Table of Contents:
- Entering and Posting Connect Payments
- Entering General Sales (Disconnected Payments)
- Managing Payments
- Wallets / Payers
- Online Payer Portal
- Additional New Features for ClientPay 2.0
Entering and Posting Connect Payments
In ClientPay 1.0, Payments New is our basic payment entry tab for connect payments giving you the ability to pull back open invoices from your matter management software and apply payments.
- Enter a search parameter such as client name, invoice, or matter number.
- Click Search to display results in the top box.
- Select the item(s) you wish to use. If your search is complete, select Add And Continue. If not, select Add to accumulate results in the bottom box and complete the above search steps again.
- Select Continue at the bottom of the page to move to the payment screen.
- On the payment screen, allocate payments by total dollar amount from oldest to newest/newest to oldest invoice, or specify dollar amount in each Amount to Pay
- Select payment method from a wallet or manually enter a new payment method. You may choose to save the new method prior to processing the payment.
- Select Process Payment at the bottom of the screen.
To post connected payments back to your matter management software, select the Receipts tab. All payments in this view are approved. You have the option to automate payment posting or manually select and post back to your matter management software, depending on how you prefer to reconcile.
- Select the date range based on the transaction date, then select the appropriate Pending status. Note: General Sales, Quick Sales, and Credits cannot be posted. You must mark them as Closed and manually update your matter management software.
- Select Search to display results and check the box next to the transaction(s) you wish to post.
- Select the Post Selected Entries Posted transactions will move from the Pending menu to the Posted menu once completed.
Note: you can view all payment statuses and corresponding transactions under the Status drop-down menu.
In ClientPay 2.0, Make a Payment is the connected payment option, located under the Connect tab.
- Search Criteria allows you to search by several options including client name, matter ID, or invoice number. If you search by the same field every time, you can check the box at the bottom of the screen to save your selection. This automatically directs you to step 2 when you click Make a Payment from the navigation bar.
- Search is where you specify parameters to locate open invoices. Enter the parameters you would like to use to tailor your search in the box and click the Search button. Mark the invoice(s) you wish to pay. If your search is complete, click Next to continue. If not, repeat this process to continue searching for specific items and checking the box to select them. Once you have located all of the necessary statements, use the dropdown box to change your view from Current Search to Selected. If all of the items you have selected throughout this multiple search process are in the list, click Next to continue.
- Allocate is where you can manually enter the payment amounts for each invoice selection, or you can enter an amount to pay and choose oldest to newest/newest to oldest to allocate the full amount across the invoices.
- Pay is the final step to processing the payment. You can either manually enter the payment or send your clients a secure payment link which gives them 24-hour access to pay and keeps their card information private.
Manual Entry – If your client is already saved as a Payer, click the Choose a Different Payer drop-down to select from existing payers. If not, enter the new payer information. To save the Payer (and payment method) for future payments, you must check the box at the bottom of the screen. Note: Entering a Custom A/R Message is optional. Your client will not see this note on the payment but will be included when you post the payment to your matter management software.
Send for Payment – This is a new feature in 2.0 only. If your client is already saved as a Payer, click the Choose a Different Payer drop-down to select from existing payers. Once the payer is selected, click Create Association to add them to this payment link.
If you are creating a new payer, check the box to save for future use. Select Send once all fields are complete. If the link was successfully sent, you will see a confirmation screen that gives you the option to start another payment or click to one of the other sections within the Connect module.
Note: to manage sent pages, browse to Connect and Manage Sent Pages. This allows you to search, view, resend, or cancel the payment link.
To post integrated payments, browse to Connect and Manage Postings. This view displays all approved transactions which are organized into 5 different default views:
- Pending- Approved transactions awaiting another action such as posting to your matter management system.
- Posted - Transactions that have been posted to your matter management software.
- Removed- Transactions that do not require further action but were not posted through the integration.
- Queued- As soon as you hit the Post Selected To button, they will sit in the Queued bucket until they are successfully posted. It may take up to 10 minutes for items to post via the integration.
- All (Read Only)- All Connect transactions appear in the view, but this is for reporting purposes only. You cannot post or close anything from this screen.
