# Best Practices when transitioning to Alternative Payments

**We're here to ensure you and your customers have a seamless transition to Alternative Payments.**

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Transitioning from one online payments platform to another is a critical process for any business. This guide walks you through a phased approach to ensure a smooth switch for both you and your customers.

***

## Phase 1: Shut down your old platform

Before you start sending invoices from Alternative Payments, fully deactivate your previous platform to avoid duplicate charges and customer confusion.

* **Turn off automatic email reminders** -- if your previous platform sends scheduled invoice reminders, deactivate them so customers are not receiving notifications from two systems.
* **Disable auto-pay rules** -- ensure all automatic payment configurations on your previous platform are turned off before you begin processing payments through Alternative Payments.
* **Cancel any scheduled or recurring payments** -- verify that no pending charges will process after your cutover date.

  <div data-gb-custom-block data-tag="hint" data-style="info" class="hint hint-info"><p>Related: <a href="../../integrations/accounting-integration-guides/quickbooks-online/how-to-disable-quickbooks-online-payments">How to disable QuickBooks Online Payments</a></p></div>

  \*\*\*

## Phase 2: Complete KYC and account setup

Your Alternative Payments account must be fully verified before you can process live payments.

* **Complete your business profile** -- enter your company details, legal name, EIN or Business Number, address, and representative information.
* **Submit KYC verification** -- provide the required documentation for identity and business verification. Your account will be in Setup Mode until verification is approved.
* **Connect your bank account** -- link the bank account where you want to receive payouts, either through Plaid or by entering your details manually.

Your Customer Success Manager will guide you through this process and confirm when your account is ready.

***

## Phase 3: Connect your integrations

Set up your accounting and PSA integrations so invoices sync automatically and payments are reconciled.

* **Connect your accounting software** -- link QuickBooks Online, Xero, or your other accounting platform so invoices import and payments reconcile automatically.
* **Connect your PSA** (if applicable) -- link ConnectWise, Autotask, HaloPSA, SuperOps, or your other PSA to sync invoices.

  <div data-gb-custom-block data-tag="hint" data-style="info" class="hint hint-info"><p>To learn more about our integrations, visit our <a href="../../integrations/accounting-integration-guides">integration guides</a>.</p></div>

  \*\*\*

## Phase 4: Configure your platform settings

Customize the platform to match your business workflows before going live.

* **Set up your billing link** -- configure your [custom billing link](https://help.alternativepayments.io/getting-started/account-set-up-and-configuration/custom-billing-links) that customers will use to access their payment portal.
* **Add your branding** -- upload your company logo and customize your payment portal so customers see a familiar experience.
* **Add your billing link to your invoice memo field** -- for extra visibility, embed your Alternative Payments billing link directly in your invoice memo field so customers see it on every invoice.
* **Configure auto-pay rules** -- set up [automatic payment rules](https://help.alternativepayments.io/automations/setting-up-auto-pay/setting-up-auto-pay) for customers who should be enrolled in auto-pay from day one.
* **Configure email reminders** -- set up [automatic email notifications](https://help.alternativepayments.io/automations/email-notifications-and-reminders/automatic-email-notifications) so customers receive reminders about upcoming and overdue invoices.

  <div data-gb-custom-block data-tag="hint" data-style="info" class="hint hint-info"><p>Related: <a href="../../payments-and-invoicing/payments-and-payouts/how-to-share-your-billing-link-with-customers">How to add your billing link to your QuickBooks Online invoice memo field</a></p></div>

***

## Phase 5: Communicate with your customers and go live

Let your customers know about the change before you start sending invoices.

* **Send an email announcement** -- as part of the onboarding process, we provide you with an email template to notify your customers about your new payment process. Send this out about two weeks before your intended go-live date, or let customers know the change is effective immediately.
* **Go live** -- once your account is verified, integrations are connected, and settings are configured, work with your Customer Success Manager to take your account out of Setup Mode and begin processing live payments.
* **Enable automatic email reminders** -- once you are live, turn on your configured email reminders to start notifying customers about outstanding invoices.

Customers can also [enroll themselves into automatic payments](https://help.alternativepayments.io/end-customer-faqs/end-customer-faqs/enrolling-into-auto-pay) directly from their payment portal.


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