Note: Your business must be set up for online payment processing before this feature is available. Only users with the appropriate permissions can configure this setting.
Overview
MotionOps lets you require clients to submit a payment method — credit card or ACH — before they can approve a proposal. When this is enabled, the client cannot sign and approve the job until valid payment details are saved.
You can set a business-wide default so that all new proposals require payment details by default, and override that setting on any individual proposal when needed.
This is a Web App feature. The setting is configured from the proposal and from Business Settings.
When to Use This Feature
You want a payment method on file before committing crew and materials to a new job — especially for first-time customers.
Your business policy requires confirmed payment availability before scheduling any work.
You've had issues with customers approving jobs and then going unresponsive when it's time to collect payment.
You want to streamline payment collection by capturing card or ACH details at the moment of approval, rather than chasing them down after the job.
You work with some commercial accounts that don't need to provide payment upfront — this setting lets you turn the requirement off per proposal for those clients.
How It Works
There are two layers to this feature: a business-wide default and a per-proposal override.
Business-wide default — Set once in Payment Settings. When enabled, every new proposal will have the payment requirement turned on automatically. When disabled, all new proposals start without it.
Per-proposal override — On any individual proposal, you can turn the payment requirement on or off regardless of the business default. This lets you require payment for most clients while making exceptions for specific accounts.
When the requirement is active on a proposal, the client sees a clear notice on the public proposal page that payment details are required to approve the job. When they click Approve & Sign, they are prompted to enter their card or ACH details first. Only after saving a valid payment method can they proceed to sign the proposal.
Set the Business-Wide Default
This setting controls whether the payment requirement is pre-selected on all new proposals.
Go to Business Settings by clicking the gear icon in the top right corner.
Select Payment Settings from the left-hand menu.
Find the Request Customer Payment Method toggle and turn it on or off.
Click Save. This default will apply to all new proposals created from this point forward. Existing proposals are not affected.
Override the Setting on a Specific Proposal
You can turn the payment requirement on or off on any individual proposal, regardless of the business-wide default.
Open the proposal you want to configure, or create a new one.
On the proposal editor or preview page, locate the payment method setting. In the Send modal.
Toggle the setting on or off as needed for this proposal.
The setting takes effect immediately.
What the Client Sees
When the payment requirement is enabled on a proposal, the client's approval flow works like this:
The client opens their proposal via the link you sent.
The client clicks Approve & Sign. Instead of going directly to the signature screen, they are prompted to enter their payment details first.
A notice is displayed stating that payment details are required in order to approve the job.
The client enters their credit card or ACH information and saves it. Once a valid payment method is stored, they are taken to the proposal signature screen.
The client signs and approves the proposal. The job is now approved, and a payment method is on file.
If the client does not submit a valid payment method, they cannot complete the approval. The Approve & Sign flow is blocked until payment details are saved.
Tips and Best Practices
Enable the business default if most of your jobs require payment upfront. Setting it once in Payment Settings means you never have to think about it on individual proposals — just turn it off for the exceptions.
Use the per-proposal override for commercial accounts. Many commercial clients pay by check or net terms. Turn the requirement off on their proposals so they aren't blocked during approval.
Mention the payment requirement in your proposal message. Clients who know upfront that they'll need to provide a card are less likely to abandon the approval flow partway through.
Having a payment method on file speeds up collection later. Once the card or ACH is saved at approval, you can charge it directly from the invoice without having to chase the client down again.
Things to Know
This feature requires your business to be fully onboarded for online payment processing. The setting will not appear in Payment Settings or on proposals until onboarding is complete.
The business-wide default only affects proposals created after the setting is changed. Existing proposals are not updated retroactively.
The per-proposal setting can be changed at any time before the client approves. Once the proposal is approved, the setting is locked.
The client can enter either a credit card or an ACH (bank account) to satisfy the requirement — both are accepted.
Storing a payment method at approval does not charge the client. It only saves their details on file for future use.
Only users with the appropriate permissions can modify the business-wide default in Payment Settings and the per-proposal setting on individual proposals.
Troubleshooting
I don't see the payment method setting in Payment Settings or on the proposal.
This feature is only available once your business is fully onboarded for payment processing. Check your onboarding status under Business Settings → Payment Settings. If onboarding is still in progress, the option won't appear yet.
A client says they can't approve the proposal.
If the payment requirement is enabled on that proposal, the client must submit a valid card or ACH before they can sign. Ask them to re-open the proposal link and complete the payment details step. If the issue persists, verify that your payment processing account is active and in good standing.
I enabled the business default but a proposal still doesn't require payment.
The default only applies to proposals created after the setting was turned on. For existing proposals, you'll need to enable the requirement manually on the individual proposal.
I want to waive the requirement for one client but keep it on for everyone else.
Open the specific proposal and turn the payment requirement off using the per-proposal toggle. This overrides the business default for that proposal only.
Have questions? Reach out via the support chat or email support@motionops.com.