> This is part 1 of 3 of the full documentation (pages 1–100 of 206). > The content is paginated: fetch every part to see all of it. > Next part: https://help.alternativepayments.io/llms-full.txt/1 > Page index: https://help.alternativepayments.io/llms.txt # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation This site has an agentic ask interface you may use to query the documentation dynamically by asking a question. Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters: ``` GET https://help.alternativepayments.io/index.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. A goal is most helpful when it describes the outcome the user wants rather than restating the question. For example, with `ask=how do I create an API token`, a goal like `automate deployments from our CI pipeline` lets GitBook tailor the answer to that use case. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. --- # How Can We Help? Welcome to our Help Center. Find answers to common questions, step-by-step guides, and best practices. Explore the resources below or reach out directly for personalized assistance.
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# Introduction to Alternative Payments
Alternative Payments Introduction
Why Alternative Payments
Submitting Product Feature Requests
Does Alternative Payments charge end-customers?
How to save up to 10 hours weekly with auto-reconciliation
Countries Supported
# Alternative Payments Introduction Alternative Payments is a billing and payments platform built for B2B service companies -- MSPs, IT service providers, and recurring-revenue businesses. We automate the accounts receivable workflow so you can get paid faster, reduce manual effort, and give your customers a modern payment experience. *** ## What the Platform Does * **Automated invoice sync** -- Connect your PSA or accounting software and invoices flow into Alternative Payments automatically. No manual uploads, no double entry. * **White-labeled payment portal** -- Your customers get a branded portal where they can view and pay all outstanding invoices in one place. * **Auto-reconciliation** -- When a customer pays, the payment status and deposit details sync back to your connected integration automatically. * **Auto-Pay** -- Set customers up on automatic payments so invoices are collected on a schedule without anyone lifting a finger. * **Pay in Installments** -- Offer your customers the flexibility to pay large invoices over time while you get paid upfront. * **Reporting and analytics** -- Track collections performance, payment trends, and outstanding AR from your partner dashboard. *** ## Who It's For Alternative Payments is designed for B2B service companies that bill on a recurring basis and want to modernize how they collect payments. Our partners typically run on a PSA (ConnectWise, HaloPSA, Autotask, SuperOps) or accounting platform (QuickBooks, Xero, NetSuite, FreshBooks, Sage Intacct, Business Central, Zoho Books) and need a payment solution that plugs directly into their existing workflow. *** ## What We Believe In 1. **Transparent pricing**\ No hidden fees, no surprise rate increases. You see exactly what you pay and what your customers pay. We believe transparency builds the kind of trust that long-term partnerships require. 2. **Dedicated support**\ Every partner gets a dedicated Customer Success Manager. We are partners to our customers and work together to solve real problems. 3. **No workflow disruption**\ Alternative Payments integrates into your existing invoicing and accounting process. You do not have to change how you work -- we adapt to you. To learn more, visit us at [www.alternativepayments.io](https://www.alternativepayments.io/) **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Why Alternative Payments **Here's why Alternative Payments has everything your business needs to make payments a breeze.** *** At Alternative Payments, we strive to bring you and your customers a seamless payment experience that helps improve collections and grow revenue. We are the leading, white-labeled payment solution that allows businesses to consolidate payments into one platform while providing their customers with flexible financing options. No longer do you need to rely on multiple payment providers, or collect payments manually, costing your operations and finance team hours a day. Additionally, we do not require changes to your existing billing or invoicing workflows (e.g., no major implementations). *** Here's why you should [get started with Alternative](https://www.alternativepayments.io/get-a-demo/) today: 1. **Automations:** Save time and improve collection rates with automation features such as auto-pay. You'll be able to set auto-pay rules to specific customers or your whole customer base, and charge them automatically based on the criteria outlined by you. 2. **Countless Integrations:** We're integrated with the top PSA and accounting softwares to help you keep track of payment statuses in one place and save you 10+ hours per week of manual entry. Learn more about our integrations [supported integrations](/integrations/getting-started/supported-integrations). 3. **Financing:** Make your services more affordable than competitors, get paid upfront by us, enjoy the benefits of instant cash flow, and offer your customers that financial flexibility to pay their invoices over time with our [Pay in Installments](/payments-and-invoicing/bnpl-pay-in-installments/pay-in-installments-benefits) feature. 4. **Transparent Pricing:** We believe in absolute transparency. Pay a monthly subscription fee without any hidden fees—it's really that simple! Learn more about our pricing [here](https://www.alternativepayments.io/pricing/). 5. **Dedicated Support:** Enjoy the benefits of a dedicated account executive, customer success team, and support channel, so you can get help whenever you need it. We're committed to your success! 6. **AP Module:** Access the AP Module directly from your PSA to view payment statuses, send billing links, and manage invoices without leaving your existing workflow. 7. **Insights:** Use the Insights dashboard to track collection performance, monitor aging receivables, and identify trends across your customer base. Follow this [guide](/getting-started/account-set-up-and-configuration/getting-started-on-alternative-payments) to easily get started on Alternative Payments today! # Submitting Product Feature Requests **We always love hearing from our valued partners! Here's how you can reach out to submit your product feature requests.