WisePay Automatic Payments Overview
Overview
Automatic Payment scheduling provides the flexibility of automating and debiting a saved client's bank account or credit card for a variable invoice amount every month. This functionality is perfect for MSA invoices which can often change based on the number of users, devices, or elements managed under the agreement. To encourage clients to agree to automatic payments, you are able to discount or waive credit card surcharges.
Note: Payments via both bank account and credit card are able to be processed via automatic payments for payments processed through our Global Payments, Ezidebit, and Payrix integrations.
Automatic Payments Summary
Automatic payments provide a method of direct integration between ConnectWise PSA™ (Manage) and Datto Autotask PSA Invoices, the Merchant Service providing the payment gateway for ACH/DDR and credit card debits, and your accounting package. WisePay uses the Wise-Sync service to send invoices to your accounting package (Xero or QuickBooks Online), checks if the customer has been set up as a WisePay user for automatic payments, and by matching the billing terms, it schedules the payment based on those billing terms using the saved payment method. Saved payment methods can be one of the following:
- ACH
- DDR
- Credit Card
Note: It is recommended that you send the invoice to the payer a few days before the payment date, informing them about the automatic payment.
Manage Automatic Payments
Configuring automatic payments is a multi-step process that involves merchant and payer admins. For the automatic payments to work successfully without any errors, please verify the following:
- You have an agreement with the payer to draw automatic payments.
- You have configured the appropriate billing terms in ConnectWise Finance or Agreement (or both) modules.
- You select the appropriate billing terms on invoices to trigger automatic payments.
- The payer has configured their WisePay account and added the following:
- Credit card or bank account details, or both.
- Configured an automatic payment mapping that maps an invoice with a specific billing term to a specific payment method.
- You have configured WisePay with appropriate billing terms to drive automatic payments.
- The payer has configured the bank account or credit card (or both) in WisePay.
To begin configuring automatic payments, be sure to read the documentation below:
Functionality
With a WisePay and Wise-Sync Invoice sync, once you have set up automatic payments, you are able to:
- Send the invoice to your Accounting Package.
- Schedule the debit based on the billing terms set on the invoice.
- Update the scheduled debit amount if you re-sync the invoice.
- Add on any transaction fees you choose to pass onto the customer (and provide them with a separate invoice for the additional fee and or/surcharge).
- Match the payment into your WisePay clearing account with the invoice for simple reconciliation.
- Send payment confirmation back to ConnectWise when the next sync after the scheduled debit occurs.
Payer Communication
It is recommended to let payers know about WisePay before signing them up for Automatic Payments. Below are some messaging examples you may like to use or tweak to suit your needs.
Note: Amend as needed.
Invitation to New Clients - Not currently on DDR/ACH
Dear [Client Name],
At [Company Name] we are always looking for opportunities to innovate and make things easier for our clients. We are pleased to be partnering with WisePay and [Payment Gateway Name] for all Direct Debit payments from [Date] onwards, and we would like to invite you to pay your monthly [Name of Monthly Invoice/Service type] invoices via direct debit.
Paying with WisePay provides some distinct advantages:
- Get your invoices earlier: Invoices for customers paying with WisePay will be sent out at the start of the last week of each month. Any contract changes for the month will be updated by this date, and your invoice will be provided to advise you of the amount to be debited.
- Pay by Credit Card: Are you a big fan of Credit Card points? We can set up your Direct Debit to be taken from your credit card. Please note that this option will attract a surcharge, which will be sent to you as a separate invoice.
- Set and forget: Direct Debit payments for non-MSA invoices can be set up on WisePay to set and forget. This means you must put in the date for payment and nominate the method, and payment will be processed via your chosen method on that date. No manual handling is necessary.
If you would like to pay by direct debit:
Important: Adjust to match your terms.
- A [Payment Gateway Name] Direct Debit form is required.
- You will receive a WisePay login, which allows you to pay any other invoices via Direct Debit or credit card.
- Invoices are released one week prior to the Direct Debit date of the 1st of each month.
- Any changes to your Schedule of Services during the last week of the month are incorporated into the following month.
- If you chose to pay via credit card, surcharges are automatically applied for Visa / Mastercard (2.5%) or AMEX (3.5%) and an invoice is issued at the time of payment for the surcharge.
Please advise if you would like to pay via direct debit or credit card and we will send you a form to complete.
If you have any questions, please get in touch.
Kind regards,
Invitation to Transferring Clients - Existing DDR/ACH (with previous provider)
Note: Amend as needed.
Dear [Client Name],
At [Company Name] we are always looking for opportunities to innovate and make things easier for our clients.
We are pleased to be partnering with WisePay and [Payment Gateway Name] for all Direct Debit payments from [Date] onwards.
What does this mean for you?
- You will need to complete a new [Payment Gateway Name] Direct Debit form.
- You will receive a WisePay login, which allows you to pay any other invoices via Direct Debit (or credit card) if you wish.
- Invoices will be released one week prior to the Direct Debit date of the 1st of each month.
- Any changes to your Schedule of Services during the last week of the month will be incorporated into the following month.
- If you chose to pay via Credit Card, surcharges are automatically applied for Visa / Mastercard (2.5%) or AMEX (3.5%) and an invoice issued at the time of payment for the surcharge.
Important: Adjust to match your terms.
Please take a moment to complete and return the attached Direct Debit form. Once returned, we will set you up on WisePay for your monthly direct debit and a WisePay login will be sent to your email address. Direct Debit forms must be returned by [Date].
Please inform us if you wish to pay by credit card so we can make the necessary arrangements for processing to occur on the debit date each month.
If you have any questions, please get in touch.
Kind regards,
