Invoice portal settings

Purpose: Save valuable time and effort managing customer invoices and payments. Customers can conveniently view/download invoices and make payments on their PC, laptop or mobile device via the Invoicing portal.

Personalise contact details for customer support in the Invoicing portal, including notification roles for payment.

Additionally, set a limit on card payments to provide greater control over how you receive funds and manage transaction fees for high-value jobs.

Customers should be advised not to reload the page when processing payment, this can cause a duplicate payment taken from their account.


Prerequisites

View setting

➡️ Profile icon > Settings > Self-service > Invoice portal settings > View

Invoice portal setting.png

Configure the portal

Payment details

If using a combination of payment integrations, you can choose to disable credit/debit card integrations when the invoice reaches a limit you set here. If you have the GoCardless integration set up, the customer will be prompted to make an ACH transfer.

You can choose to set a limit if you have just the Stripe integration set up, the customer will be prompted to contact you to make payment in another way.

➡️ Enable credit card > Select from drop-down > Save

    • Always - Customer can always pay online with a credit/debit card
    • Enable when amount is less than - Customers can only pay online using a credit/debit card when the payment total is less than the number specified

Payment details.png

GoCardless requires an accurate customer zipcode to process payments.


Preferences

Send the customer a receipt on successful payment, using the Payment email template. A PDF copy of the payment receipt is attached to all payment emails for your customer records.

➡️ Send payment receipt to customer > Tick to enable

 

Communications

The portal can display a contact pop-up with ways they can reach out to you, using either the company details set on your account or specific contact details, eg. for a member of staff managing all service jobs.

Email address

  • Don’t show email - No email address is shown
  • Show company email - Display email address from Company details
  • Enter email - Display any other email address, manually type in the field ‘New email’ now visible.

Phone number

  • Don’t show phone - No phone number is shown
  • Show company phone - Display phone number from Company details
  • Enter phone - Display any other phone number, manually type in the field ‘New phone’ now
    visible.

The remaining options allow for customising text displayed in the pop-up using free type fields.

  • Contact support description
  • Contact support title
  • Contact support available timing

Contact us pop up.png

Turn off the contact pop-up by setting both the phone number and email address to 'Don't show'.


Notifications

Select the user access roles you want to receive an in-system notification when a service job is booked.

  • Send notification to > Select desired roles 

If you have Commusoft Sales, both JMS and Sales roles will be displayed in the list.


Email notifications

Similar to the in-system notification above, you can set up email notifications to trigger when a customer books a service job via the service reminder portal. This can be set to specific users, user access roles or an external email address.

  • Selecting users or access roles:
    • To > Select users or roles from drop down
  • Using an email address(es):
    • To > Type desired email address > Hit ' Return' key
  • Email templates > Select email template from drop down.

Prerequisites for email notification

Create an email template to use for this notification.

Once you've set all your fields up, make sure to hit the save button before navigating away.