Accepting Payments

When you connect your AR Automation account to BlueSnap, you enable customers to make payments through AR Automation, while keeping your accounting/ERP system in sync. Online payments allow you to create automatic payment schedules and let your customers take immediate action on invoices.

This page covers all the ways to collect payments from customers, such as Payment Link and Pay Balance Link, as well as how to reconcile payments, and configure the various payment settings available.

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Before you Begin

Connect to BlueSnap so your AR Automation account can accept payments.

Payment Interfaces

AR Automation offers the following ways to collect payments and payment information from your customers.

  • Payment Link: Allows an invoice to be viewed and paid online.
  • Pay Balance Link: Allows customers to view and pay all their open invoices at once.
  • Payment Method Link: Allows customers to add or update their payment details to be securely stored for future payments.
  • Virtual Terminal: Allows AR Automation users to securely store a payment method or pay an open invoice on a customer's behalf.
  • Customer Portal: Provides a secure, password-protected area for customers to view their invoices, account statements, and more.
  • Generic Payment Link: Allows customers to process a payment link with or without an invoice.

Payment Link

Payment Link provides an online version of an invoice that can be viewed and paid securely online. In Cadences, Payment Link is embedded when the Invoice Button placeholder is used.

To access Payment Link for a specific invoice, follow the steps below.

  1. In your AR Automation account, go to Customers > Invoices.

  2. Next to the desired invoice, expand the action menu, and click Payment Link.

On this page, you'll have the option to print, download, or pay the invoice.

Payment Link Example

Pay Balance Link

Pay Balance Link provides a link where a customer can view their open invoices and choose to pay all, or a portion, at once. Pay Balance Link can be included in cadence messages by using the Pay Balance placeholder.

To access the Pay Balance link for a specific customer, follow the steps below.

  1. In your AR Automation account, go to Customers > Customer Records.

  2. Next to the customer, expand the action menu, and click Pay Balance Link.

On this page, you'll be able to view the customer's open invoices, as well as select which invoices should be paid at the same time.

Pay Balance Link Example

Payment Method Link

Payment Method Link provides customers the ability to add a payment method or update an existing payment method to be securely stored for future payments. Storing their payment method details allows them to have their future invoices automatically charged if desired. Payment Method Link can be included in Cadence messages by using the Payment Method Link placeholder.

To access the Payment Method Link for a specific customer, follow the steps below.

  1. In your AR Automation account, go to Customers > Customer Records.

  2. Next to the customer, expand the action menu, and click Pay Method Link.

On this page, you'll have the option to select which payment method to store and then enter the payment method details.

Payment Method Link Example

Virtual Terminal

Virtual Terminal provides a secure way for an AR Automation user to enter payment details on a customer's behalf, useful for saving the payment method for future payments, or for paying an open invoice. This feature is especially useful for entering payment details received via phone or encrypted email.

Note: Please contact Merchant Support to have Virtual Terminal enabled for your account.

Save a customer's payment method

To save a payment method to a customer using Virtual Terminal, follow these steps.

  1. In your AR Automation account, got to Customers > Customer Records.

  2. Click on the customer to view their customer detail page.

  3. Expand the action menu at the top right of the screen and click Virtual Terminal.

  4. Enter the customer's details in the secure form, such as their name, card number, and more.

  5. Click Save.

Now that the customer's payment method has been saved, it can be used to pay open invoices.

Pay an invoice on a customer's behalf

To pay an open invoice on a customer's behalf using Virtual Terminal, follow these steps.

  1. In your AR Automation account, go to Customers > Invoices.

  2. Next to the invoice, expand the action menu and click Virtual Terminal.

  3. Enter the customer's details in the secure form, such as their name and card details.

    Note: To save the customer's card for future payments, select Save Card.

  4. Click Save.

The customer's invoice has been successfully paid. If the Save Card setting was selected, their card details will be saved to their account for future payments.

Customer Portal

The Customer Portal is a password-protected area where customers can view their open and paid invoices, view account statements generated by AR Automation, access shared files, make payments, and update their billing information. Customers must either be invited to or request access to their portal and then set a secure password.

To direct a customer to their Customer Portal, you can use the Customer Portal placeholder in a Cadence or provide them with their Customer Portal URL. Click here to learn how to invite a customer to access their Customer Portal.

Customer Portal Example


Generic Payment Link

A Generic Payment Link is a permanent payment link that allows you to accept payments with or without an invoice. Customers directed to this page are prompted to enter a payment amount, payment method details, and an invoice number (optional) or an account number and notes (optional).

Note: Any payment method available in your AR account is an acceptable form of payment on the Generic Payment Link.

When a customer attempts a payment by entering a value for the invoice/account number fields, we try to match the payment to the corresponding customer and/or invoice once the payment is processed. Successful payment data is synchronized back to the AR system and the connected accounting system.

If a customer attempts a payment and the account/invoice number is not submitted, the payment will be processed but appear in the AR system as Unapplied (has no connection with customer and invoice data). This payment will either stay unsynchronized in AR or you need to manually apply it to the customer and invoice to have it synchronized with your accounting system.

The screenshot below displays what an unapplied payment looks like in your AR account.

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Displays what an unapplied payment looks like in your AR account.

To apply the payment manually, please navigate to the Payment Details page by clicking on the Action menu button > Details. Once you are on the details page you can click the Apply Payment button and select the invoice you wish to apply for the payment.

Generic Payment Link Structure

You can navigate to Account > Payments to find your unique Generic Payment Link. The Generic Payment Link is a hosted payment page built off your customer portal subdomain i.e., subdomain.armatic.com/payment.

The link can be pasted or embedded anywhere. For example you can add it to your website and the same payment link can be shared with many customers.

Link Example

https://bluesnaptest8f.armatic.com/payment

Note: If you update the customer portal subdomain on your Company Preferences pages, the Payment Link subdomain will be automatically updated.

Payment Settings

You can adjust your payment settings in your AR Automation account by going to Account > Payments. For example, you can choose whether partial payments are enabled.

Partial Payments

Partial payments allow customers to specify how much an invoice they would like to pay. They can enter their payment amount, up to the total invoice amount. This feature is available when a customer pays a single invoice, not when paying multiple invoices via the Pay Balance Link.

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Payment Methods

AR Automation supports multiple payment methods for processing payments through AR Automation directly.

  • ACH
  • Apple Pay
  • Credit Cards
  • Google Pay
  • Local Bank Transfer
  • PayPal
  • SEPA

You can manage the payment methods available to your customers by navigating to Account > Payments > Available Payment Methods. The selected payment methods will be displayed on Payment Links for your customers.

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Note

Your desired payment methods should be enabled on your AR Automation and BlueSnap accounts.
For details about enabling payment methods on BlueSnap, please refer to Enabling Payment Methods.

Payment Reconciliation

Payments made through AR Automation are immediately synced with accounting/ERP systems, marking the invoice as paid or partially paid. For example, if your AR Automation account is connected to Quickbooks, the payment can be viewed by selecting Undeposited Funds under Payment Account. The payment is also recorded in your AR Automation account in Account > Accounting.