Within the Manage Postings your action buttons are:
- Post Selected means you are sending this item to your matter management software via the integration, which moves it to the Posted bucket.
- Remove Posts means you have manually accounted for this item so it should not be sent via the integration, which moves it to the Removed bucket.
- Post All allows you to post all transactions without taking the time to make selections. It is especially useful if you have multiple pages of posting records that you would like to post at the same time.
- Move to Pending only appears in the Removed view. If you change your mind and decide you would like to post an item previously removed from the Pending view, you can move it back to pending so the item can be posted to your matter management software.
- Export to Excel allows you to view the results in spreadsheet form. You can reorganize the data to better serve your needs, use it to reconcile other systems, save it or even import into other programs.
Entering General Sales (Disconnected Payments)
In ClientPay 1.0, General Sales is the virtual terminal where you can enter quick payments. These payments must be manually updated in your matter management software.
- Enter as much information as you can.
- Fields marked with an asterisk (*) are required.
- If you enter an email address, your customer will automatically receive a receipt.
- Account is the bank account where you wish to have the funds specified. If you have multiple bank accounts on your merchant account, please be sure to select the correct deposit account.
- Fields listed in the Transaction Details section are for notation purposes only. Information entered will not be included on the customer's receipt.
In ClientPay 2.0, Enter Payment is the basic payment entry screen. These payments must be manually updated to your matter management software. The Enter Payment page also supports Transaction Optimization by capturing additional production information to save you money on processing fees.
Enter By Key
- Payment Information – This is where you specify the amount of the transaction and the bank account that should be used for deposits. If you have multiple accounts, please make sure to select the correct one. Bank accounts cannot be changed once the transaction has been processed.
- Payment Method – This is where you will enter your client's credit card information. CVV (the 3-digit security code on the back of the card) is recommended for your protection but it is not required. Not entering the code does not affect your rates. By checking the box under Billing Address, you can save the payer and card information for future use.
- Billing Address – The cardholder street address and zip code are required to ensure you get the best processing rate. The postal code field has a lookup function. If you choose to display the city and state fields, they will auto-populate when you enter the zip code.
- Custom Fields – Any custom fields added under Settings for the Enter Payments module will appear in this section.
- Receipt Emails – An email is required for a customer receipt to be sent. This field does support multiple addresses (separate with a comma).
Swipe a Card
If you take in-person payments, you have the option to swipe a card from the Enter Payment menu. A USB card reader is required. Simply enter the amount to charge, add additional information in the custom fields (optional), enter the email address(es) for the receipt, and select Swipe. Follow the prompts on the screen to complete the payment.
When Payers are created and saved in the system, you have the option to run a Quick Pay which allows for faster payment processing. Select Quick Pay from the Enter Payment menu and choose the payment method from the drop-down menu next to the payer name. Choose Select to review the payment details and enter additional details before processing.
Note: you can run a Quick Pay payment from the Payers and Payment Manager menus as well.
The Edit Layout icon in the upper right corner of the screen gives each user the ability to customize their experience to make is as simple or as comprehensive as possible.
If there are optional fields that you never use, go ahead and hide them (see example). With fewer fields on your display, you will know in an instant if you have completed the payment form before you click Submit.
In ClientPay 1.0, Search Transactions allows you to find transactions, view details, resend emailed receipts, run quick sales, and refund payments.
To search for a transaction, enter the search criteria in the Search For: field and select the Search By: drop-down menu. You can search by several options including client name, invoice number, matter number, and last four of the card number. This view will display processed and declined transactions.
Once payment details populate, you can select Issue Credit to process a full or partial refund. The View Details icon (to the left of the green +) provides all information regarding the specific transaction and allows the option to email as well as issue a refund.
Note: A confirmation window will pop up when an emailed receipt is successfully sent.
Note: When issuing a credit, a pop-up window will appear asking for confirmation to refund the payment and allows you to enter a memo/note for the refund.
By selecting the green +, you can run a Quick Sale with the saved wallet information as the initial payment. Payer information will populate, and additional fields can be completed (i.e., sale amount, email address for receipt, matter ID or invoice number)
In ClientPay 2.0, Payment Manager is our reporting manager which provides both searching and reporting capabilities. You can run a Quick Search which is the fastest way to pull up transactions that match one particular criteria. You can search by cardholder name, amount, or ID.
