the fees or payment method without any issues.

How to take a split payment (Without ReportWriter AI payments)

Sometimes one person isn’t paying for the inspection alone.

Maybe the client is splitting the cost with a family member, or an agent is covering part of it.
Or maybe the client just wants to use more than one card.

If you’re using ReportWriter AI Payments, this is easy, you can use Multi-Party Payments to handle everything cleanly. If that’s you, check out the Multi-Party Payments guide for the best experience.

But if you’re not using ReportWriter AI Payments, don’t worry. There’s still a simple workaround that lets you collect split payments without stress. This guide walks you through exactly how to do that.

Important to know: Multi-Party Payments are only available to ReportWriter AI Payments users. Everything below is a workaround for companies not using ReportWriter AI Payments.

Taking a Split Payment by Adjusting the Inspection Fee

The idea here is simple: you temporarily adjust the inspection fee to match what each person is paying, one payment at a time.

Start by opening the inspection so you’re on the Inspection Details page. Inside the Fees & Payments section, you’ll edit the total amount to reflect the first payment.

For example, if the inspection costs $400 and the client wants to pay using two cards, you would first change the fee to $200 and save it. At that point, the first payment can be made either by the client paying online or when you enter the client’s card details through their View.

Once that first payment goes through, return to the Fees & Payments section and edit the amount again, this time changing it back to the full inspection price. 

Save your changes, then collect the second payment to cover the remaining balance.

And that’s all. 

If more than two cards are being used, just repeat the same process. You can adjust the fee to match whatever amount needs to be charged each time.

Creating a Separate Invoice for a Third Party (Without ReportWriter AI Payments)

If you don’t just want a split; you want a completely separate invoice for another person, like an agent or partner and  you’re using ReportWriter AI Payments, Multi-Party Payments handles this automatically. If not, the most practical workaround is to create a separate inspection specifically for the third party.

You’ll create a new inspection that includes only the service they’re paying for. Add the third party as the client on that inspection, confirm it as usual, and ReportWriter AI will send them an email with access to the Client Portal.

From there, they can view the invoice and pay online just like a normal client. 

Once payment is completed, you’ll have a clear record of the transaction for your books.

It’s a few extra steps, yes, but it works reliably and keeps everything documented.

Using the “Share Details” Button

If one person is paying for the entire inspection and you’re not using ReportWriter AI Payments, the fastest option is often the Share Details button.

This sends the payer an email with a link to the Client Portal, where they can submit payment directly.

Just keep this in mind: the Client Portal gives access to everything related to the inspection; invoice, agreements, and the final report. 

If you don’t want the third party to see all of that, this option may not be the right fit.

Taking Payment Over the Phone

If the third party doesn’t need a separate invoice and is comfortable sharing their card details, you can also take payment over the phone.

This is often the simplest option when speed matters and privacy isn’t a concern.

Frequently Asked Questions

Can this workaround be used for subscription payments?
No. Split payments are only supported for inspection payments. Subscription payments cannot be split using this method.

Why isn’t there a built-in split payment feature?
There is. And it’s called Multi-Party Payments. You’ll have access to it if you’re using ReportWriter AI Payments.

How to have an agent or 3rd party for an inspection

There are scenarios where the person paying for the inspection isn’t the client. It could be the buyer’s agent, the listing agent, the seller, or even a family member helping out. When that happens, ReportWriter AI gives you a couple of flexible ways to collect payment without turning it into a headache.

There are two simple approaches. Which one you choose depends on whether the third party should have access to the inspection report or not. 

Let’s walk through both so you can decide what works best for you and your client.

Option A: Share the Payment Link by Email

This is the quickest option when the third party is allowed to see the report.

From the inspection’s details page, you can send an email that includes a secure link to the Client Portal. That portal is where payment happens and where the final report lives once it’s published.

Important Note: Anyone who receives this email will have access to the Client Portal. That means they’ll be able to view the invoice and the final inspection report.

Because of this, it’s always a good idea to confirm with your client first. Some clients are perfectly fine with their agent or family member seeing the report. Others are not.

If you’re clear to proceed, open the inspection, use the “Share Details” option in the Emails section, enter the recipient’s email, and send it. Also make sure the “Sign & Pay” button stays in the message because that’s the link the third party will use to pay.

