Internet payment processing in CRM: how to accept and track payments with Uspacy as an example

Internet payment processing enables businesses to accept payments online, while CRM integration connects those payments to a specific sale. The client receives a payment link, and the sales manager can see the result directly in the system they use for work. This makes payments in CRM part of a seamless process—from agreeing on the terms to delivering the service or preparing the shipment.

Payment processing is a service that allows businesses to accept payments by bank card. Internet payment processing enables clients to pay online—on a website, in an app, or through a dedicated payment link.

The business submits the purchase details and amount. The client opens the payment page and confirms the transaction, while the relevant bank or payment provider processes it. An online payment can start from an e-commerce shopping cart or after a consultation with a sales manager.

CRM organizes the payment process: it helps generate a payment link, connect the payment to a sale, and receive the transaction result. The payment provider processes the transaction itself. The sales manager does not need to request card details through messaging or make the payment on behalf of the client.

A successful transaction and the actual deposit of funds into the business account should be considered separately. Settlement times depend on the provider’s terms, so payment confirmation does not necessarily mean that the funds will be credited immediately.

The next question is how to use this result in the team’s workflow. To do this, the payment is linked to a specific order in the CRM.

Accepting payments on a website and taking payment after speaking with a sales manager may start in different ways. However, in both cases, it is important to know which order has been paid for and who is responsible for the next steps. Integrating a CRM with a payment system helps maintain this connection.

For example, a sales manager may sell a consultation, while another specialist conducts it. Payment confirmation provides the basis for scheduling the meeting and starting preparations. Team members do not have to reconstruct the context from a message saying, “This client has already paid.”

Payment systems send transaction results to your CRM, such as Uspacy, through configured integrations. The team works with payment data in the same Space where the sale is managed. At the same time, a payment made through an arbitrary website does not automatically appear in the CRM; the appropriate data exchange must be configured for this to happen.

Therefore, when choosing a payment system for your website, also check whether it integrates with the tools your team uses. A CRM for business should help the team see the payment status and take the next steps according to the agreed workflow.

Uspacy offers integrations with Monobank, LiqPay, Portmone, WayForPay, and Stripe. All of them allow you to create payments based on products in a card, generate payment links, and receive automatic status updates.

The basic workflow for a sales manager remains the same. Therefore, it is best to start by considering the provider’s terms and conditions for businesses. If your company already works with a particular provider, check whether you can continue using that provider through Uspacy.

If you have not chosen a service yet, compare several factors. Check the current terms and conditions on the providers’ official websites or with their support teams. When making your choice, consider:

• Availability: the company’s country of registration and type of business.
• Currencies and payment methods: convenience for customers and integration support.
• Fees: transaction costs and additional service charges.
• Settlement times: how long it takes for funds to reach the business account.
• Related processes: fiscalization, refunds, and subsequent accounting.

After connecting the payment system, test a typical sale from creating the payment through payment confirmation. This will help you verify the entire process before using it in your day-to-day operations.

The sales manager manages the deal in Uspacy, while an integration with Stripe, WayForPay, or any other convenient payment system supported by Uspacy is already configured in the Space. The client has agreed to the terms and is ready to make the payment.

The process looks like this:
Agreed deal → products in the card → payment creation → payment link → sent to the client → successful payment → automatic payment status update.

First, the sales manager adds the consultation as a product in the catalog or creates a custom item. Simply entering the deal amount is not enough: the payment is created based on the products in the card.

Next, using the “Accept payment” button, the sales manager selects the connected payment service and verifies the details. The record can be saved as a draft or a payment link can be created immediately. The manager then copies the completed link and sends it to the client through a convenient channel.

An invoice and a payment link serve different purposes. An invoice contains the purchase details, amount, and payment information. A payment link opens the payment page where the client can complete the transaction. If an invoice is required, it is prepared separately. Creating an invoice is not a prerequisite for creating a payment link in CRM.

After a successful transaction, the payment status in CRM changes to “Paid.” In integrations with payment systems, the link expiration period is set in the configuration. If the link expires without a payment being made, the record receives the “Canceled” status.

The deal stage, meanwhile, is a separate characteristic of the sale. Payment confirmation by itself does not mean that the work is complete or that a task has been created for the person responsible for fulfillment. The team continues processing the order according to its established workflow.

After testing this process with one service, you can adapt it to other orders.

Payment tracking in CRM should be built around the point when the team is ready to move forward. For services, products, and education, this transition is different.

Services. After the consultation is agreed upon, the sales manager creates a payment and sends the link to the client. Once the payment is confirmed, the person responsible schedules the meeting and requests any materials needed for preparation. Payment serves as the basis for starting the work, not as an indication that the service has already been provided.

Product sales. The sales manager checks availability, confirms the order details, and generates a payment link for the final amount. After a successful payment, the team moves on to picking, packing, and shipping the order. These actions are performed according to the company’s established workflow.

Education. The client selects a course and package and then receives a payment link. Payment confirmation gives the administrator the basis to arrange access. The payment status itself does not create an account on the learning platform.

Payment automation in CRM in these scenarios covers receiving the payment result and updating its status. Further sales automation requires separate configuration.

For CRM in small and midsize businesses, it is important to maintain clear responsibilities even when one person performs multiple roles. Define who verifies the payment result and what the team’s next step should be.