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NOTE: This feature is available in the Essential, Professional, and Enterprise versions of Stratus Desktop. Spectra does not include this feature. |
Note: Online Payments is available with StudioPlus Payments. Legacy compatibility with TSYS (Cayan) accounts that are activated for e-commerce is also available. While the functionality is similar, this document reflects the new StudioPlus Payments capabilities!
Overview #
The Online Payments feature allows you to send clients a link to view their invoices and make payments online in our mobile-friendly portal. Allowing your clients the convenience of paying their invoices or past due payments directly from their mobile device will not only impress your clients, but can also help improve your cash flow.
These links can either be sent manually by the user or automatically through the software via a Triggered communication. In addition, the Online Payment portal can be customized to look exactly like it’s part of your website with your custom branding. This means using our Online Booking feature, Online Web Forms, InspiredByYou.com and now using Online Payments, your online portals can all share the same custom look and feel as your public website.
Online Payments is not one generic link. You can send online payment access from the Client, Invoice, or Payment level, and the level you choose determines what the client can access. These links are fully live with your records. So if you need to modify information presented in the link, simply modify the record. If you need to “deactivate” a link, the record needs to be deleted.
Think of Online Payment links as a one-way hierarchy:
Client > Invoice > Payment
Links can move forward through that hierarchy, but not backward.
- A Client Link starts at the client’s outstanding invoices, then moves into a selected invoice and its payment options. Clients can move throughout different invoices and payments when they get this link.
- An Invoice Link starts at one invoice and moves into that invoice’s payment options. Clients can only view this invoice and its payment(s). They cannot go backwards to view ALL outstanding invoices.
- A Payment Link goes directly to one pending payment only. The main function of this link is just to make a payment – they cannot view the detailed invoice items.
From any link, clients have the ability to add a new saved payment method to store for the future.
Online Payment Methods #
All Online Payment Portals — InspiredByYou.com, Online Booking, Client Payment Link, Invoice Payment Link, and Payment Link — can support the same online payment methods. The payment options available to the client may vary based on your StudioPlus Payments setup, Stripe account settings, region, and the type of payment being made. The following payment methods are currently supported online:
• Card payments: Pay online with a credit/debit card.
• Saved cards: Use a credit/debit card already saved on file.
• Link by Stripe: Client can login to their “link” account to access saved payment methods.
• Apple Pay and Google Pay: Pay with eligible digital wallet options.
• Buy Now, Pay Later: Choose Affirm, Afterpay, or Klarna when those options are active and available. Click here to learn more.
• ACH payments: Pay from an authorized bank account pre-saved through the online payment portal.
Important Note About ACH Payments #
Buy Now, Pay Later and ACH payment methods are not enabled by default and must be activated in your Stripe Dashboard under the Payment Methods section before they can appear as available payment options in the online payment portal. In addition, ACH needs to be “requested” in the Capabilities section of the Stripe Dashboard – Click Edit and press Request next to “ACH Debit Payments.“
ACH payments work differently than credit card payments. Before an ACH payment can be used, the client must first add and authorize the bank account as a saved payment method in the online payment portal (Click Manage Payment Methods). Once the ACH payment method has been saved and authorized online, it can also be selected as a saved payment method in the Stratus Desktop app.
This means ACH payment methods cannot be created for a client from Stratus Desktop first. The client must complete the authorization step in the online payment portal before that ACH payment method is available for future use.
To explain the online payment portal, let’s start at the “end” with the Payment Link, because it is the most flexible delivery option.
Payment Link #
The Payment Link is the most direct way to request payment for one specific amount. It is also the only Online Payment link that offers such a variety of delivery options. There are two main scenarios you may use this feature:
- A client is standing right next to you at checkout and wants to pay from their device. This is especially helpful if you don’t use a Stripe card reader.
- A client is on the phone or is ready to simply make their payment and does not need to see the invoice details. It’s a helpful, quick way to get them the link.
Use a Payment Link when you want the client to pay a specific pending payment.
