Search setup, billing, email, SMS, Stripe, PayPal, invoice payments, onboarding, and troubleshooting guidance for FlowMotive businesses and their customers.
Start here after searching. This section explains how the Help Centre is organised, what FlowMotive is, who it fits best, and how a rollout usually begins.
Start with search, then jump into setup, billing, invoices, messaging, Stripe, PayPal, or troubleshooting. The articles are written for businesses using FlowMotive and customers who receive invoice links.
FlowMotive is a business operations platform built for repair businesses, appointment services, and field-service teams that need day-to-day workflow, invoicing, customer history, and communication to stay connected.
FlowMotive fits teams replacing scattered tools with a calmer operational flow. It works best when the business wants a clearer daily system before adding more complexity.
Most teams start by choosing the right workflow mode, narrowing the visible modules, shaping branding and billing defaults, then launching into the core daily operating view first.
FlowMotive supports tenant subscription billing separately from customer invoice payment collection. This section helps businesses understand where those workflows start and what the next step usually is.
Tenants usually start their subscription from the Billing page once self-serve checkout is ready for that workspace.
After a subscription is active, Stripe tenants can use the billing portal while PayPal tenants manage the approved recurring payment in PayPal. FlowMotive keeps renewal status synchronised for both.
If checkout is not ready, payment fails, or a tenant needs help understanding trial or renewal behaviour, the Billing page should guide them toward the next action or support path.
FlowMotive keeps the payment path clear: open the invoice, review the amount due, choose the payment method, and use the invoice reference if paying manually.
Businesses may send a FlowMotive invoice by email, SMS, or direct link. Opening it takes the customer to the secure public invoice page.
The invoice page shows the total, any amount already paid, the remaining balance, and the payment reference for bank transfer or PayID.
Depending on the business setup and its selected Stripe or PayPal provider, the customer may see provider checkout, eligible wallets, bank transfer, or PayID.
If Online Pay Now is enabled, the customer completes the selected provider’s secure checkout and then returns to the invoice page.
If paying by bank transfer or PayID, the customer should use the invoice reference exactly as shown so the business can match the payment correctly.
After payment, the invoice can show paid in full, deposit paid, or an updated remaining balance depending on the business workflow.
Available options depend on how the business has configured payments. FlowMotive supports both secure online checkout and manual-payment guidance.
Each workspace selects one primary online provider. The public invoice shows the checkout options supported by that provider and the customer’s eligibility.
Some businesses prefer or also offer manual payment options. FlowMotive can show the payment reference together with bank and PayID details on the invoice page.
Businesses can ask for a deposit first, then collect the remaining balance later. The invoice page reflects progress clearly so the customer knows what is still due.
This is the plain-English checklist for the biggest launch confusion: provider test or sandbox mode, customer invoice payments, tenant subscription billing, and payment status sync are related, but they are not the same setup.
FlowMotive has two payment jobs: customers paying a business invoice through the workspace’s selected provider, and tenants paying FlowMotive for their subscription. They are configured and checked separately.
The selected Stripe or PayPal provider must use live credentials and a live-ready merchant account before real customer payments can complete.
Online Pay Now is controlled by both the tenant payment setup and the individual invoice. If either is off, the public invoice should fall back to manual payment instructions.
The selected provider sends payment events back to FlowMotive through its webhook. The invoice page can also refresh payment status, but provider confirmation is the reliable source for marking online payments paid.
These are the questions most businesses end up answering when they first roll out public invoice payments.
Some businesses use deposit-first billing. In that case, the invoice will ask for the deposit now and then show the remaining balance for later payment.
With PayPal selected, eligible wallet buttons appear only when the merchant setup is ready and the customer’s device, browser, and account meet the provider requirements.
They should use the bank or PayID details shown on the invoice and include the payment reference exactly as displayed so the business can match the payment correctly.
The customer can refresh the invoice page after a moment. If the payment still looks wrong, the business that issued the invoice is the best contact for invoice-specific support.
Refunds depend on the payment path the business used. Provider-backed payments should be reviewed through the invoice payment history and the selected Stripe or PayPal provider workflow available to the business.
The customer may return from checkout before the updated payment status finishes syncing back into the invoice view. Refreshing the invoice after a short moment usually resolves this.
Manual transfers and PayID payments should always include the invoice reference. Staff then confirm the funds arrived and reconcile or update the invoice inside admin.
Messaging is a practical part of the platform, so support material should explain how reminders, invoice SMS, replies, and failed sends are expected to behave.
FlowMotive can support appointment reminders, invoice SMS, quote SMS, and manual customer messaging depending on the tenant setup.
Replies can flow back into communication timelines and Crazytel review workflows so the team can see customer responses in context.
A failed SMS usually means the provider rejected delivery or the gateway setup needs review. Businesses should check their messaging settings and review the communication record.
Email support gets much easier when the Help Centre explains platform delivery, reply-to behaviour, advanced SMTP, and the most common sender errors in plain language.
By default, FlowMotive can send through the platform mailbox while still using tenant-friendly reply-to behaviour. More advanced tenants can opt into their own SMTP delivery.
The visible sender identity and the mailbox that actually sends the email are not always the same thing. This matters for deliverability and support expectations.
The most common mail issues are relay restrictions, invalid secure/port combinations, or using a sender address the mailbox is not allowed to send as.
Stripe support is clearer when businesses understand that charge readiness and payout readiness are related but not the same thing.
A business can sometimes be ready to charge customers before it is fully ready to receive payouts. These are separate parts of Stripe readiness.
Businesses may need to complete identity, bank, and business details inside Stripe before payouts are fully available.
Payouts may remain blocked even when customer charges are live if Stripe still needs more verification or payout details.
Different tenants care about different things. These summaries help the Help Centre feel more relevant to repair, appointment, and field-service businesses.
Repair businesses usually care about customer history, job flow, quote follow-up, ready-for-pickup communication, and invoice settlement before handover.
Appointment-led teams usually ask how clients, reminders, session outcomes, and invoices all stay connected across the service flow.
Field teams often focus on work orders, deposits, site detail, materials pressure, and closeout billing after work is completed.
A strong Help Centre should help businesses narrow down the problem before they open a support request.
Check whether email 2FA is enabled, whether the verification inbox is correct, and whether the browser was previously trusted. If needed, the business should check their account and 2FA setup.
The business may not have customer card payments enabled yet, or the invoice may currently be manual-payment only. In that case, the customer should use the bank or PayID details shown instead.
The most common causes are sender relay restrictions, incorrect SMTP settings, or mismatched sender identities. Businesses should review their email setup or advanced SMTP settings.
Review the messaging gateway setup, sender readiness, and customer number formatting. Businesses using Crazytel should also review the inbound and delivery logs.
Refresh the invoice after a short moment. If it still looks wrong, the business should review the invoice payment history or contact support so the payment confirmation can be checked.
The fastest support requests include the business name, invoice number or customer name, what action failed, any error message, and whether the problem happened during email, SMS, login, or payment.
Businesses can use this page as reference material, and customers should still contact the invoicing business for payment-specific issues.
Use this guide as help-centre copy, onboarding support material, or a customer-facing payment and setup explainer when rolling out FlowMotive.
The business that sent the invoice remains the best contact for payment-specific questions, while FlowMotive provides the invoice and checkout experience.
Contact FlowMotive support when the issue is clearly platform setup, subscription billing, email delivery configuration, payout readiness, or another product-level workflow problem.