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Pinch Merchant Portal
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Customer Details Overview

The Customer Details screen is where you see and manage every customer flowing through Pinch. 

The Customers section is automatically synced from your accounting software (Xero, QuickBooks or MYOB) and lets you control how each customer can pay you, without touching your invoice templates.

What You Can See at a Glance

  • Sync status & basic details for every customer.
  • Pre‑Approval status: who’s invited, who’s active, who’s not set up.
  • Accepted payment methods per customer (Cards, Bank Debit/BECS).
  • Surcharging rules that apply to each customer (pass on fees vs absorb).
  • Auto‑debit limit (your safety threshold for automatic charging).
  • Upcoming & historical invoices linked to that customer.

Use filters at the top to quickly surface Active Pre‑Approvals, Pending Invites, or customers with Custom Surcharging.

Managing an Individual Customer

  1. Open Customers in your Pinch dashboard.
  2. Search or click the customer you want to manage.
  3. You’ll see tabs/sections for:
    • Overview: contact details, sync source, current settings.
    • Pre‑Approvals: status, last used, invite/resend.
    • Payment Methods: which methods you’ll accept for this customer.
    • Surcharging: rule applied (inherit default or override just for them).
    • Auto‑debit Limit: set a dollar threshold for automatic charges.
    • Invoices: upcoming schedule and full payment history.

Note: Changes you make here apply only to this customer, and they override your global defaults.

Key Controls (and When to Use Them)

Pre‑Approvals

  • Invite / Resend: Send a fresh invitation if they haven’t completed one, or their details have changed.
  • View status: Active, Pending, or Not set up.
  • Best for: long‑term clients, retainers, memberships — anything recurring.

Accepted Payment Methods

  • Toggle which options you’ll accept for this customer:
    • Cards (Visa/Mastercard/Amex as enabled)
    • Bank Debit (BECS)
  • Use case: disable cards for a customer who insists on bank debit (or vice versa).

Surcharging Rules

  • Choose whether this customer absorbs fees or pays them.
  • Use case: VIPs or not‑for‑profits you’d like to subsidise; trade customers who are happy to cover fees.

Auto‑Debit Limit (Safety Threshold)

  • Set a cap (e.g., $1,000) so invoices above that won’t be auto‑debited even if a Pre‑Approval exists.
  • What happens: invoices above the limit still go out with Pay Now so customers can authorise payment manually.
  • Use case: first few months with a new client; high‑value or variable‑value work.

Upcoming & Historical Invoices

  • See what’s scheduled to be charged (and when), plus what’s been paid.
  • Drill into any invoice to view the timeline and settlement details.

Recommended Workflow (Quick Checklist)

✅ Filter for customers without Pre‑Approval → Invite your regulars.
✅ Set auto‑debit limits for new or higher‑risk customers.
✅ Review surcharging: keep your global default, but override for VIPs or fee‑sensitive accounts.
✅ Disable/enable payment methods to nudge the behaviour you want
✅ Glance at upcoming invoices each week to spot anything over the limit (so you can plan comms).

Common Questions About the Customer Details Section

Q: Where do my customers in Pinch come from?

They’re synced from your accounting platform (Xero/QuickBooks/MYOB). Create or edit a customer there, and they’ll appear/update in Pinch shortly after.

Q: If I change surcharging or payment methods here, does it affect past invoices?

No — it affects future charges and how new invoices will be presented/processed for that customer.

Q: What happens if I set an auto‑debit limit?

If an invoice total is above the limit, Pinch won’t auto‑debit it (even with a Pre‑Approval). The invoice still goes out with Pay Now so the customer can authorise payment manually.

Q: Does changing a customer’s settings affect their existing Pre‑Approval?

The authority remains valid, but your rules (e.g., methods allowed, limits, surcharging) will govern how it’s used for future invoices.

Q: Can I disable cards (or BECS) for a single customer?

Yes — toggle accepted methods at the customer level. It won’t impact your other customers.

Q: Can I see who has an active Pre‑Approval quickly?

Yes — use the status filter in Customers to list Active, Pending, or Not Set Up.

Q: What’s the best way to get more customers onto Pre‑Approvals?

Two ways:

  1. Send invitations from the customer profile (great for ongoing clients), and
  2. Let customers opt‑in at checkout by ticking the save details for future invoices checkbox on the Pay Now screen.