OFFICE: Stored Payment Information
What is Stored Payment Information?
This feature allows your Client to enter their payment information and have it securely stored by a PCI Compliant third-party payment processor. This way they can request that your company handle any of their Invoices without having to fill out their information and pay the Invoice themselves.
You can send a request to the Client to have them enter the information themselves or, as a Super Admin or Admin, you can enter the information in yourself if authorized by the Client. The process of submitting is secured by bank-level encryption, and afterward, the payment data is encrypted, held securely, and is not accessible by any Staff Member (including the Super Admin).
You can store credit card information on file for standard transactions or, if you are using ACH for payments, you can store bank account details as well.
IMPORTANT: Configuring a Payment Gateway is required to use this feature.
CLICK HERE to learn about Payment Gateways
How do I request for a Client to store their Payment Information?
Having the Client input the information themselves is the recommended method as this ensures that you and your Staff Members never see their data.
Navigate to CRM > Contacts.
Click the Options menu button (3 dots) beside the Client you would like to send a request to and select Request Payment Info.
A modal will appear in which you will choose the Payment Gateway the card will be associated with.
TIP: You can only have one credit card on file per Payment Gateway. If you already have a card on file for the selected Gateway, it will be overwritten. You can have multiple bank accounts on file if you are using Stripe ACH.
You can customize the message your Client will receive. You'll need to specify how many days the Request Link is valid before it expires.
What does the Client See?
Your Client will receive an email with a unique link. When clicked they will be directed to a page in which they can enter their payment information.
This link does not require the Client to log in. They simply fill out the information and click the Save button.
You can customize this page as you'd like! More information is in the section below.
You can also customize the contents of the Payment Request Email in Email Templates.
CLICK HERE to learn about Email Templates
If you select a Payment Gateway that accepts credit card transactions they will see the following screen when clicking the link.
The provided information will be immediately stored.
If you select Stripe ACH as your gateway they will see the following screen when clicking the link.
Once the information has been entered they will be prompted to enter the two micro-deposits that will appear in their bank account within two business days.
Once entered and confirmed the micro-deposits will be reversed and they will be able to verify their bank account for future payments.
CLICK HERE to learn about ACH Payments
How do I customize my Payment Request?
You can customize the language for your Payment Request page and notifications.
Navigate to Office > Settings and click the Payment Information tab.
Request Payment Info: This is the text that appears on the page that is linked through the Payment Request email.
Expiration Message: The modal message text that will appear with the Client clicks on an expired link.
Success Page: The content of the page that the Client will be directed to after successfully storing their payment information.
Already Submitted Error Message: The modal message text that will appear if the Client tries to click the link after already submitting their payment information through it.
How do I add the Client's Payment Information?
If the Client authorizes your business to store their payment information you can add it yourself.
Navigate to CRM > Contacts.
Click the Options menu button (3 dots) beside the Client you would like to add the information for and select Add Payment Info.
You'll be able to choose between Credit Card and Bank Account.
For Credit Card select the Payment Gateway and enter the Client's credit card information. You can add multiple credit cards for the Client as long as they are one per Gateway.
For Bank Account enter the Client's bank details. You can add multiple bank accounts for the Client.
You will be prompted to enter the two micro-deposits placed into the Client's bank account within two business days. These amounts will need to be provided by your Client.
Once entered and confirmed the micro-deposits will be reversed and you will be able to successfully store the bank account information.
How do I charge a Payment Method on File?
Once you have been authorized by the Client to charge their payment method, you can do so for an Invoice.
Navigate to Office > Invoices.
Click the Options menu button (3 dots) of the Invoice you would like to pay and select Use Payment Method.
A modal will appear with confirmation of the Invoice and charge details. You can choose to send a "Thank you" notification after completion, as well as attach a PDF receipt.
Before charging the payment method you'll need to choose between Credit Card or Bank Account (if applicable). If multiple credit cards are on file you'll need to choose which one to charge as well.