Saved Credit Card

Did you know your clients can save their credit card and authorize your organization to use it?

 

Say goodbye to chasing credit card numbers for charges and balances! No more frustrated clients (and administrators) repeatedly providing the same credit card information. Amilia gives you the tools to support your client payment needs; from rerunning failed payments, tuition and automated payments to batch invoicing and billing on the fly.

Our Card on File feature offers organizations the ability to:

  • Offer a faster checkout experience;
  • Charge clients' credit cards directly and clear balances;
  • Charge multiple clients simultaneously;
  • Set up new installment plans in a client's file;
  • Set up manual subscriptions; and
  • Securely manage sensitive card information.

NOTE: This feature set is only available for organizations using Paysafe as their merchant account provider. Only clients can update their credit card on file.

 

How it Works

1. Identify clients with a card on file.

2. Checkout and pay on behalf of clients.

3. Pay off a balance.

4. Set up custom installments with a card on file.

5. Mass charge cards on file.

6. Set up a manual Subscription.

 

Identify Clients with a Card on File

Clients can save their credit card information; meaning they won’t need to input card details every time they make a purchase. Additionally, they can authorize your organization to use the card on file for future payments. Click here for additional details.

If a client has authorized your organization to use their card on file, you can charge them using the saved card details.

  • Via Clients>Accounts (or People) add the search filter: Saved credit card>Yes.
  • Fine-tune your search results by program, activity and/or membership by filtering via the People subtab.
  • NOTE: Unauthorized organizations cannot filter or access a saved card on file.

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Checkout and Pay on Behalf of Clients

Add a purchase on behalf of your client and proceed through admin checkout as usual.

  • Select the entire amount or specify if it's a partial payment.

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  • If your organization is authorized, you can charge the client's credit card by selecting Pay Now. This creates a payment receipt in the client's account, which is automatically reconciled to the invoice. 

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Pay off a Client's Balance

Settle a client’s outstanding balance within their account via Operations or via an invoice.

  • Select Make a Payment and choose ‘Card saved to account’.
  • Encrypted credit card information will auto-populate.

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NOTE: Credit card information is not saved in Amilia. It is sent to the payment processor which adheres to the strict PCI guidelines which stipulates rules to ensure confidential information is protected. All requests are sent over HTTPS which uses TLS1.2 as a means of encrypting data. This protocol ensures data is encrypted in a way that is unbreakable.

 

Set up Custom Installments

Set up custom installments and payment amounts in a client's account via Operations or via an invoice.

  • Select Make a payment and choose Card saved to account.
  • Check the Installments option and proceed with configuration.

Card_saved_to_account_create_installments_EN.png

NOTE: You cannot access the card on file when updating information for existing planned payments. If necessary, cancel the existing planned payments and then reconfigure the installments via an invoice, as mentioned above.

 

Mass Charge Card on File

Mass charging cards on file may come in handy when:

  • Charging late fees;
  • Charging for extras that are not found in your Amilia store;
  • Processing payments for multiple customers in the same activity; and
  • Managing recurring monthly payments (tuition).

 

Create a Mass Invoice Followed by a Mass Charge

Before taking payment, create a mass invoice for fees/extras not found in your Amilia store:

  • Via the Clients>People subtab, filter for the clients you wish to invoice. Results are per page.
  • Select one or several client accounts to invoice by applying a checkmark.png next to their names. To choose all accounts per page, check the first box on the left.
  • Via Operations, select 'Create Invoice' and configure your invoice.
  • An invoice is created per person.
  • Repeat these steps for each page of results.
  • You may also create an invoice in an individual client account by accessing their respective Client Billing subtab>Operations>Create Invoice.
  • NOTE: You may also filter by Account, in which case you would be applying an invoice to the account owner only. 

Create_an_invoice_FINAL_EN.png

 

Take Payment by Mass Charging

When an invoice exists (by purchasing in your store or by creating a mass invoice) you may proceed with mass charging cards on file.

  • Via Clients>People (or Accounts), filter for the clients you just invoiced. 
  • Apply a filter for saved credit card and select applicable clients.
  • Via Operations, select Mass charge credit card. Add notes if necessary. 
  • If you filtered by People, a charge is applied for each participant on the list. In the case of Accounts, a charge is applied per account, regardless of the amount of participants within the account.
  • The amount you charge will create a payment receipt (not reconciled). Click here for more information about reconciling payments with invoices.
  • Repeat these steps for each page of results.

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Set up a Manual Subscription

In the case of subscriptions, an activity takes place indefinitely and billing ceases when the client no longer wishes to participate.

A manual subscription is achieved by creating a membership whose cost will be manually invoiced on a regular occurrence (by the administrator) and recurring payments will be made by manually charging the card on file. The membership will be mandatory upon enrolling in an applicable activity. The activity itself will be priced at $0.

Amilia also offers an automated subscription solution. Click here to find out more!

Follow the instructions below to set up a manual subscription.

1. Create a Membership

Via Memberships, add a new membership.

  • Effective date: Date when the activity starts.
  • Expiration date: Date when the activity ends, if ever. For example, you may offer a class continually, in which case the expiration date could be years from now (ex: gym).
  • Name: Include the cost that will be charged at each occurrence (ex:monthly).
  • Description: Include details at your discretion. You may want to include the list of activities the membership pertains to.
  • Price: The amount that will be billed at each occurrence.
  • Payments: Online payment.

Creating_a_manual_subscription_with_membership_EN.png

2. Link the Membership to an Activity

Via Activities, create a new activity. Configure as usual except where specified below.

  • Session: The price of your activity needs to be at $0.
  • Drop-ins: Disabled.
  • Payments: Online.
  • Memberships: Membership required. Select the applicable membership(s).
  • Save your work.

 

3. What Clients Can Expect

  Here's how a client purchases a subscription:

  • Client purchases an eligible activity at $0.
  • Amilia prompts the client to purchase the membership. The membership displays the cost that will be invoiced and charged on a regular frequency.
  • Client proceeds through checkout as usual.

SUBSCRIPTION_FINAL_FLOW.png

 

4. What Admins Can Expect

Here's how an administrator will manage the subscription at each occurrence:

  • Access the Clients>People subtab when it's time to charge for the subscription.
  • Apply a filter for the applicable membership and select all clients on page.
  • Click Operations>Create Invoice and indicate the amount.
  • Repeat for each page of results.

SUBSCRIPTION_MASS_CHARGE_ADMIN_SIDE_before_mass_charge.png

  • Once you've applied the subscription invoice, now apply a filter for Saved credit card.
  • Clients with a card on file will populate.
  • Click Operations>Mass charge credit card.
  • Indicate the amount.
  • Repeat for each page of results.

SUBSCRIPTION_MASS_CHARGE_ADMIN_SIDE.png

 

Card on File simplifies payments by streamlining online and in person transactions!

We are committed to providing you with the tools you need to facilitate and automate payment. If you have any feedback and ideas on how we can further improve payment, please email us at product@amilia.com

 

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1 Comments

  • 2
    Avatar
    Tracey Philp

    Right now it is set up that a client is the only one who can save their card at checkout.  It would be very helpful if admin were able to select this as well at checkout or just add it onto their client account somehow.  The clients who ask us to just put it through on their card are generally the ones who don't want to do the registration themselves so they call us to do it.  If we aren't able to save their card for them we will still need it every time.

    Edited by Tracey Philp
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