How to Use Payment Requests in BakeSmart

How to Use Payment Requests in BakeSmart

Overview

Payment Requests in BakeSmart allow your bakery to collect payments online by sending customers a secure payment link directly from the App. This workflow is commonly used to collect deposits, remaining balances, or full payment when a customer is not paying in person.

Until payment is completed, the order remains in Quote status. Once payment is submitted, it is applied automatically and the order updates without additional staff action.

Before You Begin

Every Payment Request requires a customer profile with an email address.

BakeSmart allows customer profiles to be created with either a phone number or an email address, but an email is required to send a Payment Request.

💡 Best practice: Collect both a phone number and email for easier communication.

How to Send a Payment Request

Step 1: Start or Open an Order

1. Select or create a customer profile.
2. Choose the pickup date, time, and location.
3. Build the order as normal.

⚠️ If the customer profile does not contain an email address, you will not be able to send a Payment Request.

Step 2: Open the Payment Screen

1. From the order, click Process Payment.
2. Select Payment Request as the payment method.

This opens the Payment Request screen.

Step 3: Review the Payment Request Details

The Payment Request screen displays:

• Recipient Email Address
• Amount
• Expiration Date (default: 7 days)

If the email field is blank, return to the customer profile, add an email address, then return to the payment screen.

Step 4: Set the Payment Amount

In the Amount field, enter the exact amount you want to collect. This may include:

• A deposit
• A partial payment
• The full order balance

The amount entered here is what the customer will see when they open the secure payment link.

Step 5: Review or Update the Recipient Email Address

The email field automatically pulls from the customer profile.

You may:

• Use the email shown
• Edit the email for this Payment Request only
• Correct any typos before sending

💡 Editing the email here does not update the customer profile.

Step 6: Review or Adjust the Expiration Date

• Payment Requests default to 7 days
• You may override the expiration date if needed

If a Payment Request expires before payment is made, it must be resent.

Step 7: Send or Copy the Payment Request

You have two options:

• Send Payment Request
  Sends the secure payment link directly to the customer by email.
• Copy Link
  Copies the payment link so it can be shared using an external email or communication method.

Once the link is sent or shared, the customer may complete payment immediately.

What Happens After the Customer Pays

When the customer completes payment:

• The payment is applied directly to the order
• The order balance updates automatically
• The Payment Request shows as Completed
• The order can proceed normally

No manual payment entry is required.

How to Resend a Payment Request

If a customer cannot find the original email or the request expires, you may resend it.

Option 1: Resend from the Order

1. Open the order.
2. Select Process Payment.
3. Choose Resend Payment Request.
4. Review the email address and expiration date.
5. Send the updated request.

Option 2: Resend from the Orders Dashboard

1. Go to the Orders tab on the Dashboard.
2. Open the Payment Requests tab.
3. Locate the request you want to resend.
4. Click Resend.
5. Confirm the email address and expiration date.

A new payment link will be sent.

Order Status Notes

• Orders with an open Payment Request remain in Quote status
• An order becomes active when:
  • Payment is completed, or
  • Staff manually submits the order without payment

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Keywords

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