Overview

Delivering seamless payments is vital to keeping your catering business running smoothly. In this article, you’ll learn how to:

By following these steps, you’ll streamline billing and reduce manual data entry.

Requesting a Customer to Store a Credit Card on File



Navigate to the CRM tab

  • In the main menu, click CRM.

     

Find your customer

  • Use the search box to locate the customer’s name, then click their name link.

      

Open the Credit Card section

  • Click the Credit Card icon in the client record.

    

Send the card‑on‑file request

  • From the Dropdown, click Send Card On File Request Email.

  

Choose location                  

  • If you have multiple locations, choose the specific location where the card should be stored. You’ll see a confirmation banner: “Card request email sent.”

     

Customer Credit Card Upload Process

Customer receives email

  • With a secure link to add their card on file. Click "Add Credit Card" to open the portal.

     

Enter Card Details

  • The customer will enter their first and last name, credit card number, expiration date, billing zip code and security code.

  • Click "Add Card On File"


Notifications & Verification

  • The system emails your designated recipients when the card is saved.

  • In the CRM record, the new card appears under Credit Card Profiles for (Your Customer) (e.g., “VISA ***1111 Exp: 02/2027”).

  •  Important: When a Customer uploads a card on file, it is only stored in their CRM profile — it does not automatically attach to any order. You’ll need to manually assign the stored card to the specific order you want to charge.


Notification setup (optional): 

To ensure your team receives upload confirmations:

  • Go to Admin → Store Notifications → Email Notifications.

  • The first email listed for each location will receive the "New Card On File added for (Customer)" emails.

Best Practices

  • Confirm customer email address before sending the card‑on‑file request to avoid bounce‑backs.

  • Limit request links’ validity (e.g., 7 days) for security—remind customers if a link expires.

  • Regularly review stored cards: delete expired or duplicate cards in the Credit Card Profiles section.

Frequently Asked Questions

Q: What if the customer’s card request email bounces?

A: Verify the email address in the CRM record, update if needed, and resend the request.


Q: How do I delete or update a stored card?
A: In CRM → Credit Card Profiles, click Delete on the card you wish to update and enter new card information

Support

For additional help, refer to the CaterZen Support Center or contact our CaterZen Support Team.

Not a CaterZen customer yet? Discover how our catering software can streamline your business—click here to learn more!