Option B: Create a Separate Inspection for the Third Party

If the third party should not have access to the report, this is the safer route.

Instead of sharing the original inspection, you’ll create a new one specifically for the person who’s paying. This lets you collect payment without exposing your client’s report or documents.

You’ll set up the inspection as usual; same date, time, and address but list the agent or third party as the client on this version. 

You can select the relevant service or enter a manual fee, then save the inspection.

Once that’s done, the third party will receive their own payment request and can pay online without ever seeing the original client’s inspection report.

Which Option Should You Use?

  • Use the shared payment link if the third party is allowed to see the report.
  • Create a separate inspection if privacy matters and the report should stay with the client only.

Both options work smoothly inside ReportWriter AI. It just comes down to what makes everyone comfortable.

Refunds and Disputes: How to issue a partial refund for card payments

Sometimes you don’t need to refund the full amount. If you’re using ReportWriter AI Payments, issuing a partial refund is totally possible and very manageable once you know the flow.

This guide will show you:

  • How to issue a partial refund
  • How to balance the invoice afterward
  • What happens to processing fees
  • What your client should expect next

Important Things to Know First

  • Refunds can only be processed inside ReportWriter AI if the original payment was made through ReportWriter AI.
  • Credit card and ACH (bank transfer) payments can be partially refunded inside the platform.
  • Cash, check, or any external payments must be refunded outside ReportWriter AI.

After issuing a partial refund, you’ll also need to adjust the invoice total, so the inspection doesn’t look like it’s still unpaid. Don’t worry, we’ll walk through that step-by-step.

Step 1: Issue the Partial Refund

  1. Open the inspection you want to refund
  2. Go to the Inspection Details page
  3. Click the three dots in the Fees & Payments section
  4. Select “Edit Fees & Payments”
  5. Click “Refund”
  6. Enter the amount you want to refund
  7. Click “Issue Refund”

Once done, you’ll be taken back to the Inspection Details page.

Step 2: Balance the Invoice (Very Important)

This step ensures the inspection shows as paid in full, not partially unpaid.

  1. Click the three dots in the Fees & Payments section again
  2. Select “Edit Fees & Payments”
  3. Click “+ Manual Fee”
  4. Add a NEGATIVE line item for the exact same amount you refunded
  5. Click “Save”

When this is done correctly, the Fees & Payments box will turn green, which means everything is balanced and settled.

What Happens to Processing Fees?

Partial refunds don’t remove the entire processing fee only a proportional amount is refunded.

Here’s a simple example:

  • Original charge: $100
  • Original fee: $3.65 (3.25% + $0.40)
  • Refund issued: $10 (10% of the charge)

Because you refunded 10% of the charge, 10% of the fee is also refunded:

  • Fee reduction: $0.37
  • New total fee: $3.28

This is different from charging $90 outright, which would have a lower fee. Partial refunds adjust fees proportionally, not as a brand-new transaction.

One Fee Note You Shouldn’t Miss

If you pass credit card fees on to your client, the refund will include the full 3.95% fee.
The 3.25% + $0.40 rate applies only when you are not passing fees to clients.

When Will the Client See the Refund?

Most partial refunds appear in the client’s account within 3–5 business days, depending on their bank.

If a client says they haven’t received it:

  • First, confirm the refund was successfully processed
  • Provide them with a refund reference number (ReportWriter AI support can help with this)
  • The client may also need to contact their bank for final confirmation

How to issue a refund for credit card payments

If you’re using ReportWriter AI Payments, issuing a refund is simple and doesn’t require jumping between tools. 

Everything is done directly from the inspection page, so nothing gets confusing or misplaced.

This guide walks you through how to issue a full refund, what to expect after, and answers the most common questions inspectors usually have.

A Quick Thing to Know First

Refunds can only be processed inside ReportWriter AI if the original payment was also made through ReportWriter AI.

  • Credit card payments are refundable inside ReportWriter AI
  • ACH (bank transfer) payments are refundable inside ReportWriter AI
  • Cash, check, or other external payments must be refunded outside the platform

Also important: Always issue refunds from the Inspection Details page, not directly from Stripe or any other payment processor. This keeps everything properly tracked.