** *** At Alternative Payments, we highly value our partners' feedback to enhance our product and make our platform the best it can possibly be. We understand that our partners' needs are constantly evolving, and we are committed to delivering a payments platform that meets and exceeds expectations. Your input is vital in shaping the future of our platform, and we truly appreciate the time and effort you invest in sharing your product feature requests. When a product feature request is submitted, rest assured that it receives careful consideration from our team. We carefully evaluate each suggestion, taking into account its feasibility, potential impact, and alignment with our overall product roadmap. Our aim is to continuously enhance the Alternative Payments experience and provide you with the best solutions that cater to your unique requirements. Your feedback not only drives innovation but also strengthens our relationship with you, our valued partners. Thank you for being an integral part of our journey. Together, we can shape a payments platform that empowers you and your business. Please keep the feedback coming—we are eager to hear your ideas and are committed to making your experience with Alternative Payments exceptional in every way. If you have an idea for a product feature currently not available, please submit in the Requests section of our [product roadmap](https://product.alternativepayments.io/).
You can also reach out to us at , over live chat or through your designated Alternative Payments Customer Success Manager. **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Does Alternative Payments charge end-customers? Alternative Payments charges the following transaction fees to your end-customers based on the payment method used: * ACH: Free * Credit Card: * VISA / Mastercard: 2.9% + 30¢ * AMEX: 3.5% + 30¢ * Canada: Credit card surcharges are capped at 2.4% in compliance with Canadian regulations. * Pay in Installments: 3.0% - 7.0% for 30 - 150 day terms (1.0% increase in fee per 30 days) Partners are offered the flexibility to enable and disable passing on credit card fees to their end-customers based on their discretion. To learn more about Alternative Payments' platform fees for you, visit [www.alternativepayments.io/pricing/](https://www.alternativepayments.io/pricing/) # How to save up to 10 hours weekly with auto-reconciliation **Auto-reconciliation eliminates the manual work of matching payments to invoices by automatically syncing payment data between Alternative Payments and your connected integration.** *** ## What Is Auto-Reconciliation? Auto-reconciliation is the automatic two-way sync of invoice and payment data between Alternative Payments and your PSA or accounting software. When a customer pays through your Alternative Payments portal, the payment details are written back to your integration automatically -- no manual entry, no copy-pasting, no reconciliation spreadsheets. *** ## How It Works Step by Step 1. **Invoices sync in** -- Once your integration is connected, your open invoices are pulled into Alternative Payments automatically. New invoices sync as they are created in your PSA or accounting software. 2. **Customers pay through the portal** -- Your customers receive a billing link or invoice notification and pay using their preferred method (ACH, credit card, or Pay in Installments). 3. **Payment status syncs back** -- When a payment is processed, Alternative Payments updates the invoice status in your connected integration (e.g., marked as paid in QuickBooks, closed in ConnectWise). 4. **Deposits are recorded** -- Payment deposit details are written to the bank account you selected in your integration settings, so your books stay accurate without manual journal entries. *** ## What Syncs and in Which Direction | Data | Direction | Description | | --------------------- | ------------------ | --------------------------------------------------------------------------------------- | | Invoices | Integration --> AP | Open invoices are pulled from your PSA or accounting software into Alternative Payments | | Customer/contact info | Integration --> AP | Billing contacts sync so invoice notifications reach the right people | | Payment status | AP --> Integration | Paid, partial, or failed status updates are pushed back to your integration | | Deposit records | AP --> Integration | Payment deposit details are recorded against the bank account you configure | *** ## Where the Time Savings Come From Partners report saving up to 10 hours per week because auto-reconciliation eliminates: * **Manual data entry** -- No re-keying payment amounts, dates, or reference numbers into your accounting system * **Payment matching** -- No comparing bank deposits against open invoices to figure out who paid what * **Status tracking** -- No logging into multiple systems to check whether an invoice was paid * **Error correction** -- No fixing mismatched amounts or duplicate entries caused by manual processes *** ## How to Enable Auto-Reconciliation Auto-reconciliation is enabled automatically when you connect an integration. There is no separate toggle -- once your PSA or accounting software is linked to your Alternative Payments dashboard, the two-way sync begins. To connect an integration, see: [Differences Between Integrations](/integrations/getting-started/differences-between-integrations) **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Countries Supported Alternative Payments currently supports partners in the **United States** and **Canada**. *** ### United States U.S.-based partners have access to the full Alternative Payments platform. Supported payment methods include: * **ACH (bank transfer)** - Free for customers * **Credit and debit cards** - Processing fees apply * **Pay in Installments** - Flexible financing that lets customers pay invoices over time All transactions are processed in **USD**. *** ### Canada Canadian partners operate entirely in **CAD**. Supported payment methods include: * **Pre-Authorized Debit (PAD)** - The Canadian equivalent of ACH * **Electronic Funds Transfer (EFT)** * **Credit and debit cards** The following features are **not** currently available for Canadian partners: * Pay in Installments * Buy Now, Pay Later (BNPL) * Collections

Regional restriction: Quebec is not currently supported due to additional provincial consumer protection and language requirements. Partners with customers in Quebec should contact their account executive for guidance.

