Configure Automatic Payments and Billing Terms

Automatic payments enable you to draw payments for the issued invoices automatically from the payer’s credit card or bank accounts, based on the agreed agreement terms. This configuration is a one-time process for a Wise-Pay merchant. Once you completes the configuration described in this article, either you or each of your payers has to configure automatic payment mapping configuration to specify the credit card or bank account that would be used for automatic payments. See How to Manage Auto-Pay Terms for Payers.

Step 1 - Set up Billing Terms

A billing term defines which invoices would be paid through automatic payments. The billing term also defines whether the invoice would be immediately paid when synced or scheduled for payment.

Prerequisites

To process automatic payments, the ConnectWise billing terms are mapped to Wise-Pay billing terms. To configure a billing term, ensure that you have defined billing terms in ConnectWise.

The following are the steps to create and manage billing terms:

  1. Ensure that you have created/associated billing terms in ConnectWise. Some billing terms such as Wise-Pay (net 7) and Wise-Pay (Net 7) no processing fee are generally created during the Wise-Pay onboarding process.
  2. Log in to Wise-Pay as a merchant administrator.
  3. Navigate to Configure > Auto Payments to view the Auto Payment Settings
  4. Under the Billing Terms section, use any of the following actions to view the Billing Terms Settings screen:
    • Click Add Billing Term to add a new billing term
    • Click the Edit icon for an existing billing term to modify the details.
  5. Enter the name and description of the billing term.
  6. Under the ConnectWise Billing Terms, select the payment processing method for accepting payments for the invoices generated with any of the ConnectWise billing terms included in the billing term selection:
    • Scheduled: The default processing method that schedules invoices for payments according to the selected Scheduling Mode such as Invoice Due Date. This is a recommended method of payment processing.
      • Select the Scheduling Mode to use while scheduling this invoice for payment. Select any of the following values:
        • Invoice Due Date: Select this option to process the invoice on the due date mentioned on the invoice.
        • Day Of Month: Select this option to process the invoice on a specific day of the month and then specify the day of the month. For example, you can create a specific billing term to get payment for recurring invoices on the first day of every month. In this case, if an invoice is synced on 15th of April, it would be scheduled for payment on 1st of May.
        • Number Of Days After Invoice Date: Select this value to add a delay in payment processing by the number of days specified in the Scheduling Period (In Days).
    • Real Time: If selected, the invoices would be paid in a real-time This means the invoice would be paid as soon as Wise-Pay receives it.
  7. Accept bank payments: Select this to accept bank payments for invoices that satisfy this billing term.
  8. Accept credit card payments: Select this to accept credit card payments for invoices that satisfy this billing term.

    Note: The payer must log in and save their credit card, bank account, and with auto-pay settings. In an auto-pay mapping, a payer can only select one of the payment methods.

Step 2 - Configure Automatic Payments

Prerequisites

If not already created, create a billing term in ConnectWise for automatic payments through Wise-Pay (Settings > Setup Tables > Billing Terms). You can also associate a billing term at company level or agreement level so that the invoices issued to the company or using the agreement are paid through automatic payment.

The following are the steps to configure automatic payment settings in Wise-Pay:

  1. Log in to Wise-Pay as Merchant Admin.
  2. Navigate to Configure > Auto Paymentss to view the Auto Payment Settings
  3. Configure the following settings.
  4. Create or edit the billing terms to include the billing term created in ConnectWise. For more information, see How To Create or Manage Billing Terms.

Field
Description
Is Enabled

Select to enable automatic payments.

Payment Processing Delay (in hours)

The number of additional hours that Wise-Pay will wait to process credit card transactions, which otherwise process immediately. This delay gives you an opportunity to correct common errors in invoices, such as forgot to include GST.

Maximum Retries

The number of times IntegraPay will retry to process a transaction in the case of any issues with the bank, before reporting a transaction failure.

Schedule past due payments

Enables you to control the scheduling of payments for the invoices that have passed the due date. This is helpful when the due date for an invoice has passed due to some errors in the accounting package or inability to sync invoices from ConnectWise to the accounting package. When selected, it enables the Maximum Days Past Due field.

Maximum Days Past Due

The maximum number of days past due date that an invoice is permitted to be scheduled for payment.

Draft Invoice Approval

Enables you to define how Wise-Pay approves draft invoices for automatic payments. Select any of the following values:

  • DoNotApprove: Do not approve draft invoices
  • ApprovedWhenQueued: Approve draft invoices when they are queued for payment
  • ApproveWhenProcessed: Approve draft invoices when the payment is processed.

Finalise Partially Paid Invoices

Select if you want to Wise-Pay to process partially-paid invoices. When allowed, Wise-Pay processes the partial payment and keeps the remainder as outstanding payment.

An automatic payment may be received but not processed due to a number of reasons. In such cases, a notification is displayed on the dashboard. See FAQ: How to Fix Unprocessed Payments for details.

An automatic payment may not be received due to a number of reasons. In such cases, a notification is displayed on the dashboard. See FAQ: How to Fix Unmatched Automatic Payments for details.

In certain scenarios, you may have to refund a payment as it might be paid using virtual terminal, and again through the automatic payments. See FAQ- How to Refund When An Invoice Has Been Paid Twice.