Zomentum Payments now supports Instant Payment Links, a fast, flexible way to collect payments from your clients without needing a prior invoice or formal document. The aim is to speed up cash flow, handle ad-hoc project expenses, and allow teams to take advances before invoices are generated.


What is an Instant Payment Link?

An Instant Payment Link is a shareable URL that lets your client make a payment directly without requiring any invoice. You simply enter a few details, generate the link, and share it with your client through any channel you prefer.


Payment links are ideal for:

  • Collecting sudden or unplanned ad-hoc project expenses
  • Taking a deposit or advance payment before the invoice has been created
  • Accelerating cash flow without waiting for the full invoicing cycle to complete
  • Sending quick payment requests via text, email, or social messaging apps


 

How to create a Payment Link?


Creating a payment link takes only a few seconds. Follow these steps:


  1. Navigate to Zomentum Payments and select Payment Links from the left navigation menu.
  2. Click Create Payment Link.
  3. Fill in the required fields (see table below).
  4. Click on Generate Payment Link. Your payment link is ready to use.
  5. Alternatively, you may click on Generate and Send Email to generate the link and automatically email the link to the recipient. 
  6. You can also open any specific client record, click on the Payment Links sub-tab, click on the Actions dropdown → Create Payment Link option to generate a payment link for that specific customer.






Field

Description

Notes

Payment Link Title

Name of the payment link

Required


Payment Link Description

Reason why the payment is being requested

Required

Client Name

The name of the client you are collecting payment from.

Required

Amount

The exact payment amount to be collected.

Required

Expiry Date

The date after which the payment link becomes inactive.

Maximum 60 days from creation


There is no requirement to attach an invoice, quote, or any prior document to create a payment link. This is by design intended to work independently of the standard document workflow.


Link Expiry and Manual Deactivation

Automatic Expiry

Every payment link has an expiry date set at the time of creation. The maximum expiry period is 60 days from the date the link is generated. After the expiry date, the link becomes inactive automatically and clients will no longer be able to make payments through it.


Manual Deactivation

If a payment link is no longer needed before its expiry date, you can deactivate it manually. This is useful when:

  • The client has already paid through another channel
  • The project or work order has been cancelled
  • A new payment link has been created to replace the old one


To deactivate a link, navigate to the Payment Links section, locate the link, and click on Deactivate Link. To confirm the deactivation, type in the name of the link on the pop-up modal and click on Deactivate Link. Once deactivated, the link cannot be reactivated.





⚠️  Important

Deactivating a link is permanent. If you need to re-collect from the same client, generate a new payment link.


Payment Collection and Accounting Reconciliation

How Payments Flow Into Your Accounting Tool

When a client completes a payment through a Zomentum payment link, the payment is automatically recorded in your connected accounting tool, either QuickBooks Online (QBO) or Xero.


The payment arrives as an unallocated payment, meaning it is recorded in the system but not yet applied to any specific invoice. This is intentional, and it gives you the flexibility to create the invoice at your own convenience and apply the payment when ready.


Step

What Happens

1. Client pays via link

Payment is instantly recorded in QBO or Xero.

2. Payment sits as unallocated

No invoice is required at this stage.

3. Invoice is created later

User creates the invoice at their convenience.

4. Payment is applied to invoice

User allocates the unallocated payment to the invoice.

5. Reconciliation as deposit

All such payments are reconciled as a deposit in QBO/Xero.



Reconciliation

All payments collected through Zomentum Payment Links are reconciled as a deposit in QuickBooks Online or Xero. This ensures:

  • Updated and accurate bookkeeping at all times

  • A clear audit trail for all ad-hoc collections

  • Minimised errors in accounting by eliminating manual data entry


Accounting Integration Note

Your accounting tool (QBO or Xero) must be connected to Zomentum Payments for automatic reconciliation to work. Payments will not flow to the accounting tool if the integration is not active. Contact your Zomentum administrator if you are unsure about your integration status.