The Payments feature lets users send payment requests directly to customers via email. This enhancement simplifies the payment process for your customers by allowing them to easily settle their invoices through a secure payment link.
Payment links can accessed via invoice emails, the Invoice Queue option, and one-time payment options. This article walks through these various options.
Table of Contents
- Benefits of the Payment Feature
- How to Send Payment Requests
- Additional Notes
- Frequently Asked Questions
- Manage invoicing and payments in a single system. Automatically keep your invoicing and collections system up to date with the latest payment details.
- Give your customers an easier way to pay. Make it easy for your customers to pay their invoices online with just a few clicks.
- Get paid faster. Reduce the admin time your accounting team spends manually collecting payments and getting funds in your account quicker.
Please note: These payment services require the use of BlueSnap, our embedded payments services provider. BlueSnap facilitates payment processing and certain account management functions essential for operating your payment services.
Users can send an invoice email containing a payment link, allowing your customers to complete transactions efficiently. Rapid ERP email templates support variable fields, so key invoice details are dynamically populated.
1. Access the invoice module
- Navigate to the Invoices section.
- Select an existing invoice or create a new one.
2. Make any adjustments to your standard invoice and payment link template.
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Utilize the standard invoice email template that includes customizable variables:
- Invoice Number
- Invoice Date
- Job ID
- These details populate automatically in the email.
For more information on how to set up your invoice + payment template see this article.
3. On the “Create Email” screen, check the "Add Payment Link" checkbox.
- A unique payment link is automatically generated and inserted into the email.
- The link ensures the recipient pays the exact amount due on the invoice.
4. Send the payment request
- Review the details and select Send to send the payment request.
For users managing multiple invoices, the Invoice Queue allows bulk email sending, ensuring efficient distribution of payment requests.
1. Add invoice emails to the email queue
- Select one or more emails, right-click on an invoice, and select “Add to email queue.”
2. Navigate to the email queue
- Open the email queue section.
- For invoices that you'd like to include a payment link, check the checkbox under the "Payment Link” column and select multiple invoices requiring payment requests.
3. Generate bulk payment request emails
- The system creates payment request emails for all selected invoices.
- Each email contains a unique payment link corresponding to an invoice.
The One-Time Payment Option is particularly useful for processing partial payments or accepting credit card payments over the phone.
1. Access the Invoice in Rapid ERP
- Open the invoice requiring payment and review payment details.
2. Go to the edit invoice section, scroll down, and a link will be available to copy/paste and send to the customer, or you can navigate to the BlueSnap Merchant Portal.
- If using the BlueSnap Merchant Portal, click Virtual Terminal in the sidebar to enter payment information.
3. Choose a Payment Processing Method: Buy Now or Link
- Buy Now – Use this option to process a partial payment or accept a credit card payment over the phone. Enter the payment details on the checkout page and click Submit to complete the transaction.
- Link – Use this option to generate a self-service payment link for the customer. Click Link, then Copy to Clipboard to copy the link and send it to the customer, allowing them to enter their payment details and complete the transaction.
Note: you can also collect payments from your customers via our payment portal.
Additional Notes
- Payment links are uniquely tied to an invoice and ensure customers pay the exact amount due.
- Once a payment is completed, a corresponding payment record is automatically generated.
- Customers can pay via Credit Card or ACH Bank Transfer.
Q: Can I customize the invoice email template?
A: Yes, you can modify the template and insert dynamic variables such as invoice number, due date, and payment link.
Q: What happens if a customer overpays?
A: Partial payments and overpayments are not currently supported; customers must pay the full invoice amount.
Q: Will Payment records automatically get created within RapidWorks?
A: Yes, once a payment is processed via a payment link or the payment portal, it is automatically recorded in the Receivables screen. Payments processed through the virtual terminal in the Bluesnap Portal will not be automatically recorded as payments and will need to be added manually.
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