Summary
ServiceBox has a number of options when it comes to taking payments from Customers, this document will explain the ServiceBox Portal Payments and how you can set them up for your business and how your customer will use them on a daily basis.
ServiceBox Payments
A prerequisite of utilizing the portal payments is to apply for a merchant account through our partner PaySafe. Once your merchant account is approved you will be able to configure the ServiceBox payments portal.
For more information on how to apply for a Merchant account for your company, you can click here.
What are Portal Payments?
Portal Payments give ServiceBox customers the ability to send a payment link to your customers electronically, so they can pay for invoices using their credit cards immediately, instead of using the postal system. The customer will receive an email to make a payment and can click a link or a "Pay Now" button to make a payment. As part of this release we have included the following:
- ServiceBox Payments - This is the underlying technology that is running our Payments feature. You will need to sign up for a merchant account and be approved to take payments. We have partnered with PaySafe to provide this service. For more details on our partnership please click here.
- Portal Payment Settings - Once you have applied and been approved for ServiceBox Payments you will be able to configure the payment portal with details that correspond to your company.
- Email Payment Portal Link/Button - Once you have completed the settings you can add a payment link into your emails. It's an easy and quick way to solicit payment from a customer. Or you can add a "Pay Invoice Now" button to the bottom of your invoices which can similarly be used to make the payment online with a credit card. It's difficult to explain how important this is to decreasing the amount of time it takes to get paid. It can change the processing time from weeks/months to minutes.
- Portal Access - Customers that receive the email or e-invoice can open them online and pay the fee online using a credit card.
- Completed Payments - All payments from the payment portal will then update the internal ServiceBox settings by marking the invoice to a pre-designated status. This will then allow the internal ServiceBox process to update the Work Order status if that is configured properly.
Here is a sample of an email body that can be sent to a customer:
Here is a sample of what the Portal Payment will look like on an invoice:
Portal Payments Settings
Credit Card Processor
All of the settings for the portal payments are found in your ServiceBox Settings. Once your Merchant account has been approved you will find info under Username -> Settings -> Invoices -> Payments. Under the section Credit Card Processor, you will see the following fields are populated:
- Merchant Account Name - This is the name of your merchant account
- Merchant Account Id - This is the unique id that corresponds to your merchant account.
- Application Status - If your account has been completed successfully then you will see this value as APPROVED, or ENABLED if it has not. (see below)
There is another field called "Bank Account Validate". This is used to validate the bank account you entered during the application process with a micro deposit. To do this validation, place an initial "microdeposit" of $0.25 - $1.00 through the "Initiate Microdeposit" button, shown below. Next, if the microdeposit doesn't appear in your company bank account after 1-3 business days, please contact Paysafe support to arrange validation of your account via a void cheque. (Email: [email protected], Phone: 1-888-709-8753) When you see the microdeposit in your company bank account, indicate the amount deposited in the box below (in your site), and press the "Validate Microdeposit" button to the right side. Your Application Status should change from "ENABLED" to "APPROVED".
For more information on the merchant account setup click here.
Portal Payments Setup
Once your merchant account is all setup an configured you can configure the Portal Payments by going to Username -> Settings -> Invoices -> Portal Payments Setup. In this section you are able to configure how the email correspondence for payments completed in the portal will be set.
Here's a rundown of the settings:
Portal Settings
1) Set Invoice Status To: This allows you to set the invoice to a new Invoice status. This will trigger any down stream triggers as well, so if you have it set to change the work order status as well it will do so.
Portal Email Settings
1) Email Receipt - This is the option to check tif you want ServiceBox to send an email to the customer to confirm payment once its completed.
2) Include Paid Invoice - This setting will allow the user to include the paid invoice into the emailed receipt.
3) From Name - Enter in the name of who the email will come from when sending the payment receipt.
4) From Email - The Email Address that the email will be sent from.
5) BCC - Blind carbon copy; an additional email address where the payment confirmation can be sent.
6) Email Details - This includes the Subject and the Email Body. You can use the "insert" dropdown menu to include items like invoice number, company details, etc.
7) When downloading or sending an invoice - These are options that let you include certain info into the receipt that is sent to the customer. As part of the portal the user will be able to download the pdf or the invoice, so this setting will determine what is viewed.
Send Portal Payments Link to your Customers
Once you have ServiceBox Payments enabled in your ServiceBox site all invoices going forward will have a portal payment link connected to it. So if you want your customers to pay invoices online you will need to set up all invoice emails to include the payment link for the invoice.
To set this up go to Username - Settings - Invoices - Email Setup and then find the Invoice Email Settings.
This is a standard email template you can use for your ServiceBox Invoices. The main addition is the ability to include a Payment button or a Payment URL into the emails going to your customers. If you go to the "Email Body" options bar and click on "insert" you will get a list of options that you can include in your email. The Payment options are at the bottom.
To add a link to the payment URL, choose Payment Url.
To add a "Pay Invoice Now" button, choose Payment Button.
Once you include these in your email you will see options that look like this:
A customer can click on the "Pay Invoice Now" button and will go into the portal, which we will go over in the next section.
Portal Payments Overview
Once a customer has clicked on the link to pay their invoice online they will be taken to the payment portal screen. In this screen they will be able to:
- Review the current invoice details - it will depend on the type of invoice created within ServiceBox
- Pay the invoice by entering in their payment details
- Download the current pdf of the invoice for their records
This is the screen where the customer will view the invoice details.
To enter their payment details they need to choose "Pay Invoice Now". Once they select that they will be taken to a screen that looks like this:
Here they'll enter in their credit card details and process the payment. Once they enter in a valid credit card they can click on the "Pay Now" button.
If the payment is successful the invoice will remove the "Pay Now" button and display the message "Payment has been received":
The customer will get an email sent to confirm the payment (if that's how their settings are confirmed), but they can also download the invoice here by clicking on the "Download as PDF" button.
This will allow them to view the paid invoice and save it for their records.
Support
If you have any questions about this functionality please reach out to our dedicated support team using the black Help button inside ServiceBox.