Work 365

Managing Customer Payments: Creating a Payment Profile

681 views February 14, 2019 May 12, 2020 0

Work 365 enables Partners to manage customer payments, by charging customer invoices. Before an invoice can be charged, a customer Payment profile needs to be created and added to the customer’s billing contract. To leverage this functionality, follow these steps:

    1. Method one: a Partner can manually create a payment profile (this method requires the partner to know customers’ CC information unlike method 2)
    2. Go to Work 365 > Accounts and open the Account record for the customer. Hit the Work 365 button menu > select Create Payment Profile.
      1. On the first tab ‘Direct Entry’ of the pop-up, select the payment processor, enter the customer details and credit card information. Hit Proceed.
      2. After saving you can verify the Payment Profile by going to Related records on the account form and selecting Payment Profiles. The Payment Profile will look like this:

    1. Method 2 (Recommended)A partner sends the Payment Profile Request to the customer, like the example below, which contains a link for the customer to securely enter their credit card information.
      1. Go to Work 365 > Accounts and open the Account record for the customer. Hit the Work 365 button menu > select Create Payment Profile. On the second tab ‘Profile Request’ of the pop up: select the payment processor, and select the contact. 
        1. When the email is sent to the customer, the link will be populated for them to add their card details. The customer will receive an email like this example. The link in the email will expire after the time specified in email., and can only be used once. After the profile is submitted, further attempts to use the same link will result in an error. If a customer needs a new Payment Profile link, send a new Profile Request.
          1. Note: in the email template, the template can be edited and the {Secure Link} placeholder can be moved around. But don’t change or remove the {Secure Link} placeholder]. To edit the main template directly, go to Work 365 > Email templates
      1. The below is the example of the email.
      2. The link will direct the customer to a page where they will fill in their contact details, credit card information, and billing address.
      3. After the customer submits their profile, you can verify the Payment Profile at Work 365 > Payment Management > Payment Profiles. 
      4. After the payment profile has been created in Work 365, select this payment profile on the customer’s Billing Contract. Also, to auto-charge customer’s invoices, set the Auto Charge field to yes on the billing contract. See Work 365 Billing Contracts for details.
        1. If the customer has only one Payment Profile, it is created as the default by design. And if the customer has more than one Payment Profile, then the first one created is the default; this setting can be updated by updating the ‘Is Default’ field on the payment profile:

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