Customer Payment Portal
Requires. To turn it on: the SecurityTrax Global Settings permission and a payment processing gateway already set up for your company. Contact your SecurityTrax account representative if you don't have a gateway yet.
The Customer Payment Portal gives your customers a simple web page where they can view, pay, and print an invoice you've sent them. When it's on, every invoice you email includes a Pay Now button. Your customer clicks it, lands on a branded payment page, enters a credit card or bank account, and pays — no SecurityTrax account or login needed.
Payments made this way are recorded against the invoice automatically and the payment method is saved to the customer's billing methods.
Why use it
- Get paid faster. Customers can pay the moment they open the invoice email.
- Fewer manual payments. The payment posts to the invoice for you — no re-keying card numbers over the phone.
- Good for customers who decline autopay or who need to clear a past-due balance one time.
- Credit card and ACH. Accept cards, and bank accounts too if ACH is enabled on your gateway.
Before you begin
The portal only works once payment processing is live for your company:
- A payment processing gateway must be set up and enabled — see Payment Processing (NMI). Until a gateway is enabled, the portal setting can't even be checked.
- ACH is optional. If your gateway has ACH (bank account) processing enabled, customers get an ACH tab in addition to Credit Card. If not, only credit card is offered.
Note. Card and bank details are entered fresh each time an invoice is paid. The portal never shows a customer a list of previously saved payment methods.
Turn on the Customer Payment Portal
Requires. The SecurityTrax Global Settings permission.
- Go to Admin → SecurityTrax Global Settings.
- Open the Invoice Settings tab.
- Check Customer Payment Portal Enabled.
- Click Save.
Heads up. The Customer Payment Portal Enabled checkbox stays greyed out until a payment processing gateway is enabled for your company. Set up the gateway first, then return here.
Once enabled, SecurityTrax automatically adds a Pay Now button to invoices you email from that point on.
How your customer pays an invoice
- You send the invoice. Create the invoice and click Save and Email. The email that goes out includes the invoice and a green Pay Now button at the top.
- The customer clicks Pay Now. The invoice opens in their browser, showing your company name (and logo, if you have one), the amount due, and two buttons: Pay and View.
- They click Pay. A payment window opens with a Credit Card tab (and an ACH tab if bank payments are enabled).
- They enter payment details and click Pay. SecurityTrax processes the payment through your gateway.
- They see a confirmation. A "Payment received. Thank you!" message appears, with a View button to see or print the paid invoice.
Heads up. If Attach Invoice as PDF When Emailing is turned off in your Invoice Settings, the emailed invoice won't include the PDF. Customers can still click View on the payment page to open and print the invoice.
Credit card fields
| Field | Required? | Type | Notes |
|---|---|---|---|
| Name on Card | Yes | Text | Up to 255 characters. |
| Card Number | Yes | Text | Must be a valid card number. Auto-formats into groups of four digits as they type. |
| Expiration | Yes | Text | mm/yy format; must be a date in the future. |
| CVV | Yes | Text | The 3- or 4-digit security code. |
| Fee acknowledgement | Yes, if a card fee is configured | Checkbox | Only appears when your company adds a credit card processing fee (see below). Must be checked to pay by card. |
ACH (bank account) fields
Note. The ACH tab appears only if ACH processing is enabled on your gateway.
| Field | Required? | Type | Notes |
|---|---|---|---|
| Account type | Yes | Radio | Checking or Savings. |
| Bank Name | Yes | Text | |
| Routing Number | Yes | Text | Must be a valid routing number. |
| Account Number | Yes | Text | Digits only. |
| Bank Institution ID | Conditional | Text | A 3-digit number. Only shown when the customer's (or your company's) address uses a Canadian postal code. |
Credit card processing fees (optional)
Your company can pass a percentage-based credit card processing fee on to customers who pay by card. When a fee is configured:
- A notice of the fee percentage appears on the credit card form.
- The customer must check an acknowledgement box before they can pay by card.
- SecurityTrax adds a Credit Card Processing Fee line item to the invoice, calculated as that percentage of the amount due (taxed where applicable).
The fee applies to credit card payments only — ACH payments are never charged the card fee. If a card payment fails, the fee line item is removed.
Tip. Setting up or changing the card fee percentage is handled by SecurityTrax. Contact your account representative to add, change, or remove it.
What happens after a payment
- The payment is applied to the invoice, and the invoice status updates to Paid in Full once the balance reaches zero.
- The Pay Now button disappears from the invoice so the customer can't accidentally pay twice.
- The payment method is saved to the customer's billing methods for your records.
- If the paid document was a quote, it's converted to an invoice.
- A receipt can be emailed to the customer.
Related
- Payment Processing (NMI) — set up the gateway the portal depends on.
- Invoices — the company-wide invoice list.
- Payments — where portal payments land in your ledger.
- Billing Methods — where the customer's saved card or bank account appears afterward.