Payment methods
Payment methods are saved cards or bank accounts that Stripe holds on file for each client. They’re what enables auto-pay on recurring schedules and one-click checkout on regular invoices.
Where to manage them
Open Billing from the sidebar, then click Payment Methods. Pick a client from the dropdown at the top — the list below shows every payment method on file for that client.
| Element | Notes |
|---|---|
| Client picker | All clients you have access to, alphabetical |
| Empty state | ”Select a client” — until you pick one |
| Method list | Each method shows: brand (Visa, Amex, Bank), last 4, expiry, and a Default badge |
You can also reach the same list from a client’s profile, in the Billing tab.
[Screenshot: Payment methods page with client picker]
Who can add a method
| Path | Who |
|---|---|
| Firm-side (this page) | Anyone with Edit billing permission — typically you, on the client’s behalf |
| Client-side | The client themselves, from their portal |
Most cards land via the client portal — clients prefer to enter their own details. But you can do it for them if you have their card in hand (for example, they’re sitting across from you in the office). The form is identical in both places.
Adding a method for a client
- Pick the client.
- Click + Add payment method.
- Fill in the form:
- Card — number, expiry, CVC, ZIP
- ACH — bank-linked or manual routing and account numbers
- Optionally check Make this the default.
- Click Save.
Stripe holds the card or bank details securely. Assure Pro stores only the brand, last 4 digits, and expiry — enough to show the method in the list. The method appears in the client’s list right away.
Setting a default
The default method is the one auto-pay uses. Each client has zero or one default.
- The first method you add automatically becomes the default.
- For subsequent methods, check Make default at the time of adding, or click Set as default on the row later.
- The Default badge shows next to the chosen method.
If the default expires or is removed, auto-pay falls back to whatever method is currently the default. If there’s no default, auto-pay is off until a new one’s added.
Removing a method
Click Remove on a row. A confirmation appears:
Remove this payment method? Auto-pay will no longer use it. The client can re-add it from their portal anytime.
Confirming detaches the method from the client. Assure Pro can no longer charge against it. (Stripe retains its own tokenized record for fraud prevention, but that’s invisible to your firm.)
If the removed method was the default and no other default exists, auto-pay schedules for this client stop charging automatically. They keep generating invoices — the client just has to pay them by hand.
How payment data is stored
| What | Where |
|---|---|
| Full card number | Stripe — never touches Assure Pro |
| CVC | Stripe (and Stripe doesn’t keep it either) |
| Expiry, brand, last 4 | Assure Pro — so we can render the list without calling out to Stripe |
| Billing address | Assure Pro (used for address verification on each charge) |
Because Assure Pro never sees full card numbers, your firm stays out of PCI scope for storage — Stripe handles that for you. You can show the client’s payment method in the UI without ever holding card data.
Catching up on past invoices when a client saves a card
When a client adds their first payment method, Assure Pro offers to charge them for any recent unpaid invoices.
- Window — the last 90 days
- Eligible invoices — Sent, Viewed, Partially paid, or Overdue on engagements with auto-pay turned on
- What the client sees — “We found N unpaid invoices — pay all now?” with one confirmation
See Payments & refunds for the full flow.
When a charge fails
If a charge against a saved method is declined (card declined, insufficient funds, expired):
- The invoice stays Sent or Overdue.
- Assure Pro retries on day 1, day 3, and day 7.
- After 3 retries fail, the client gets an email asking them to update their payment method.
- The invoice surfaces in the Failed queue on the Invoices tab.
The Failed queue is a placeholder in V1 — the retries do happen, but the queue count stays at 0 for now. To find failed charges today, open an invoice and look at its Activity log.
ACH timing
ACH payments take 3–5 business days to clear. The charge starts as Processing, then either completes or fails 3–5 days later.
This affects when invoices flip to Paid:
- Card → instant
- ACH → 3–5 business days
Auto-pay won’t retry an ACH charge until the bank confirms failure — so a failed ACH may take a week to surface in retries.
Audit trail
Every action on a payment method lands on the client’s activity timeline:
- “Jane Chen added Visa ending 4242 for Patel Family”
- “Card ending 4242 removed”
- “Card ending 4242 set as default”
This shows in the client’s activity feed and, if your firm has the activity log enabled, in Settings → Activity log.
Permissions
| Action | Permission |
|---|---|
| View payment methods | View billing |
| Add a method on the client’s behalf | Edit billing |
| Remove a method | Edit billing |
| Set the default | Edit billing |
| Client adds via portal | The client’s own portal access — no firm-side check needed |
Next
- Recurring schedules — what auto-pay actually drives.
- Payments & refunds — what happens when a saved method is charged.
- Client portal billing — what clients see when they save a card themselves.