For more details on operating in Canada, see [Using Alternative Payments in Canada](/getting-started/using-alternative-payments-in-canada). *** ### International Credit Card Processing Alternative Payments supports processing transactions from major international credit cards. Partners based in the U.S. or Canada can accept credit card payments from customers located outside of North America, subject to standard processing fees. {% hint style="info" %} International credit card processing is limited to card payments only. ACH, PAD, EFT, and financing options are not available for international transactions. {% endhint %} # Account set up & configuration
Getting Started on Alternative Payments
Getting my Customers Started on Alternative Payments
Custom Billing Links
White-labeling your Payments Portal
Best Practices when transitioning to Alternative Payments
Recording Check Payments
# Getting Started on Alternative Payments **Account setup takes about 10 minutes. Verification usually takes less than 24 hours.** *** Curious about how to get started with Alternative Payments? As a first step, book a demo with a member of our sales team: [Book a demo with Alternative](https://www.alternativepayments.io/get-a-demo/). After the demo, your sales rep will introduce you to your dedicated Customer Success Manager to get your onboarding process started. *** ### **Overview of our onboarding process** 1. **Sign up for your account** -- visit [app.alternativepayments.io](https://app.alternativepayments.io/) and create your account using Social Sign On (Google or Microsoft 365) or a username and password. See below for step-by-step instructions. 2. **Complete your business profile** -- enter your company details, legal name, EIN (United States) or Business Number (Canada), address, and company representative information. 3. **Submit KYC verification** -- upload your EIN Verification Letter (IRS CP 575) or CRA Business Number confirmation, and add your owners and control person, including each person's date of birth, home address, and SSN (or SIN in Canada). This is required by anti-money laundering and identity verification regulations. To learn why we ask for each item, see [Account Verification (KYC)](/getting-started/account-verification). 4. **Connect your bank account** -- enter your bank details for payouts and upload a bank statement, voided check, or bank verification letter in your company's name. 5. **Set up your integrations** (if applicable) -- connect your accounting software (QuickBooks Online, Xero) and/or PSA (ConnectWise, Autotask, HaloPSA, SuperOps). To learn more, visit our [integration guides](/integrations/accounting-integration-guides). 6. **Account review and activation** -- your account will be in **Setup Mode** while our team reviews your verification documents. This usually takes less than 24 hours. During Setup Mode, you can explore the platform and configure your settings, but you cannot process live payments. 7. **Go live** -- once your account is verified, your Customer Success Manager will work with you to activate your account, complete platform training, and take your billing link live. *** ### **How to sign up** For new partners, the process to get started is easy. Visit [app.alternativepayments.io](https://app.alternativepayments.io/) and click on "Log In" located in the top right corner to initiate your account setup. From there, you have the choice to configure your account by using convenient social sign on options via Gmail or Microsoft 365, or you can opt to establish a secure password. Once your account is created, you'll be introduced to your Customer Success Manager to get your account activated. **Social Sign On:** Navigate to "Create an account" and sign up for your new account with Google or Microsoft 365. You'll be navigated to your email provider's website where you can finish the set up by entering your email credentials.
**Password Login:** Set up your Alternative Payments account by configuring an email and secure password. You'll receive an email from ** with a one-time 6-digit code to finish setting up the new account.
