New Customer Sign-up with Option to Pay

This feature includes a link you can add to your website, or email to new customers as part of a sign-up process. In addition, customers can approve terms and conditions you may want to add as well as make a payment. The customer and payment data will then sync into QuickBooks.*

Under Advanced Options/Additional Features, turn on the “Payments Without an Invoice” option and the “Add Customers” option. 

Next, under Advanced Options/Add Customers, check the box to “Allow the public to signup from your web site”. You will then be given additional options and access to your sign-up page URL which you can add to your web site or include in an email.   

You can customize the heading on the sign-up page as well as the instructions shown to the customer. If you have terms or text in the instructions that you want your customer to agree to, you can enable the "I agree" checkbox and add the specific language you want shown next to the checkbox. After the customer completes the sign-up form, you can enable one of the following actions:

• Show thank you message - no further action required
• Show payer enroll page - the customer (payer) has the option to create a Bill & Pay account
• Show payment page - the customer can make a payment
• Show auto-pay approval page - the customer can sign up for automatic payments (Contact support for this option)

Here is an example of the sign-up page the customer will see using the above settings. The fields below can be customized.

*This feature is also available for Bill & Pay Easy Invoice and Enterprise.

Your Customer's Payment Experience

Note:  The steps below are our most common, but each company can customize the options they give their customers. 

Customers receive emails notifying them an invoice is due. The invoice is attached.  

After the customer clicks the above “make a payment” link, they see the screen below. The customer can pay or create an account by clicking the “Click Here” link. With an account, the customer can see invoice and payment history, save their payment account, setup auto pay.

The customer can choose to pay from their bank account and/or credit card. These options are displayed if the business is setup to accept ACH and/or credit cards. The option to accept credit cards can be turned on for all customers or individually selected customers:

The customer enters their payment account information. The examples below show both a credit card payment and bank account (ACH) payment.  

Note #1: If the customer logs in to pay, their payment information can be saved if selected by the customer.  Note #2: The business also has the option to collect and enter payment account information for their customers via their Bill & Pay control panel.  

Credit Card Payment Screen:

Bank Account (ACH) Payment Screen: 

The customer clicks “confirm” to complete their payment transaction:

After the customer clicks “confirm”, they see the screen below and will also receive a payment confirmation email.

The screen shots below show additional details if the customer chooses to create a Bill & Pay account and login. The customer can view invoices & payments, make a payment, setup auto pay, add more emails, and click "contact us" to reach the business.

After clicking “to make a payment” all open invoices are displayed. The customer can pay all invoices, one invoice, partial payments, etc.  

If enabled, customers can setup automatic payments that pay the amount of the open invoice. Below are three screen shots showing a customer view of this option.  The scheduling options will depend on rules setup by the business.

Subscription Payments

Easily and automatically collect subscription payments from your customers with Bill & Pay.

All versions of Bill & Pay include the option to setup repeat payments without an invoice.

• Use your existing merchant account or allow us to provide you a competitive quote for a new merchant account
• Use our ACH service, at no extra cost, to accept payments from checking accounts and save money
• Level 1 PCI compliant storage of all credit card data

Learn more and see all the features below.

Under Advanced Option / Subscriptions you can create profiles of different subscription plans you want to offer.  You can either "Add a New Profile" or click on an existing profile to modify it.  Click "Subscription Options" to choose if subscription payments sync into QuickBooks as a received payment or a sales receipt.  If you use sales receipts, you can also choose the "line item name" the payment is attached to.  You can choose from 7 different payment frequencies as shown under the Frequency heading below.

In the following screenshot the monthly subscription profile "Test 4", which had been created earlier, has been clicked.  Subscription profiles can either have a set number of payments or continue indefinitely until the plan is canceled.  This subscription profile has six monthly payments of $40.00 each.  You also have the option of adding a sales tax amount for each payment. Right now we do not support variable sales tax amounts by state.

If you click on the box “Subscriptions using this profile will not have an end date” the number of payments will not be shown.

Once your subscription profiles are set up you can go to a customer record and click on the "Subscriptions" button and add a new subscription plan.

You can choose an existing profile you created earlier or set up a completely custom subscription plan for this customer.

The example below uses the "Test 4" subscription profile:

Choosing a profile will populate the subscription plan settings from the subscription profile you created.  You must pick a start date for the subscription plan to begin processing payments. Bill & Pay will automatically calculate an end date if the profile was defined as having a specific number of payments.  The fields are dynamic so if you change the number of payments, it will change the end date. If you change the end date it will calculate the number of payments automatically.  Payments are always made on the same date, or day of the week you choose for the start date.  If you choose twice per month payments, the first payment is on the date of the month you choose and the second payment is 14 days later.  The next payment will be on the date you initially setup.

You have the option of adding a down payment and choose a date that will occur.