This guide clarifies how online payments work for your customers, what different email notifications mean, and how credit card data is managed in the system.
Understanding Payment Email Notifications
When a customer pays an invoice an Admin notification email will be sent. You may see different email subject lines depending on how the payment was processed. Here is the difference:
- Payment Received Email: This specific header indicates an Autopay transaction. The system automatically charged a card on file for a recurring bill or automated cycle.
- Transaction Information Email: This header indicates a manual online payment. The customer manually went online or used a link to pay their bill themselves, rather than relying on Autopay.
Paying Invoices via Mobile Devices
Yes, customers can easily pay their invoices directly from their phones. * The Process: When an invoice is texted or emailed to a customer, they simply click the "Pay" link included in the message.
- Where it leads: The link securely directs them to a mobile-optimized payment web page where they can securely enter their credit card details.
- No Autopay Required: Customers do not need to be signed up for Autopay or have a pre-saved card on file to use this mobile feature. It functions perfectly for one-time manual payments.
Managing Cards on File vs. Autopay
When a customer pays their invoice online, they have total control over how their payment information is saved. Saving a card and enabling automatic billing are two separate actions.
On the payment screen, the customer is presented with two independent checkboxes:
- Save Card on File: Checking this allows the system to securely store their card details for quicker manual checkouts in the future.
- Turn on Autopay: Checking this gives the system permission to automatically charge this card for all future invoices.
Note: A customer can choose to save their card on file without turning on Autopay. Their card will be saved securely but will never be charged unless they manually authorize a payment.
Deleting or Updating Credit Card Information
To maintain financial security and account integrity, there are specific rules regarding who can remove payment methods:
- What the Customer Can Do: Customers can securely log into their Customer Portal at any time to update their existing credit card information. However, they cannot entirely delete a card from the portal.
- What the Admin Must Do: If a customer wishes to completely remove and delete a credit card from their profile without replacing it, you can contact Spraye support and we can remove it for them.