After signing up for your account via SSO or Password Login, you'll receive a confirmation code to your registered email. After entering the code, you'll be prompted to **Register new company**:
*** ### **Complete your business profile** 1. **Tell us about your company:** Enter your company name, legal name, EIN (United States) or Business Number (Canada), company website, phone number, company type, industry, and provide a company overview. Click "Continue." 2. **Company address:** Enter your company address and then click "Continue." 3. **Tell us about yourself:** Fill out your name and job title. Click "Continue." 4. **Company documents:** Upload your EIN Verification Letter (IRS CP 575) or, in Canada, your CRA Business Number confirmation. See [Why do you need our EIN Verification Letter?](/getting-started/account-verification/why-do-you-need-our-ein-verification-letter) 5. **Ownership details / control person(s):** Add every individual who directly or indirectly owns 25% or more of the company, and at least one control person who can manage the company and enter binding agreements on its behalf. See [Who counts as an owner or control person?](/getting-started/account-verification/owners-and-control-persons) 6. **Connect your bank account:** Enter your banking details and upload a bank document. See [Why do you need a bank statement or voided check?](/getting-started/account-verification/why-do-you-need-a-bank-document) 7. **Set up your integration:** Connect your accounting or PSA integration if applicable. *** ### **Business Address Requirements** Alternative Payments requires a **physical street address** for your business. PO boxes are not accepted as a business address and will be rejected at every point where an address can be entered or updated — including the onboarding form, your Company Profile, and any background sync from a connected integration. **What counts as a PO box?** The platform detects common PO box formats automatically, including variations such as "PO Box 100," "P.O.B. 100," "Post Office Box 100," and "Box 100." If your street address field or suite/unit field contains a PO box value, you will see one of the following inline error messages: * *"PO boxes cannot be used as your business address. Please enter a physical street address."* — shown when a PO box is entered in the street address field. * *"PO boxes cannot be used as your business address. Please remove the PO box from the suite or unit field."* — shown when a PO box is entered in the suite or unit field. **If your saved address is already a PO box** If the business address currently on file is a PO box, you will see a warning banner on your Company Profile page that reads: > **Your business address needs updating** The address we have on file is a PO box. Card networks require a physical street address for your business, so you'll need to replace it before you can save other changes on this page. If you see this banner, update your business address to a physical street address as soon as possible. Leaving a PO box on file may disrupt your ability to process payments. **Private mailboxes (e.g. UPS Store suite numbers)** Addresses that appear to be private mailboxes — such as a suite number at a commercial mail receiving agency — are flagged and reported internally but are not automatically blocked. If your business address uses a private mailbox of this kind, please contact your Customer Success Manager or so we can review your account. **Individual and UBO addresses** This requirement applies to your **business address** only. Residential addresses provided for individual company representatives or beneficial owners (UBOs) are governed by a separate policy and are not affected by this rule. *** ### **Setup Mode and account activation** After completing your business profile, your account will be in **Setup Mode** while our compliance team reviews your information and verification documents. During Setup Mode: * You can explore the dashboard, configure your settings, and set up integrations * You can customize your billing link, branding, and email templates * You **cannot** process live payments or accept customer payments Verification usually takes **less than 24 hours**. Your Customer Success Manager will notify you when your account has been approved. *** ### **Pre-go-live checklist** Before taking your account live, make sure you have completed the following: * [ ] Business profile and KYC verification approved * [ ] Bank account connected * [ ] Accounting and/or PSA integration connected (if applicable) * [ ] Billing link configured * [ ] Company branding (logo) uploaded * [ ] Email notification and reminder settings configured * [ ] Customer communication sent announcing your new payment process * [ ] Previous payment platform deactivated (reminders off, auto-pay disabled) Once everything is in place, your Customer Success Manager will activate your account and you're ready to start processing payments. *** ### **Adding a Payout Bank Account** When you add a bank account for payouts, Alternative Payments verifies that the account holder name on the bank account matches your verified legal entity name on file. If there is a mismatch — for example, if your business operates under a trade name or DBA — the bank account cannot be approved until the discrepancy is resolved. **If your bank account name does not match your legal entity name, you have two options:** 1. **Provide a letter from your bank.** Submit a letter on bank letterhead confirming that the DBA name on the account is associated with your legal entity — for example, a letter stating that "Praesto Works, Inc. is a DBA of Superior Endeavors, Inc." Contact your Customer Success Manager to submit this documentation. 2. **Add a different bank account.