Payments in eCourtDate let you track and manage every financial transaction associated with your cases, events, and clients, giving your agency a complete picture of outstanding balances, collected funds, and payment history.

### Overview

- **What it is:** A payment management system that lets you create payment records, generate shareable payment links for online collection, send automated reminders and confirmations, and export financial data for reporting and auditing.
- **Why it matters:** Tracking payments manually across spreadsheets and paper records leads to missed payments, inaccurate balances, and audit complications. Centralized payment management ensures every transaction is recorded, linked to the correct client and case, and easy to report on.
- **Who uses it:** Administrators, clerks, and financial staff who manage fines, fees, restitution, bail, or other court-related payments.
- **Expected outcomes:** Accurate payment tracking, faster online collection through shareable links, reduced missed payments through automated reminders, and streamlined financial reporting.

### Prerequisites

- Admin or staff role with access to **Payments**
- Payment processing configured in **Settings** > **Payments** (payment gateway credentials, accepted payment methods)
- Client and case records created for the parties associated with payments
- Email or SMS messaging configured if you plan to send automated payment reminders

### How-To Steps

#### Step 1: Access the Payments Dashboard

1. Click **Payments** from the top navigation.
2. The dashboard displays all payment records with their current status, amount, associated client, and due date.
3. Use the filters at the top to narrow results by status (pending, paid, overdue, canceled), amount range, client name, or date range.

#### Step 2: Create a New Payment Record

1. Click **Create Payment** in the upper-right corner.
2. Enter the payment details:
   - Select the **Client** from the dropdown.
   - Select the associated **Case** and/or **Event** (optional but recommended for accurate linking).
   - Enter the **Amount** due.
   - Set the **Due Date**.
   - Select the **Payment Type** (fine, fee, restitution, bail, or other).
   - Add any **Notes** for internal reference.
3. Click **Save** to create the payment record.

#### Step 3: Generate a Payment Link

1. Open an existing payment record by clicking on it from the dashboard.
2. Click **Generate Payment Link**.
3. The system creates a unique, secure URL that the client can use to pay online.
4. Copy the link to share it manually, or proceed to send it via an automated message.

#### Step 4: Send Payment Reminders

1. From the payment record, click **Send Reminder**.
2. Select the delivery channel: **SMS**, **Email**, or both.
3. Choose a message template or write a custom message. The payment link is automatically included.
4. Click **Send** to deliver the reminder immediately.
5. To set up recurring reminders, navigate to **Automations** > **Workflows** and create a workflow triggered by payment due dates.

#### Step 5: Record a Payment

1. When a payment is received, open the payment record from the dashboard.
2. Click **Record Payment**.
3. Enter the amount received, payment method (online, cash, check, money order), and the date received.
4. Click **Save**. The payment status updates automatically based on the amount received versus the amount due.

#### Step 6: Send Payment Confirmations

1. After recording a payment, click **Send Confirmation** from the payment record.
2. Select the delivery channel and template.
3. The confirmation includes the payment amount, date, and remaining balance (if applicable).

#### Step 7: Export Payment Data

1. From the **Payments** dashboard, apply any filters you need for your report.
2. Click **Export** in the upper-right corner.
3. Select the export format (CSV or PDF).
4. The export includes all visible payment records with their details, statuses, and associated client and case information.

### What to Expect

Payment records update in real time as transactions are processed. Online payments made through shareable links are recorded automatically and trigger confirmation messages if configured. The dashboard provides a running view of your agency's financial activity, and exported reports include all the data needed for auditing and reconciliation.

### Best Practices

- Link every payment to both a client and a case so financial records are traceable and auditable.
- Set up automated payment reminders through workflows to reduce the number of overdue payments.
- Generate payment links for every outstanding balance so clients have a convenient way to pay online.
- Export payment data monthly for reconciliation with your agency's financial systems.
- Use descriptive notes on payment records to document special circumstances (payment plans, waivers, adjustments).

### Frequently Asked Questions

**Q: Can clients make partial payments through the payment link?**
A: Yes. The payment link allows clients to enter any amount up to the full balance. Partial payments are recorded, and the remaining balance updates automatically.

**Q: How do I set up a payment plan for a client?**
A: Create multiple payment records with staggered due dates for the same case and client. Each record represents one installment. You can set up automated reminders for each due date through a workflow.

**Q: Are payment links secure?**
A: Yes. Each payment link uses a unique, encrypted URL that connects directly to your configured payment gateway. Client payment information is processed securely and is not stored in eCourtDate.

**Q: Can I void or refund a payment?**
A: Yes. Open the payment record, click the three-dot menu, and select **Void** or **Refund**. Voiding removes the payment from the balance calculation. Refunds process through your payment gateway and update the record accordingly.

**Q: How long do payment links remain active?**
A: Payment links remain active until the payment is made in full or you manually deactivate the link from the payment record. You can set expiration dates on links if needed.

### Troubleshooting

**Issue:** Payment link returns an error when the client tries to pay.
**Symptoms:** The client reports seeing an error page or "payment could not be processed" message when clicking the link.
**Solution:**
1. Verify your payment gateway credentials are current in **Settings** > **Payments**.
2. Confirm the payment record is still active and has an outstanding balance.
3. Test the link yourself to reproduce the error.
4. Check the **Activity Log** for gateway-specific error codes and contact your payment processor if needed.

**Issue:** Automated payment reminders are not being sent.
**Symptoms:** Clients with overdue payments do not receive reminder messages.
**Solution:**
1. Verify the workflow or auto message responsible for reminders is active in **Automations** > **Workflows**.
2. Confirm the client has a valid phone number or email address on file.
3. Check the messaging channel status in **Settings** > **Messaging** to ensure SMS or email delivery is functioning.

### Related Articles

- [How to Create Workflows](/how-to-create-workflows)
- [How to Create Message Templates](/how-to-create-message-templates)
- [How to Manage Automations](/how-to-manage-automations)