Go to Date Range in the upper right corner on the Search Payment screen to choose from a collection of pre-made transaction reports that allow you to quickly view all approved transactions for a preset time period. The following time periods are available: Today, Yesterday, Past 7 Days, Month to Date and Year to Date.
An Advanced Search gives you the ability to make your searches more powerful by only pulling back the information you need to see. This includes declines and errors that may have occurred, unless you specify a particular status. Use the dropdown boxes to select the fields you would like to search and what data you would like to match within that field. Click the Add button to add more fields.
Only check the box next to "Show me transactions that meet ANY of the parameters below" if you would like to return results that match any of the conditions listed. If the results must qualify for all conditions, do not check the box.
Once you have narrowed down your search, you can export the information to Excel. Selecting Full Export will provide you a raw data export of all transactional information in the software for your search results. Selecting Export Current Columns will only export columns in your current view. Select the column selector to add or remove columns to your view. These column settings are saved by user.
By clicking on a payment line item from your search results, you can view all details for that payment. From the payment details screen, you have several action buttons:
- Quick Pay – allows you to quickly process a new payment with the same payment method without the need to re-enter all payment/payer information.
- Refund – allows you to refund a partial or full amount from the original transaction and email your client a refund receipt. If the transaction occurred on the same day, the refund button allows you to void the transaction which cancels the original transaction.
- Email Receipt(s) – allows you to resend a receipt for the payment or refund.
- Print Receipt – allows you to print a hard copy of the receipt.
- Create/Add to Payer – allows you to connect a payer to the payment. When you create a Payer, their Payment History begins with the transaction you used to save the Payer. If you find that there are additional transactions in your Payment Manager that do not appear on the client's Payer record, you can manually add them to the Payer.
In ClientPay 1.0, Reports tab is where you go to pull transactional data from ClientPay based on your desired parameters. Start by entering the date parameters; all other fields are optional based on how you want to customize your report. Once you generate the report, your report displays as a pop-up window. The results can be exported to Excel, PDF, or Word.
In ClientPay 2.0, reports are found under Payment Manager. ClientPay just deployed a dynamic, customizable reporting tool to get you the information you need quickly and conveniently and includes the option to automate the reports to send via email on the schedule of your choice.
- To create new reports, click the + sign.
- Decide what type of report you would like to create.
- Personal reports are only available for the user that created them.
- Global*reports are available for all users on your entire team.
- Select the date range for your data set.
- Set your filters
- Decide how you want the report to look using the Group By
- Set up an email schedule (optional) if you want to receive recurring reports by email.
- Name your report: Save, Run, or Save and Run
Note: saved reports can be edited after saving.
Tips for using the results grid:
- Column Configurator - Click the icon in the upper right corner of the search results grid to select what information you see on screen.
- Rearrange Columns- Drag a column to a new position and release the mouse to drop.
- Sort Columns- Click the triangle to the right of the column header to sort the entire results set in ascending or descending order.
- Filter Columns- Click the filter icon to the right of the column header to further refine the results that display on screen.
- Export Results- All exports are a simple Comma delimited (*.csv) file in Excel.
Wallets / Payers
In ClientPay 1.0, Wallets allows you to save payer information as a convenient way to run a payment, quick sale, or set up a user as an Online Payer with access to the payer portal. A Wallet is created when a payment is initially entered into the system, unless the Do not add card to wallet box is selected.
By selecting Wallets, you can view and search for saved payers by client name, contact name, or client number. Click on Select next to a payer in order to view or edit payer information. You can also select Add a New Card to create additional saved payment methods.
In ClientPay 2.0, Payers can be saved with one or more payment methods and all payment history for each payer can be viewed under the Payer menu. Payers can be associated with payment schedules (new feature), and connected associations which dictates how your clients are tied to content from your matter management software.
This feature allows you to set up a payer (or multiple payers) on a recurring payment plan with several schedule options such as daily, monthly, weekly, or yearly.
Complete the form with a schedule name and check the appropriate boxes if you want a reminder email to be sent to all payers on the schedule, and if the schedule will be for a single payer.
