Say goodbye to chasing credit card numbers for charges and balances! Amilia gives you the tools to support your client payment needs; from rerunning failed payments, tuition and automated payments to batch invoicing and billing on the fly.

Our Card on File feature offers organizations the ability to:

  • Offer a faster checkout experience;

  • Charge clients' credit cards and bank accounts directly and clear balances;

  • Charge multiple clients simultaneously;

  • Set up new installment plans in a client's file;

  • Securely manage sensitive payment information.


How it Works

1. Identify clients with a card on file

2. Checkout and pay on behalf of clients

3. Pay off a balance and/or set up custom installments 

4. Mass charge cards on file



1. Identify Clients with a Card on File

Clients can save up to 3 credit cards and 3 eChecks in their user account; meaning they won’t need to input payment details every time they make a purchase. Additionally, they can authorize your organization to use a credit card and/or bank account on file for future payments. Click here for additional details.

If a client has authorized your organization to use their credit card and/or eCheck on file, you can charge them using their saved payment details.

  • Via Clients>Accounts (or People) add one (or both) search filter(s): Saved credit card>Yes and/or Saved eCheck>Yes.

  • Fine-tune your search results by program, activity and/or membership by filtering via the People subtab.

  • Unauthorized organizations cannot filter or access credit cards or eChecks on file.

Payment information is not saved in Amilia. It is sent to the payment processor which adheres to the strict PCI guidelines which stipulate rules to ensure confidential information is protected. All requests are sent over HTTPS which uses TLS1.2 as a means of encrypting data. This protocol ensures data is encrypted in a way that is unbreakable.



2. Checkout and Pay on Behalf of Clients

Add a purchase on behalf of your client and go through admin checkout as usual.

  • Select the entire amount or specify if it's a partial payment.

  • Unauthorized organizations must input the client's payment information as usual.

  • Authorized organizations will see saved credit card or eCheck details populate. You only have access to the payment details you are authorized to see.

  • You can change the billing information (i.e. address) if required.

  • Use a different credit card or bank account if you need to use one other than the saved payment method(s) available. NOTE: If you use a different credit card or eCheck (bank account), you cannot save that payment information. Also, you cannot use a different payment method when purchasing a subscription for a client with a saved credit card or bank account.

  • Click Pay Now to create a payment receipt in the client's account, which is automatically reconciled to the invoice.

NOTE: A billing address is necessary as clients sometimes use addresses other than their home address. Not only are refused payments reduced, but it also ensures compliance with the most current security measures recommended by payment processors. Click here to learn more!



3. Pay off a Client's Balance and/or Set up Custom Installments 

Settle a client’s outstanding balance within their account and/or create custom installment payments via Operations or via an invoice.

  • Select Make a Payment and choose ‘Credit card (via Amilia)’ or 'eCheck'.

  • Encrypted credit card information auto-populates.

  • If you wish to configure installments, check the Installments option and proceed with the configuration.

  • NOTE: You cannot access the card or eCheck on file when updating information for existing planned payments. If necessary, cancel the existing planned payments and then reconfigure the installments via the applicable invoice(s).

👉 IMPORTANT: Clients may contact you to update their planned payments if they are replacing their old card or eCheck (bank account) with new payment details. If a client did not have a saved credit card or eCheck when they purchased a subscription or set up their installments, they cannot update future planned payments themselves and require an administrator to update the payment details in the Client Billing subtab.



4. Mass Charge Card on File

Mass charging cards or eChecks on file may come in handy when:

  • Charging late fees;

  • Charging for extras that are not found in your Amilia store;

  • Processing payments for multiple customers in the same activity.


Create a Mass Invoice Followed by a Mass Charge

Before taking payment, create a mass invoice for fees/extras not found in your Amilia store:

  • Via the Clients>People subtab, filter for the clients you wish to invoice. Results are per page.

  • Select the client account(s) to invoice by applying a check mark next to their name(s). To choose all accounts per page, check the first box on the left. 

  • Via Operations, select 'Create Invoice' and configure your invoice.

  • An invoice is created per person.

  • Repeat these steps for each page of results.

  • You may also create an invoice in an individual client account by accessing their respective Client Billing subtab>Operations>Create Invoice.

  • NOTE: You may also filter by Account, in which case you would be applying an invoice to the account owner only. 


Take Payment by Mass Charging

When an invoice exists (by purchasing in your store or by creating a mass invoice) you may proceed with mass charging credit cards or eChecks on file.

  • Via Clients>People (or Accounts), filter for the clients you just invoiced.

  • Apply a filter for saved credit card and/or eCheck and select applicable clients.

  • Via Operations, select Mass charge credit card. Add notes if necessary. 

  • If you filtered by People, a charge is applied for each participant on the list. In the case of Accounts, a charge is applied per account, regardless of the amount of participants within the account.

  • The amount you charge will create a payment receipt (not reconciled). Click here for more information about reconciling payments with invoices.

  • Repeat these steps for each page of results.

Card on File simplifies payments by streamlining online and in-person transactions!

We are committed to providing you with the tools you need to facilitate and automate payment. If you have any feedback and ideas on how we can further improve payment, please email us at product@amilia.com


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