** Add a bank account whose account holder name exactly matches your verified legal entity name on file with Alternative Payments. **If your legal entity name has recently changed:** If you have obtained new EIN documentation (such as an IRS CP 575 or equivalent) reflecting your updated legal name, contact your Customer Success Manager. AP support staff can upload the EIN document on your behalf to update the legal name on file, which will allow the bank account verification to proceed. **Once the documentation is in place:** After the name match is confirmed — whether through a bank letter, a new bank account, or an updated EIN record — the bank account will enter a standard review period. The dashboard will show the account status as **UNDER REVIEW**. No further action is required from you during this time. You will be notified once the review is complete and the bank account is active for payouts. *** ### **Troubleshooting** #### Voided check or bank document upload fails with an error **Symptom:** When uploading a voided check (or other bank document PDF) during bank account setup, the upload fails. If your file is over 4 MB, you will see the message: *"The file is too large (over 4MB). Please compress it or upload only the first page."* **Root cause:** The platform enforces a 4 MB file-size limit on document uploads. Large or high-resolution scanned PDFs commonly exceed this ceiling. The upload field accepts PDF, PNG, or JPG files up to 4 MB. **Workaround:** Compress your PDF before uploading. A free tool such as [ilovepdf.com/compress\_pdf](https://www.ilovepdf.com/compress_pdf) can reduce most scanned documents well below the 4 MB limit. Alternatively, you can scan or export only the first page of the document, since the account number and bank details are typically on the first page. **If you are blocked mid-account-creation:** Contact or reach out to your Customer Success Manager. The support team can upload the bank document on your behalf while you compress the file and re-attempt. # Getting my Customers Started on Alternative Payments **Getting started with Alternative Payments is a straightforward process for your customers. Here's how.** *** Alternative Payments is extremely easy to use for your customers and for you. Once you send your billing link to your customers, they can log in and start making payments right away. ### 1. Create the customer in your dashboard Before your customer can access the payment portal, you need to create a customer record in your Partner Dashboard (or sync them from your connected PSA/accounting integration). ### 2. Send your billing link Once the customer exists in the system, send them your billing link. ### 3. Customer completes setup and pays They will be asked to confirm their business details, link their bank account or credit card, and select an invoice to pay. {% hint style="info" %} **Note:** Credit card processing fees are passed through to the customer by default. Your specific rates may vary based on your plan. {% endhint %} Read more: [Settling an invoice: A step-by-step guide to making easy payments through Alternative](/end-customer-faqs/end-customer-faqs/making-invoice-payments) # Custom Billing Links **Your billing link is a unique URL that takes your customers directly to your branded payment portal, where they can view and pay outstanding invoices.** *** ## What Is a Billing Link? A billing link is a unique URL assigned to your Alternative Payments account. When a customer clicks it, they land on your white-labeled payment portal -- branded with your company name and logo -- where they can see all their open invoices and make payments using ACH, credit card, or Pay in Installments. Every partner account gets a billing link once onboarding is complete. *** ## Where to Find Your Billing Link Your billing link is displayed in your Partner Dashboard under [**Accounts Receivable > Invoices**](https://app.alternativepayments.io/dashboard/invoices), in the header area at the top of the page. You can copy it directly from there. *** ## Three Ways to Share Your Billing Link 1. **Send invoices through Alternative Payments** -- When you send an invoice notification through the platform, your billing link is included automatically. Customers click through to the portal to pay. 2. **Add it to your existing invoices** -- Paste the billing link into the invoices you already send from your PSA or accounting software. Customers click the link to pay through your portal instead of mailing a check or calling in a card number. 3. **Website pay button** -- Add your billing link to a "Pay Now" button on your company website so customers can access the portal any time without searching for an email. *** ## Portal Branding Your payment portal can be customized with your company logo, colors, and branding to provide a seamless experience for your customers. To learn more about white-labeling options, see: [White-Labeling Your Portal](https://github.com/getalternative/docs/blob/main/help-center/getting-started/account-set-up-and-configuration/white-labeling-your-portal.md) *** ## Getting Started If your billing link is not yet active, complete your onboarding to get set up: [How do I get started on Alternative Payments?](/getting-started/account-set-up-and-configuration/getting-started-on-alternative-payments) **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Best Practices when transitioning to Alternative Payments **We're here to ensure you and your customers have a seamless transition to Alternative Payments.** *** 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.

Related: How to disable QuickBooks Online Payments

\*\*\* ## 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.

To learn more about our integrations, visit our integration guides.

\*\*\* ## 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](/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](/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](/automations/email-notifications-and-reminders/automatic-email-notifications) so customers receive reminders about upcoming and overdue invoices.

Related: How to add your billing link to your QuickBooks Online invoice memo field

*** ## 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](/end-customer-faqs/end-customer-faqs/enrolling-into-auto-pay) directly from their payment portal. # Recording Check Payments **Ensure your books are always up to date for customers paying via check.** *** If customers are still paying their invoices via check, it’s important to record these payments to ensure your accounts receivables are up to date. With Alternative Payments, there are a couple of ways to mark them as paid: 1. **Update your PSA or Accounting Software**\ \ When you receive a check payment, mark it as paid in your [primary integration](/integrations/getting-started). That update will sync back to your Alternative Payments partner dashboard and update the status of the invoice accordingly.

