Promise to Pay

What is Promise to Pay?

Promise to Pay (PTP) lets you record an informal commitment from a customer to pay an outstanding amount by a future date. It replaces manual notes and spreadsheets with a transparent, trackable workflow in the Toolbx platform.

PTPs can be created against an invoice, statement, or balance and update automatically as Open, Met, or Missed. Notifications keep both sides informed.

How to create a Promise to Pay

Create a PTP from the customer’s Account page:

Open the customer Account.
In the right-hand sidebar under Upcoming Payments, click Create.
Select Promise to Pay.
Enter the amount, expected payment date, and optional notes.
Choose how you want to notify the customer (email, SMS, or both).
Confirm to save the PTP.

The PTP is logged immediately and visible in both Dealer Admin and the customer portal.

Managing and tracking PTPs

In Dealer Admin

Go to Payments > Promises to manage all PTPs.
From this page, you can:

View, filter, and sort by status (Open, Met, Missed), date, or amount.
See acknowledgement tracking (whether a customer viewed the PTP).
Add internal notes for context.

In the customer portal

Customers can monitor PTPs in Payments > Promise to Pay. They can also submit a payment directly against a PTP using the standard payment flow; once processed, the PTP updates to Met.

Notifications

Event	Recipient	Details
PTP Created	Customer	Amount, expected payment date, and a link to view details.
PTP Met (payment submitted)	Dealer	Confirmation that a payment was made against the PTP.
PTP Missed (date passed without payment)	Dealer + Customer	Status update and next steps.

Notifications are sent by email, SMS, or both (based on what you selected), and include direct links back to account details.

Permissions

To use PTPs, must have the standard AR permissions:

Create Account Receivable Payments
View Account Receivable Payments

By default, these permissions are available for users with the following Roles:

Dealer Admin
Finance
Accounting
E-Commerce
Sales Rep

FAQs

What statuses can a PTP have?
Open, Met, or Missed. Status updates automatically when a payment is made or when the expected date passes without payment.

Can a customer mark a PTP as paid?
They don’t mark it manually—when the customer pays through the standard payment flow from the portal, the PTP is marked Met automatically.

Can I edit or cancel a PTP?
Dealers can update details or close out a PTP from Payments > Promises in Dealer Admin.

Can I create a PTP for a specific invoice or statement?
Yes. PTPs can be created against an invoice, a statement, or a custom balance amount.