Emailing a Single Customer's Invoices/Statement Charges – Verosa

This feature requires the Email Payment addon on your integration account.

Overview

Instead of charging a customer's credit card/ACH account directly, you have the option of sending out an Invoice or Statement Charge via email. This allows for your customers to pay online at their convenience, direct all transactions through your merchant account, and easily post paid email payments in to your QuickBooks Company File.

Step-by-step guide

The Payment Terminal will not generate its own Invoices or Statement Charges - invoices should be generated through QuickBooks directly, or by using an integration that generates unpaid invoices in QuickBooks (e.g. an industry-specific addon or external software exporting to QuickBooks).

1. Launch the Payment Terminal

2. Click on the Single Customer button, which will open the Single Customer screen.

This screen functions very similarly to the Receive Payments screen in the QuickBooks interface, and replaces its functionality for credit card or ACH transactions.

The Single Customer screen can also be accessed from the Processing menu at the top of the Payment Terminal window.

3. Set the operation type to Email Payment from the selector in the top-left corner of the window.

If you do not see Email Payment in the corner, be sure you have the Email Payments addon on your integration account - otherwise, contact the Payment Terminal Services department.

4. Find the invoice(s)/statement charge(s) that you wish to bill for this customer, by using the filter fields at the top:

Transaction Type: the type of billable item in QuickBooks you're search for. For the purposes of this guide, this should be set to Invoice, or Invoice and Statement.
Date: the length of time you'll be searching against (in Customer/Job lookup), in terms of window of time from the creation date on the billable item. For example, setting this to 7 days will only show the past 7 days worth of created billable items in the search results. This can be set to your preference, but usually should be set to All Time to see all open billable items in the results screen.
Invoice/Statement #: The Invoice/Statement Charge number from QuickBooks. To select a particular billable item, fill in this number here to pull it up directly.
Customer/Job: The Customer/Job to search for billable items under. Used for finding billable items for a specific customer, in regards to the Date and Transaction Type fields above. Customers are showing in the same format as the Customer/Job column in the QuickBooks Customer Center.

When you've set your filters accordingly, click Search.

If you're using Sales Receipts, or if you'd like to create a Payment/customer credit to apply later, please refer to documentation for those features.

The Invoice Pending option under Transaction Type should only be used if an Invoice is marked as Pending in QuickBooks (generally used if an invoice is still in-progress or has not posted to their customer account).

5. If multiple billable items were returned, select the ones you'd like to include in this transaction by using the checkboxes on the left-hand side.

6. The Single Customer screen will default to paying the entire balance of any selected billable item from the search results. If you'd like to customize the amount paid, there are two options available to do so:

Modify Per Billable Item: Double-click on the amount under the Pay Amount column on the right side of the results, and enter in an amount to pay towards that billable item.
Modify Overall Amount: Enter in a new amount under the Amount field towards the left-hand side of the screen. This will be applied to the first open billable item (by creation date), with any remainder being applied to the second open billable item, and so on.

7. If needed, you can enter a memo/note by using the Memo/Note field towards the upper-left corner of the screen.

Additionally, if needed, you can supply a customer code (generally a unique identifier per customer, which should default to the Customer Account Number in QuickBooks), by using the Customer Code field.

8. Proceed to the lower half of the screen for inputting customer email information.

Verify that the To, CC, and BCC fields are all set appropriately, as well as the Email Content field contains the correct text. To insert content from the invoice, click the Insert Value button, and select the specific invoice value you're looking for. If desired, add a custom message to the Invoice Message field.

These values are automatically set by your invoice template, which can be customized as needed.

If any macros are still present in the Email Content field (e.g. {macro-name}), the email may fail to send. Remove any macros still present before sending.

9. Click the Process Email button. This will send the transaction to our servers for processing - your customer should receive an email within about 15 minutes.

10. When the customer has paid their transaction online, you'll need to reconcile this information back to QuickBooks.