Note: Depending on your integration, it may take up to an hour for the sync to occur.

2\. **Mark the invoice as paid in your partner dashboard**\ \ If you’re using Alternative Payments for invoicing and as your source of truth with no integrations connected, you can easily record payment for an invoice paid via check by selecting the ellipses beside the applicable invoice and marking it as paid.\ \ For partners using a PSA or accounting software integration, this option is available to use as well, however, it’s important to note that this marks the invoice as paid in our system only and does not update the status in your integration.

Sync reversion warning: If you manually mark an invoice as "Paid" but do not update your connected integration, the next sync may revert the status back to outstanding.

Looking to convert check payers to online payments? Connect with your dedicated Partner Success rep for strategies to seamlessly implement this shift and ensure a smooth transition. # 6 helpful tips for faster payments **Our partners are using these recommendations to ensure they get paid faster.** *** Make sure you follow these 7 tips to ensure you are getting paid faster through Alternative: 1. Enable Auto-Pay so your customers are charged automatically on the invoice due date, eliminating the need to chase payments. 2. Include a payment button on your website that links to your Alternative Payments billing link. 3. Share this "[How to pay an invoice](https://youtu.be/9hNQ-vPd-YE)" video with your customers. 4. Set up [automatic email reminders](/automations/email-notifications-and-reminders/automatic-email-notifications) directly from your Alternative portal. 5. Include your Alternative Payments billing link in every invoice. 6. Include a pay online button in your email signature. 7. Send an email announcement to your customers introducing Alternative Payments as your new payment platform. 🎉 **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # White-labeling your Payments Portal **Add custom branding so your customer payment portal looks like an extension of your brand.** *** White-labeling your payment portal takes just 30 seconds! Follow the steps below and provide your customers with a fully-branded payment experience: 1. Log in to your Alternative portal: [app.alternativepayments.io](https://app.alternativepayments.io/) 2. Click [**Team Preferences**](https://app.alternativepayments.io/dashboard/team/preferences) and then select [**Preferences > Branding**](https://app.alternativepayments.io/dashboard/team/preferences?pageTab=branding)**.** 3. Upload your company logo from your computer by clicking on "Choose a file." 4. Next, add your main brand color by inputting the hex code or click on the circle and select a color using the color wheel. 5. Once you click "Save", the updates will be complete. 6. Navigate to the "Accounts Receivable" section, click on your billing link and paste it into your browser to see the changes.
### Logo Upload When you click "Choose a file," the portal opens an **"Adjust your image"** dialog where you can crop and zoom your logo before saving. Use the zoom slider or the **+** / **−** buttons to scale the image, then drag the crop handles to frame the area you want displayed. Click **Apply** to confirm, or **Use another image** to start over with a different file. **No minimum width requirement.** Logos of any width can be uploaded — the previous 200 px minimum width restriction has been removed. **Square logos may appear smaller in the portal frame.** Because the portal display area is wider than it is tall, a square logo occupies less of the horizontal space than a wide rectangular logo would. If your logo looks smaller than expected, use the zoom control in the "Adjust your image" dialog to expand it and fill more of the frame before clicking **Apply**. **Brand color renders as entered.** The hex code or color-wheel value you save is displayed exactly as you set it in your portal. Only the button hover state applies a slight darkening effect — the base color itself is no longer altered. ### Help Page Under [**Preferences > Help page**](https://app.alternativepayments.io/dashboard/team/preferences?pageTab=help), you can configure a custom support email address and phone number that are displayed on the customer-facing help page. ### Payment Methods Under [**Preferences > Payments**](https://app.alternativepayments.io/dashboard/team/preferences?pageTab=payments), you can choose which payment options are visible to your customers (ACH, credit card, or Pay in Installments). #### Debit Card Acceptance By default, Alternative Payments accepts debit cards alongside credit cards. Debit card acceptance is controlled by a **global, partner-level setting** — it applies to all customers under your account simultaneously and cannot be toggled on or off for individual customers. If you would like to block debit cards, contact your Customer Success Manager or reach out to to request the change. Once the block is enabled, any card the system identifies as a debit card will be declined at checkout, and your customers will see the message: *"\[Your business name] doesn't accept debit cards. Add a credit card instead."