Why use mobile payments
- Get paid at the moment of completion instead of chasing invoices later.
- Improve cash flow while giving customers modern payment options.
- Trigger receipts, job completion emails, and accounting sync.
Set up once
- Install the Toolfy mobile app (or PWA) and sign in with your technician credentials.
- Ensure Stripe is connected in Settings → Payments and that at least one reader is provisioned under Stripe Terminal.
- Pair the reader via Bluetooth (Stripe M2) or plug it in via USB-C if using the WisePOS E.
- From the job screen, tap `Take payment`, select card reader or manual entry, and follow the on-screen prompts.
Payment methods
Card reader
- Supports chip, tap-to-pay, and Apple/Google Pay via Stripe Terminal readers.
- Customers review totals on your device or the reader screen before approving.
- Tips and surcharges can be toggled on per job if enabled in Stripe.
Manual card entry
- Use when a card is damaged or the customer pays remotely.
- Requires CVV and billing postcode—Stripe applies higher fees for card-not-present transactions.
- Toolfy flags the payment as `Manually keyed` for easy reconciliation.
Other methods
- Mark as cash, bank transfer, or cheque directly from the job so records stay complete.
- Attach proof (photo of bank confirmation or signed receipt) straight from mobile.
- Outstanding balance updates immediately across web, mobile, and customer portal.
On-site flow
- Complete the job checklist and tap `Take payment`.
- Choose the payment method. For readers, hand the device to the customer to tap or insert their card.
- Once approved, Toolfy marks the invoice as paid, sends a branded receipt, and logs the payment in Stripe.
- Need another payment later? Split payment keeps the remaining balance visible for follow-up.
Best practices
- Charge a small £1 test transaction when issuing new readers to field staff so they know the flow.
- Keep a portable battery pack in the van—readers work all day but a backup avoids surprises.
- Remind customers that receipts arrive by email/SMS—no paper required.
- If customers prefer remote payments, send a pay link from the job screen instead of taking card details over the phone.
Troubleshooting
Reader not connecting
Verify Bluetooth is on, the reader is charged, and it shows in the Stripe Terminal section. Forget/re-pair if needed. WisePOS E may need a restart (hold power for 3 seconds).
Payment declined
Provide the decline code from the Toolfy toast; ask the customer to try another card or complete the payment via emailed link.
Manual entry unavailable
Admins can enable or disable keyed entry under Settings → Payments. Ensure your role has permission.