To send a Payment Link, create the Payment record and click Send Payment Link in the Payment Actions section. If the payment is not already pending, Stratus will automatically convert it to a pending payment before generating the link. This saves the record in the system because we’re expecting a payment to be made, but no actual payment exists yet.
You can deliver the Payment Link in any of the following ways:
- QR Code – Displays automatically so the client can scan it with their mobile device’s camera and click the link to open the payment directly.
- SMS Text message – Sends the defined phone number a link to the online payment portal (SMS add-on required). The text sends the link only, so make sure the client knows it is coming.
- Email – Sends the defined email address the HTML email assigned to the Payment form in Company Preferences > Invoicing tab.
- Copy URL – Copies the payment URL to your clipboard so you can paste it wherever needed.
A Payment Link opens one pending payment only. The amount is fixed to that payment. The client cannot navigate back to the invoice or to a list of invoices from this link.
When entering card information, the client can also choose Save this card for future payments so you can use the card for future transactions!
Once they make the payment, the payment record will automatically update with the details. It may take a minute for the details to make their way back to Stratus. Rest assured – if the client’s phone says “Payment Successful”, then we have the details!
Client-View From Payment Link
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Invoice Link #
The Invoice Link is used when you want the client to review and pay one specific invoice.
To send an Invoice Link, open the Invoice record and click Online Payment Email on the Home tab in the ribbon. Stratus will use the HTML email assigned to the Invoice form in Company Preferences > Invoicing tab.
An Invoice Link opens that invoice only. The client can review the invoice details, totals, and available payment options for that invoice. From there, the client can either pay the full balance or pay an existing pending payment tied to that invoice.
Because the link starts at the Invoice level, the client cannot navigate back to the Client level or view other invoices.
Client-View From Invoice Link #
Client Link #
The Client Link is the broadest Online Payment link. Use it when you want the client to start with a list of all outstanding invoices and choose which one to pay.
To send a Client Link, open the Client record and click Online Payment Email on the Online tab in the ribbon. Stratus will use the HTML email assigned to the Client form in Company Preferences > Invoicing tab.
A Client Link opens a list of all outstanding invoices for that client. The client must select an invoice before continuing to payment options. From there, the link continues forward through the hierarchy into that invoice and its payment options. Because the client started at the client level, they can still navigate backwards to view and pay other invoices.
If the client has no outstanding invoices, the Client Link takes them directly to their saved payment methods, where they can add a new card or add an ACH connection to their bank.
Client-View From Client Link #
Choosing the Right Link #
Choose the link level based on how specific you want the payment request to be.
- Use a Payment Link when the amount is already defined and you want the fastest, most direct request for payment. This is a great option to use right at checkout.
- Use an Invoice Link when the client should review one invoice and then pay it. This is a great option for your standard business practice to let a client view and pay their invoice from home.
- Use a Client Link when the client may have multiple outstanding invoices and needs to choose which one to pay. This is a great option if you want to request new saved payment methods from clients, or want to send an email to all clients who are past due on their invoices.
Email Templates and Merge Fields #
Online Payments supports separate HTML email assignments for each link type.
To set the default emails, go to:
Maintenance > Preferences > Company Preferences > Invoicing tab.
There is a unique email slot for each of the following:
- Client
- Invoice
- Payment
Available merge fields:
- Client Online Pay URL
- Invoice Online Pay URL
- Payment Online Pay URL
Use the merge field that matches the type of link you want to send.
Online Portal Setup #
Online Payments uses the same customization settings as the other online features in Stratus.
To update branding and appearance, go to:
Maintenance > Preferences > Online Portal Preferences > Customization tab.
If you’re not sure where to start, select a Branding Template to add in a themed set of colors. Feel free to modify your color choices from there!
Still in the Online Portal Preferences, you can also go to the Images tab to upload your business’ logo for added online credibility.
No additional setup is required to enable Online Payments.
Automatic Sending with Triggers #
Online payment links can also be sent automatically through Triggers.
Triggers can be used with Client, Invoice, or Payment links. The link type sent by the trigger is determined by the merge field used in the HTML email template.