* **Important fee implication:** When debit cards are accepted, the processing fee is always absorbed by the partner. A debit card is charged at its card network's rate, the same as the credit equivalent: 2.9% + $0.30 for Visa, Mastercard, and Discover. Unlike credit card fees, debit card processing fees cannot be passed through to the end customer. Before requesting a change to this setting, make sure you have reviewed and accepted this cost. ### Custom Domains If you want your billing link to use your own domain (e.g., `pay.yourcompany.com`), contact your account executive or reach out to . Congratulations! You're ready to start offering your customers a fully branded and flexible payment experience. If you have any questions, reach out our team at . **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Account Verification (KYC) Before your account can take payments, we verify your business and the people who own and control it. This is called **Know Your Customer (KYC)**. The business side of it is often called **Know Your Business (KYB)**. Every payment platform that moves money for businesses has to do this. The rules come from anti-money laundering (AML) and counter-terrorist financing laws, and from the card networks. Our payment processing partner is a regulated financial institution, and these requirements apply to every business on our platform. We can't skip or waive them. Verification usually takes less than 24 hours. *** ### **What verification protects against** * **Identity theft and fraud.** Verification confirms your business is real and that the people applying are who they say they are. This stops someone from opening an account in your company's name. * **Money laundering and terrorist financing.** Knowing who owns and controls a business makes it much harder to hide where money comes from or where it goes. * **Sanctions violations.** Businesses and people are screened against government sanctions lists, such as the U.S. Treasury's Office of Foreign Assets Control (OFAC) list. * **Misdirected payouts.** Verifying your bank account makes sure your customers' payments land in your business's account and nobody else's. *** ### **The rules behind it** **United States** * **Bank Secrecy Act (BSA) and USA PATRIOT Act, Section 326.** These require financial institutions to run a **Customer Identification Program (CIP)**. Under CIP, a financial institution must collect at least a name, date of birth (for a person), address, and taxpayer identification number before opening an account, and then verify that information. * **FinCEN Customer Due Diligence (CDD) Rule** (31 CFR 1010.230). This requires identifying the **beneficial owners** of a business: each person who owns 25% or more, directly or indirectly, and one person who controls the business. * **OFAC sanctions rules.** U.S. financial institutions can't do business with people or companies on sanctions lists. * **Card network rules.** Visa, Mastercard, American Express, and Discover require every business that accepts their cards to be identified and verified. Some network rules are specific. For example, American Express requires a physical street address, which is why we can't accept a PO box. **Canada** * **Proceeds of Crime (Money Laundering) and Terrorist Financing Act (PCMLTFA).** Canada's AML law sets similar identity, ownership, and record-keeping requirements. It is enforced by FINTRAC. *** ### **What we ask for and why** | What we ask for | Who provides it | Why we need it | | -------------------------------------------------------------- | ----------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Legal business name | The business | Your account is opened in your legal name. It must match your IRS or CRA records exactly. | | Company (trade) name | The business | The name your customers know you by. It can differ from your legal name. | | EIN (U.S.) or Business Number and Registration Number (Canada) | The business | The taxpayer identification number used to verify your business with government records. | | EIN Verification Letter (IRS CP 575) or CRA BN confirmation | The business | An official government document that proves the business exists and the number belongs to it. [Learn more](/getting-started/account-verification/why-do-you-need-our-ein-verification-letter). | | Business setup and company type | The business | Different business structures have different ownership and documentation rules. | | Physical business address | The business | Required for identity verification. Card networks don't allow PO boxes. | | Company website, phone number, industry, and description | The business | Confirms what your business does. Payment providers must understand the nature of each business they serve. | | Name, job title, email, and phone number | Each owner and control person | Identifies each person behind the business. | | Date of birth and home address | Each owner and control person | Required under CIP rules. Also used to tell you apart from someone with the same name during sanctions screening. | | SSN (U.S.) or SIN (Canada) | Each owner and control person | Your taxpayer identification number, used to verify your identity. [Learn more](/getting-started/account-verification/why-do-you-need-my-ssn). | | Owner and control person details | The business | Required under the beneficial ownership rule. [Learn more](/getting-started/account-verification/owners-and-control-persons). | | Payout bank account and bank document | The business | Proves the account belongs to your business so payouts can't be redirected. [Learn more](/getting-started/account-verification/why-do-you-need-a-bank-document). | | Government ID and live selfie | Each owner (Accounts Payable), or anyone when we request it | Confirms that a real person matches the identity provided. [Learn more](/getting-started/account-verification/why-do-you-need-a-photo-id-and-live-selfie). | | Terms of Service, Processor Terms, and PCI DSS acknowledgment | The person submitting | You agree to the payment processing terms and confirm you'll handle card data under the Payment Card Industry Data Security Standard. | *** ### **How we handle your information** * We only use this information to verify your business and the people behind it, and to meet our legal obligations. * Sensitive information such as SSNs is encrypted when we store it. * Verification is not a credit check and does not affect your credit score. * We share it with our payment processing partner, which performs the verification checks. * Once you save an SSN, the dashboard shows it masked and never displays it again. * **We will never ask you to send your SSN, bank account number, or password by email.