Say goodbye to chasing credit card and bank numbers for charges and balances! SmartRec gives you the tools for all your payment needs:
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;
Update expired credit cards (if authorized by client);
Securely manage sensitive payment information.
How it Works
5. FAQ
1. Find out if a Client has Saved Payment Methods
Clients can save up to 10 credit cards and 10 eChecks in their personal account; meaning they don’t need to input payment details every time they make a purchase. They can even authorize your organization to use a saved payment method for future payment. Click here to learn more about how clients manage their personal Wallet.
Here's how you can find out if a client has authorized your organization to use their credit card and/or eCheck to charge for agreed-upon purchases:
In the Clients > Accounts (or People) subtab, add one (or both) search filters: Saved credit card>Yes and/or Saved eCheck>Yes.
Fine-tune your search results by program, activity and/or membership by filtering in the People subtab.
Unauthorized organizations can't filter or access credit cards or eChecks. The saved payment icon won't be visible to them.
🔒 Payment info isn't saved in SmartRec. It's 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 the data encryption is unbreakable.
2. Pay on Behalf of Clients at Checkout
When admins make a purchase on behalf of clients, they have access to the saved payment method(s) at checkout if their organization is authorized. If a saved credit card is expired, admins can update it. Unauthorized organizations won't see any saved payment methods. They must enter the information manually.
If necessary, admins can use a different card or bank account and opt to save it to the client's Wallet. If so, a notification is sent to the client letting them know.
When an admin buys a subscription or wants to pay in installments at checkout, they must use a saved payment method, or save the payment information to the Wallet if it isn't there already. The organization automatically gets authorization to use the payment method for future agreed-upon purchases.
If the client has never logged into their personal account, admins won't be able to save a payment method. In that case, they'll be allowed to simply make a payment. If you bought a subscription or paid in installments, please follow up with the client ❗❗
👉 A billing address is required, as clients sometimes use addresses other than their home address. Not only does this reduce refused payments, but it 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 and/or create custom installment payments by using the Operations menu, or expanding an invoice.
Select Make a Payment.
Select the invoice(s). Apply an existing credit as payment (if available).
Write the payment amount and choose ‘Credit card' or 'eCheck'.
Encrypted payment details autopopulates if the client saved a payment method.
To configure the payment in installments, check the Installments option and proceed with the configuration in the drop-down.
Make payment.
👉 If a client buys a subscription or sets up installments without using a saved payment method, they must contact your organization if ever an edit needs to be made to the credit card or eCheck that was used for the purchase. Admins can view and update the payment method for recurring payments and planned installments in the Upcoming payments 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.
4.1 Create a Mass Invoice Followed by a Mass Charge
Before taking payment, create a mass invoice for fees/extras not found in your SmartRec store:
In 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 can also create an invoice in an individual client account by accessing their respective Client Billing subtab>Operations>Create Invoice.
You can also filter by Account, in which case you would be applying an invoice to the account owner only.
4.2 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 filtering 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.
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 support@amilia.com.
5. Frequently Asked Questions
Where do I track eCheck payments?
Where do I track eCheck payments?
eCheck payments are visible in the main transaction list of Client Billing when they are processing. When the payment is successful, it's automatically reconciled to the invoice.
You can add an eCheck payment at checkout, or 'Make a payment' via the invoice or the Operations button. It's also possible to cancel and refund eCheck payments.
Planned eCheck payments (i.e., installments) or recurring eCheck payments (i.e., subscription style) are shown in the Upcoming payments subtab in Client Billing.
You may obtain the 'eCheck payment status' report from the Reports tab.
eCheck payments that have failed are only visible in the Payment Action Center.
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