Payment accounts
A payment account is one of your own company's cards, bank accounts, or cash boxes — not a customer's or supplier's. Set them up once, and you can pick the right one whenever you record a supplier payment or a customer payment, so you always know which company account the money actually moved through.
Who uses this
Payment accounts is a small admin/settings surface. Owners and Administrators have full control. A Finance Manager role can do everything except delete an account. An Operations Manager role can view the list — enough to use the picker on a payment — but can't create, edit, or delete. Other roles typically don't see this screen at all unless an admin grants them access.
What you'll need
- The list and view permissions on payment accounts to browse and open one; create
to add a new one; modify to edit or deactivate one; remove to delete one. These map to
the
paymentAccountspermission on your role. - No subscription plan requirement — payment accounts are available on every plan.
Where to find payment accounts
Open the Admin hub
From the main navigation, open the Admin hub. If you have the list permission, you'll see a Payment accounts tile — "Credit card, bank and cash accounts used on payments."
Or use the main menu
Payment accounts also sits directly in the main menu, in the Purchasing group, alongside Purchase Orders and Supplier Payments.
The Admin hub tile and the Purchasing menu entry open the exact same screen — pick whichever is faster for you. Both are shown only to roles with the payment-accounts list permission.
Create a payment account
Open New payment account
From the payment-accounts list, select New. This needs the create permission.
Enter the label
Label is required — a short name you'll recognize later, like "Main Visa" or "Company checking." It must be unique: Jobyo rejects a label already used by another account (even one that's inactive) with "This label is already used by another payment account."
Choose the account type
Account type is required and is one of three kinds:
- Credit card
- Bank account
- Cash
Account type can't be changed laterOnce you save, the account type is locked — editing the account shows it read-only with the hint "Type can't be changed after creation." If you set up the wrong type, create a new account with the right one and deactivate (or delete) the old one.
Add the last 4 digits
For a credit card or bank account, enter the last 4 digits — exactly 4 digits. Jobyo never stores a full card or account number, an expiry date, or a CVV; this field is the only identifying number it keeps. Cash accounts skip this field entirely — there's no card or account number for cash.
Add an account holder (optional)
Account holder is optional — search for and pick an active user to note who the account belongs to or is associated with. This is a label for your own reference, not an approval or access control: naming someone as holder doesn't notify them or require their confirmation, and it doesn't grant or restrict anything.
Add notes (optional) and create
Add any free-text notes, then select Create payment account.
The label and notes fields both reject text that looks like a full card or bank-account number (a long run of digits) with "Card or account numbers aren't allowed here." Use the last 4 digits field for the only number Jobyo keeps.
Edit, deactivate, or delete an account
Open the account and edit
From the list, open an account and select Edit (needs the modify permission — the button is disabled with a tooltip otherwise). You can change the label, last 4 digits, account holder, status, and notes. The account type stays locked, as above.
Deactivate instead of deleting
To take an account out of use without losing its history, open it for edit and set Status to Inactive, then save. An inactive account is reversible — set it back to Active at any time. Deactivating doesn't need any permission beyond modify.
Delete an account
Open the account and select Delete (needs the remove permission). Confirm in the "Delete this payment account?" dialog — the account is removed from every picker.
Deleting is permanent and can't be undone in the appOnce deleted, the account 404s on any further lookup — there's no undelete. Any supplier or customer payment that already used the account keeps showing its label and last 4 digits exactly as they were (see How accounts are used on payments), so deleting an account never changes a past payment's record.
Account kinds
| Kind | Last 4 digits | Compatible payment methods |
|---|---|---|
| Credit card | Required on create | Credit card |
| Bank account | Required on create | Bank transfer, Cheque, Interac (and Credit card, on a customer payment only — see below) |
| Cash | Not applicable | Cash |
Who can do what
| Role | List / view | Create / edit | Delete |
|---|---|---|---|
| Owner / Administrator | Yes | Yes | Yes |
| Finance Manager | Yes | Yes | No |
| Operations Manager | Yes (view only — enough to use the picker) | No | No |
| Other roles | Only if an admin grants the paymentAccounts permission | — | — |
If a custom role is granted create or modify on Supplier Payments or Customer Payments, Jobyo automatically gives that role enough payment-accounts access to use the picker on those forms — even without an explicit payment-accounts grant.
How accounts are used on payments
Once you have at least one active account, an optional Payment account dropdown appears on both the supplier-payment and customer-payment forms, right after you choose a payment method.
- Method ↔ kind matching. The dropdown only lists active accounts whose kind is compatible with the method you picked: Credit card → credit card accounts; Bank transfer, Cheque, or Interac → bank accounts; Cash → cash accounts. On a customer payment only, a Credit card payment may also settle into a bank account (the card processor deposits into your bank) — this extra pairing doesn't apply to supplier payments.
- Inactive accounts are hidden from the picker. Deactivating an account removes it from the dropdown going forward, but never touches a payment that already used it.
- Past payments keep the original name. Jobyo freezes a snapshot of the account's label and last 4 digits on the payment at the moment you record it. Renaming, deactivating, or deleting the account afterward never changes what that past payment shows.
- Choosing one is always optional. Leaving the dropdown on — None — never blocks recording a payment.
- A credit-application supplier payment never has an account. If supplier credits alone cover a payment (no cash changes hands), there's no account to pick.
See Choose the payment account on the Supplier Payments page and Choose a payment account on the Customer Payments page for the picker in context.
If it doesn't work
- "This label is already used by another payment account"Labels must be unique across every account, active or inactive. Pick a different label, or reuse an existing account instead of creating a duplicate.
- "Must be exactly 4 digits"The last-4 field only accepts exactly 4 digits — no spaces, dashes, or the full number. Enter just the last 4.
- "Card or account numbers aren't allowed here"The label or notes field contains a long digit run that looks like a full card or account number. Remove it — use the last-4 field instead.
- "Could not find an active user for this account holder"The account holder must be a real, currently active user. Search again and pick someone from the list rather than typing a name.
- The Edit or Delete button is greyed outEdit needs the payment-accounts modify permission; Delete needs remove. Ask an administrator or Finance Manager to grant it — Finance Manager never has delete by design.
- No Payment account dropdown on a supplier or customer payment formEither no active account matches the payment method you picked, your company hasn't created any accounts yet, or your role lacks the payment-accounts list permission. None of these block recording the payment.