What we'll review:

Setting Up Client Pay by Credit Card

Clients Adding Credit Cards

Charging Invoices to Credit Card

Instant Charge on Reports

PayPal Charging Methods

When you generate an invoice for one or more clients, you can quickly charge those invoices to a credit card on file for the client. As long as the client has agreed to be charged, and you have set up the Payflow Pro integration to your Verocity system (see Payflow Pro), you can add a credit card to the client's profile and auto-charge the client straight from the invoice finder.

*NOTE* If an invoice is marked as paid, then it will not send out an invoice when using the 'send invoice' options from the invoice view under the accounting tab.

Set Up Clients to Pay by Credit Card

In order to charge a client, their Payment Method on their client profile must be Credit Card (as opposed to Application, which indicates that the client pays by invoice). To change this:

Navigate to Clients > View Clients.
Bring up the desired client in the editor, either by:
- Browsing for the client by letter using the links to the right of the words active clients; -- or --
- Searching for the client using the fields on the page, and then clicking the link that states Click Here to Edit Client Information on the snapshot of the client you wish to edit.

Click the Client Information link to expand that section.
Under the Account Information section, change the Payment Method field to Credit Card.
Click SAVE to save your changes.
Re-expand the Client Information section, and again look at the Account Information section.
If you wish for each completed search for the client to be auto-charged to a credit card, check the Charge Credit Card Instantly checkbox. Then save and re-expand the Client Information section.
Click on view client application and credit card information.
From the resulting page, click add credit card information.
Add the details about the credit card. All fields are required, including all address fields.
Submit the details of the card the client wants to use, and as long as all fields are correctly filled in, the card will be added. You can later change the card info, but only one card can be on file for each client.

Client Ability to Add a Credit Card

Clients can also add a credit card to their account if you have a PayPal Payflow Pro account. This allows your clients to pay their invoices online via a credit card. (A credit card can also be added by an administrator; see Charging Invoices to a Credit Card).

Once deverus has configured the Payflow Pro account to work with your Verocity system, then clients will have the following options available from the Client module when they navigate to My Account -> Accounting:

"Add Credit Card" option to enter their credit card information to make payments.
Pay invoices online by clicking the "invoices" option.

Charge Single and Multiple Invoices to a Credit Card

When you view an unpaid invoice (using the Accounting -> View Client Invoices function) for a client that has been set up to pay by credit card, you'll see a link that says charge invoice to credit card. Use this link to charge that invoice to that client's saved credit card. Note that the client must have a credit card on file, as explained above, for the charge to be successful.

If you bring up multiple invoices using the same View Client Invoices function, and at least one of them is for a credit card client, you'll have a link at the top that says charge all non-paid invoices below to credit card. Click this link and confirm to have the system charge every eligible invoice (that is, each invoice with a credit card client who has a credit card on file as explained above) to the client's credit card.

Instant Charge on Reports

If the Paypal integration is set-up and a CC number is on file, you can set up clients to automatically pay for reports as soon as they are completed.

If a CC is on file, you can navigate to the client editor and you will see 2 new options:

"Charge Credit Card Instantly" and

"Charge Credit Instantly on Completed Report".

We recommend using the "Charge Credit Instantly on Completed Report" when utilizing this feature if you want to capture all fees and searches.

Charge Credit Card Instantly

The workflow follows these steps:

1. The report is ordered (this happens first so we can get the total to charge)

**If the Credit Card on file is incorrect, the user placing the order will run into an error and the order will NOT be placed until updating the card information**

2. An invoice is created

3. Payment is collected

4A. If the payment is successful, The Invoice is automatically marked as paid, and sent to the client accounting department email.

4B. If the payment is not successful, the invoice is marked as 'not paid.' There will not be a notification sent to the client if the payment is unsuccessful. This immediate payment process ensures prompt billing but does not allow for adjustments to the report fees or searches before the invoice is finalized, as payment is processed at the time of report creation.

**Please Note - This Feature is not compatible with 'SHM without review'**

Charge Credit Instantly on Completed Report

The workflow follows these steps:

1. Order is entered into the system

2. Report is completed

3. Payment is collected

4A. Invoice is automatically marked as paid and sent to client accounting department email.

4B. If the credit card declines at report completion, an email will be automatically sent to your accounting department, notifying you of the status. This payment workflow allows for more flexibility in completing reports before finalizing the transaction. When payment occurs upon report completion rather than at report creation, adjustments can still be made to the report (such as edits to fees or added searches) before the invoice is finalized.

Please note: When adding a CC in the admin portal, the CCID number is not collected. You must click use "trusted CC" in order for the number to be bypassed when ordering. Clients will be prompted to update their CC (and add that number) when ordering in the HR portal if the trusted checkbox card is not added:

If the CC is added from the HR portal, the CCID number is collected. To add it in the HR portal, navigate to my account>accounting>add CC.

Applicant Pay and "Pending Payment" Status

In cases where the applicant doesn't complete the payment process for SwiftHire Mobile With Applicant Pay, the system will still capture the submitted session data and generate the report. These reports are marked with a "Pending Payment" status, allowing the CRA to collect payment outside of the system.