- Schedule Name = Defaults to Payer’s “Company Name | Cardholder Name Schedule” but you can change it to whatever you would like to call the schedule
- Merchant Account = Select which merchant account the payments should run through
- Frequency = How often you would like to charge the card (If you pick monthly on 9/12, the card will be charged on the 12thevery month. If you pick weekly on a Wednesday, the card will be charged every Wednesday.)
- First Payment Date = When you would like the card to be charged for the first time
- Payment Type is where you specify how you want to calculate the payments.
- Individual = Enter the amount of each payment and the number of payments. The schedule will calculate the grand total. If you check the box next to In Perpetuity, the schedule will just keep running and charge the card the same amount every month until you cancel the schedule.
- Lump Sum = Enter the total amount you want to charge the client over how may payments and the schedule will calculate how much the card is charged each payment.
Creating Associations dictates how your clients are tied to content from your matter management software's database.
- Go to Payersin the left navigation bar.
- Use Search to locate an existing payer and click Edit orcreate a new payer.
- Go to the Associations
- Click + to Add Association.
- Use the dropdown in the Search By dropdown to set your search criteria.
- Enter specific customers and set specific parameters for what you want them to be able to see. You can limit them to a specific Client Name, Matter Number, etc.
- Check the box(es) to select the result(s) you would like to use.
- Click the Create Association
- Repeat this process until all necessary restrictions have been set.
Online Payer Portal
In ClientPay 1.0, Online Payers can be set up with access to view their invoices and make and manage payments to the firm.
- Select the Online Payers tab to view, search for, edit, and add online payers.
- Select the pencil icon to view or edit or to assign clients or matters to the online payer.
- Under the pencil icon, you can also resend an invitation or unlock a user’s access.
Your clients will see the following options from the Online Payer Portal:
- Make A Payment – Your client will see the list of their open invoices. They can either opt to add a new card or use the drop down to select saved card. Unless specified, any new card used will be added to the user's stored payment methods.
- Transaction History – The user can see all previous payments they have made through the ClientPay software via this username.
- Wallet Maintenance – Clients can manage their stored payment methods. They can edit their name, address and expiration date. The full card number cannot be displayed or modified. If a card number changes, the payer will need to add a new card and remove the old one. For security reasons, we are not able to store the 3-digit security card on the back of the card.
In ClientPay 2.0, online payer portal access can be granted under the Payer settings. When first set up, the user will receive a welcome email to set their login credentials.
- Pull up the details for the Payer record.
- On the Payer Information tab, select the on/off toggle for Login Access.
- Select Confirm to send the welcome email. A pop-up message will appear at the top of the screen confirming the welcome email was delivered successfully.
- Next you will use Associations to determine what invoices the payer will see when logging into the online payer portal.
- From the Associations tab located under Payers, select the add button to get started.
- You can search by client name, client number, matter number, matter description, or invoice number.
- Use column filters if necessary, to further narrow your search.
- Select the items you wish to associate with the payer.
- Select the Create Association button to complete.
Your clients will be able to see the following screen when logging into the portal:
Additional New Features for ClientPay 2.0
With the upgrade of our ClientPay Portal, new features have been added to create convenient ways for your firm and your clients to make payments happen.
Bill Now is the quickest and simplest invoicing module. The email to your client is embedded with a link to enter a one-time payment without having to create an online account. This solution is ideal for final collection efforts on old outstanding balances and can be created as individual invoices or as a bulk upload.
Note: The link in the email is only good for one payment. If your client does not pay the full amount due, you will need to create a new Bill Now invoice for the balance.
Admin users can customize Bill Now settings to add a custom message to the Bill Now email template for more detailed and enhanced communication when sending the invoice to clients, create a custom disclaimer message that will appear at the bottom of the payment page and enable reCAPTCHA on the Bill Now payment form for increased security.
Payment Pages are designed to provide your customers with a web-based form to enter payments. Links can be included in emails to your clients or they can be added directly from your website. Pages can be general as well as item-based information.
You can customize the appearance of your pages by adding your firm logo at the top, custom fields, your contact information and disclaimers at the bottom. You can even enable reCAPTCHA for advanced security to tell humans apart from bots.
ClientPay Sample Item-Based Payment Page
ClientPay Sample General Payment Page