Payment details refers to any method of payment your client provides to you - either during the proposal process or through the other methods described below.
Here's an overview of the Manage Payment Details interface. You can get to this through the Clients tab > Select a specific client > Payments tab
In this example, there are two different payment details on file.
Clients can have more than one payment method on file. In fact, there is no limit on how many payment accounts they can add!
Your clients can opt to use a different payment method for each proposal if they have multiple proposals with you. Here's a look on a client that has multiple payments on file:
Expired Payment Details are greyed out. Expired payment details cannot be selected as a payment method and can only be deleted.
You can delete a payment detail by clicking on the three dots beside the specific payment details and choosing Delete from the drop down menu.
Receiving Payment details from your client:
There are three ways to add new payment details to a client record:
Option 1: Your client enters their payment method as they are accepting your proposal
Your clients will be able to enter their preferred payment method directly on the proposal you have sent them, just as if they were purchasing products on an e-commerce website.
When you send a proposal with payments enabled, your clients will be prompted to enter their details on Step 3 of the proposal:
If payment is not required in the proposal, there would be an option to choose Arrange payment manually if your client decides to not have payments in the proposal.
Option 2: Manually entering the payment details on behalf of your client
If you're happy to receive the client's payment information in person or over the phone, you can click Add New Payment Method to enter your client's payment details.
Your clients can provide their Bank Account (in Australia or USA) or Credit Card details. Choose which payment method you wish to use, enter the necessary details, and save.
Note: We strongly advise against writing down the payment details or having the client send their details via email. This violates PCI Compliance. Entering it directly into the app as you're being told the details will ensure security of their details and ensure compliance.
Option 3: Your client enters their new payment method securely through the Client Portal
Another way for your client to access the Payment Details interface is through the Client Portal.
The Client Portal is a feature that you can use if your client wishes to manage their payment details themselves. This is useful if your client needs to add additional payment details after they accepted your proposal.
US clients can also use their Online Banking accounts to verify their account. Check out this article to learn more.
To access the Client Portal, go to Clients, choose a client, and click on Payments. Then, click on View Client Accessible Payment Details Form.
This will redirect you to a page dedicated for the Payment Details interface (as your client would see it).
You can copy a link this secure Payment details form to send you your clients in your own email by clicking the 'Copy Link' button and sending it through email or text message.
Once your client successfully enters in new payment details, you will be notified via email through the Practice Ignition platform. We'll notify the email address entered in the Notification Email field within the Settings > Payment Gateway tab.
Click here for more information on this feature!
If you use this method to receive new payment details, make sure you add the new payment details to any proposals you wish to collect payments, using the new details.
Simply follow the instructions in the Managing Existing Payment Details in Practice Ignition article.
Exporting Client Payment Details
Practice Ignition's payments system, in partnership with our payments processor, provides best in class security measures to collect and store your clients' payment information. Collecting and exporting payments information data into another system would put you at risk of not being PCI (Payment Card Industry) compliant. As such, by not providing the ability to export payment records, we ensure your payment collections are compliant with payment industry standards.