Payments: How to Turn Off Your Payment Processor
If RoasterPay or Stripe is active on your account but you don't collect payments through RoasterTools, you can turn it off. Your customers won't be offered payment options you don't use, including:
- the Pay Now button in invoice emails.
- Ability to add a payment method in the portal
1. Before You Turn It Off: Check Customer Settings
Do these steps first. If you skip them, some customers won't be able to place orders in your portal.
- Make sure NO customers are on Prepay terms. Prepay customers pay at checkout, which needs an active processor. Change them to Net terms or Due on Receipt.
- Turn off "Required" payment methods. If a customer is required to keep a credit card or bank account on file, turn that off. Do this before you turn off the processor: once it's off, the Required setting is hidden and can't be changed, but it still blocks checkout.
- Turn off credit card and ACH as payment types for your customers, so the portal doesn't ask them to add one.
Each of these is on the customer record under Sales > Customers > Individual Customer > Edit (Payment Terms and Payment Methods). To update many customers at once, use the customer CSV: Name > Settings > Import Export > Customers. See Payments: How to Set Up Customer Payment Terms and Methods.
2. Turn Off Your Payment Processor
- Click Your Name > Integrations.
- Find RoasterPay in the list. Its status shows ACTIVE.
- Click the 3 dots on that row, then Edit. This opens Payment Processor Details.
- Under Default, switch off Set as Default.
- Go back to Integrations. RoasterPay now shows INACTIVE.
Using Stripe? Follow the same steps on the Stripe row.
Pending bank payments still finish. You don't need to leave your processor on for bank (ACH) payments that were already started. They keep processing after you turn it off, and RoasterTools still updates each one when it succeeds or fails. Bank payments usually take 3–5 business days.
What Changes When It's Off
- Invoice emails no longer show a Pay Now button. They say "Please remit payment to the address below."
- Customers can't add or pay with a credit card or bank account in your portal.
- Pending bank payments keep processing. Any bank (ACH) payment already started before you turned it off still completes, and its status updates to succeeded or failed in RoasterTools.
- Saved payment methods aren't deleted. They just can't be used while the processor is off.
- You can still record offline payments (cash, check, wire or external). See RoasterPay: How to Record Offline Payments.
FAQs
Q: I didn't know I had a payment processor turned on. Do I need to do anything?
A: Only if you don't want your customers paying through RoasterTools. If you'd like to start collecting payments instead, you're already set up. See RoasterPay: How to Process Collectable Payments.
Q: Some bank payments still show as pending. Do I need to keep my processor on until they clear?
A: No. Payments already in progress finish on their own, and RoasterTools updates them when they succeed or fail. Bank payments usually take 3–5 business days, so you may see a few stay pending for several days after you turn it off.
Q: Can I turn it back on later?
A: Yes. Go back to Integrations > 3 dots > Edit and switch Set as Default back on.
Q: A customer says they're asked to add a payment method before they can order.
A: That customer probably still has a Required payment method or Prepay terms. Turn your processor back on, update that customer (see step 1), then turn it off again. Or email support@roastertools.com and we'll help.