How to Issue a Refund in ReportWriter AI

Issuing a full refund only takes a few steps:

  1. Open the inspection you want to refund
  2. Go to the Inspection Details page
  3. Click the three dots in the Fees & Payments section
  4. Select “Edit Fees & Payments”
  5. Click “Refund”
  6. Double-check the refund amount
  7. Click “Issue Refund”

Once this is submitted, the refund begins processing immediately.

Frequently Asked Questions

Q. How long does it take for the refund to reach the client?

This depends on the client’s bank, but most refunds show up within 3–5 business days.

Q. My client paid with a check. How do I refund them?

Since the payment didn’t go through ReportWriter AI Payments, you’ll need to refund them outside the platform. For example via cash, bank transfer, Venmo, Zelle, or any method you prefer.

Q. If I cancel an inspection, does the refund happen automatically?

No. Canceling an inspection does not automatically issue a refund.
You’ll need to manually issue the refund either before or after canceling.

Q. I refunded the wrong amount. Can I stop or reverse it?

Unfortunately, once a refund has been issued, it cannot be canceled or stopped.
If a mistake happens, you’ll need to contact your client and arrange a new payment.

Q. My payout is lower than expected. Why?

When a refund is issued, Stripe tries to deduct the refunded amount from any pending payouts.

Example:

  • You were set to receive $500
  • You refunded $200
  • Your payout becomes $300

If there are no pending payouts, the refund amount will be deducted directly from your connected bank account.

Q. How can I avoid covering processing fees on refunds?

Processing fees are usually non-refundable. To protect yourself:

  • Exclude non-refundable fees when calculating refunds
  • Clearly explain your refund policy in your service agreement

Q. What if I need to issue a partial (proportional) refund?

For partial refunds, ReportWriter AI processes a proportional part of the transaction fee.
Just be sure to account for fees when deciding the final refund amount.

Q. What if my client’s card has been canceled?

No worries. In most cases, the card issuer will redirect the refund to:

  • A linked bank account, or
  • A replacement card

If there’s any confusion, advise the client to contact their card issuer directly.

How to issue a refund for bank transfers

Refunding a bank transfer (ACH) works almost the same way as refunding a credit card payment in ReportWriter AI. The only real difference is “timing” 

Bank transfers take a little longer to fully process behind the scenes, so you’ll need to wait until the payment has fully settled before the refund option becomes available.

Even though you may see the money paid out to you within 2 business days, ACH payments typically take about 4 business days to fully settle and become refundable.

When Can You Refund a Bank Transfer?

You can only issue an ACH refund after the payment has fully settled.

Once it’s ready:

  • The Refund button will become active
  • You’ll see an orange “Refund” button next to the payment

Always wait for the payment to settle before attempting a refund to avoid errors or delays.

How to Issue an ACH Refund in ReportWriter AI

Once the payment is settled, follow these steps:

  1. Open the inspection you want to refund
  2. Go to the Inspection Details page
  3. Click the three dots in the Fees & Payments section
  4. Select “Edit Fees & Payments”
  5. Click “Refund”
  6. Confirm the refund amount
  7. Click “Issue Refund”

And that’s all, the refund will be sent back to your client’s bank.

Get Notified When the Payment Is Ready to Refund

If you do not want to keep checking back, then, on Inspection Details page, go to the Internal section and check the box to receive a notification when the bank transfer successfully hits your account

This way, you’ll know exactly when the refund can be processed.

Frequently Asked Questions

Q. I don’t see the refund button. What’s going on?

This usually means the client paid via bank transfer (ACH) and the payment hasn’t fully settled yet. ACH payments take longer to clear, so you’ll need to wait until settlement is complete.

Q. I need to cancel an inspection, but the bank transfer hasn’t cleared yet. Can I still do that?

Yes, you can.

You have two options:

  • Option 1 (easier): Issue the refund first, then cancel the inspection while it’s still on your calendar
  • Option 2: Cancel the inspection first, then open it from your inspection list later and issue the refund once the payment clears

Both approaches work.

Q. I’m getting an error that says the payment is “too old” to refund. What does that mean?

Stripe only guarantees that refunds will behave as expected within 90 days of the original payment.

After 90 days:

  • Banks may struggle to send the funds back correctly
  • The client may have closed or changed their bank account
  • Some banks may issue a paper check instead

If you need to refund a bank transfer after 90 days, the best option is to refund the client outside of ReportWriter AI(for example, by check or another agreed method).

Q. Will I be charged an extra fee to refund a bank transfer?

No, you will not be charged an additional ACH refund fee.

However, the original ACH processing fee is not returned, even if the payment is refunded. This means the original transaction fee still applies.

How to handle a dispute

A dispute happens when a client contacts their bank and asks them to reverse a charge on their card or account.

Once that happens:

  • The bank immediately pulls the payment back from your balance.
  • A separate dispute fee is also applied by the card network.
  • The bank then opens a formal investigation to decide who’s right.

Disputes can feel scary at first. But the good news is, you can handle everything directly inside ReportWriter AI.

A quick but important clarification

ReportWriter AI does not decide dispute outcomes.
All dispute decisions are made by the client’s bank.

What we do is help you respond properly by automatically gathering helpful evidence for you.

Here’s what we prepare on your behalf:

  • Type of service provided
  • Inspection date and time
  • A direct link to the report
  • Access logs showing when the client viewed the report (including IP address)
  • Emails sent to the client
  • Client’s name, email address, and billing address

You can then review and submit this information to the bank.

How to Handle a Dispute in ReportWriter AI

Step 1: Open the dispute

On the inspection details page, click “Handle Dispute.”

Step 2: Review the details

You’ll see more information about the dispute on the next page.

Before taking any action, we strongly recommend reaching out to your client first.
Many disputes are accidental, sometimes the client simply didn’t recognize the charge.

Step 3: Submit your evidence (if needed)

If you believe the charge is valid, you can submit evidence using the form provided.

This may include:

  • Screenshots of texts or emails outside ReportWriter AI
  • Signed agreements
  • Scheduling records
  • Payment confirmations
  • Any other documents that support your case

Once submitted, all evidence is sent directly to Stripe and the client’s bank.

Important Note: Evidence can only be submitted once. Make sure everything is ready before you send it.

A quick note about ACH (Bank Transfer) disputes

ACH bank transfer disputes are final.
There is no appeal process for these types of disputes.

If an ACH payment is successfully disputed, you’ll need to work directly with the client to resolve it outside the platform.

What happens if you do nothing?

If you don’t submit evidence before the dispute deadline:

  • The bank will move forward without your input
  • The ruling will likely be in the client’s favor

This can happen even if the client later says they withdrew the dispute, so it’s always best to submit your evidence.

Dispute resolutions can take time. According to Stripe, it may take up to 75 days after evidence is submitted for a final decision.

Frequently Asked Questions

Q. Can I issue a refund instead of dealing with the dispute?

Unfortunately, no.
Once a dispute is opened, it cannot be canceled from our side. The client must cancel the dispute directly with their bank. Alternatively, you can submit evidence and wait for the bank’s decision.

Q. My client wants to cancel the dispute and pay another way. What should I do?

The client needs to cancel the dispute with their bank first.

Once that’s done:

  • You can refund the original card
  • The client can then pay using a different card

Q. My client said they didn’t recognize the charge on their statement. How can I prevent this?

You can customize your statement descriptor in your Stripe account.
This controls how your business name appears on client bank statements and helps prevent confusion.

Q. Why did the dispute rule in the client’s favor even though I submitted evidence?

ReportWriter AI does not influence dispute outcomes.
We simply pass your evidence to Stripe, who forwards it to the client’s bank. The bank makes the final decision.

Anyone can initiate a dispute through their bank even by mistake. That’s why reaching out to the client early can often resolve things faster.

Q. Can I submit more evidence after I’ve already sent some?

No.
Evidence can only be submitted once, before the deadline. Once submitted, it’s immediately sent to the bank and cannot be edited or added to.

Q. I lost a dispute but don’t remember seeing any notification. Why?

If the dispute notification came through the in-app chat bubble, the original alert was likely sent there as well.

To avoid missing future notifications, you can switch to email notifications under:
Settings, Payments

Q. Who can initiate a dispute?

Either the client or their bank can start a dispute.
If your client says they didn’t initiate it, advise them to contact their bank directly, banks sometimes open disputes on behalf of clients.

Q. Why didn’t I get a chance to submit evidence? The payment was already refunded.

ACH (bank transfer) disputes are final and cannot be appealed.
If a client successfully disputes an ACH payment, you’ll need to work with them directly to resolve it.