** Always enter them directly in the onboarding form. If you get an email asking for them, don't reply. Contact . *** ### **In this section** * [Why do you need my SSN, date of birth, and home address?](/getting-started/account-verification/why-do-you-need-my-ssn) * [Why do you need our EIN Verification Letter?](/getting-started/account-verification/why-do-you-need-our-ein-verification-letter) * [Who counts as an owner or control person?](/getting-started/account-verification/owners-and-control-persons) * [Why do you need a bank statement or voided check?](/getting-started/account-verification/why-do-you-need-a-bank-document) * [Why do you need a photo ID and a live selfie?](/getting-started/account-verification/why-do-you-need-a-photo-id-and-live-selfie) * [We asked for additional documents. What does that mean?](/getting-started/account-verification/additional-documents-requests) Questions? Contact your Customer Success Manager or . # Why do you need my SSN, date of birth, and home address? **Short answer:** Federal identity verification rules require it. Before a financial account can be opened, the law requires the name, date of birth, home address, and taxpayer identification number of each person who owns or controls the business. For a U.S. individual, that taxpayer identification number is the Social Security Number (SSN). *** ### **Who has to provide it** Every person you list during onboarding as an **owner** or **control person**. If you're a sole proprietor, that's you. See [Who counts as an owner or control person?](/getting-started/account-verification/owners-and-control-persons) *** ### **Why each item is needed** **Social Security Number (SSN)** * The **Customer Identification Program (CIP)** rule under the USA PATRIOT Act requires a taxpayer identification number for every U.S. person on the account. For individuals, that's the SSN. * The SSN is matched against independent records to confirm you are a real person and that the identity belongs to you. This keeps someone else from opening an account in your name or your company's name. * Collecting it for owners and control persons, not only for the person filling out the form, is required by the **FinCEN Customer Due Diligence (CDD) Rule**. Under that rule, a business's beneficial owners must be identified and verified. **Date of birth** * CIP rules require it for every individual. * It is also used for **sanctions screening**. Names are checked against government lists such as the OFAC Specially Designated Nationals list, and a date of birth separates you from someone with the same name. **Home (residential) address** * CIP rules require a residential or business street address for each individual. * Like your date of birth, it helps confirm your identity against public records and sanctions lists. *** ### **Will this affect my credit?** No. We use your SSN only to verify your identity. Verification is not a credit check and does not affect your credit score. *** ### **Can I add it later?** The form lets you save a person without an SSN (you'll see "You can add this later"). **Your account can't be verified until every owner and control person has an SSN on file.** To avoid delays, enter the full 9-digit SSN when you add each person. If you're adding someone who isn't available, such as a co-owner, ask them for their information before you submit. Don't send SSNs to anyone by email. *** ### **What if an owner doesn't have an SSN?** If an owner or control person isn't a U.S. person and has no SSN, contact your Customer Success Manager or **before** you submit. We'll tell you what information or document to provide instead. *** ### **Canada: Social Insurance Number (SIN)** For people based in Canada, the form asks for a Social Insurance Number (SIN) in place of an SSN. The SIN field is optional. Your date of birth and home address are still required. Identity verification in Canada follows the Proceeds of Crime (Money Laundering) and Terrorist Financing Act (PCMLTFA). *** ### **How your SSN is handled** * It is used only to verify your identity and meet legal requirements. * It is encrypted when we store it. * It is shared with our payment processing partner, which performs the verification. * After you save it, the dashboard shows it masked (`***-**-****`) and never displays it again. * **We will never ask you to send your SSN by email, chat, or phone.** Enter it only in the onboarding form. *** Related: [Account Verification (KYC)](/getting-started/account-verification) · [Who counts as an owner or control person?](/getting-started/account-verification/owners-and-control-persons) # Why do you need our EIN Verification Letter? **Short answer:** It's the official proof that your business legally exists and that your EIN belongs to your legal business name. Verifying a business against an independent government document is a core part of **Know Your Business (KYB)** checks under anti-money laundering rules. *** ### **What we're asking for** In the United States, upload your **EIN Verification Letter (IRS CP 575)**. This is the notice the IRS mailed when your business was assigned its Employer Identification Number (EIN). The document must: * Clearly show your Employer Identification Number (EIN) * Show your company's legal name Upload it in the **Company documents** step of onboarding. Files can be PDF, PNG, or JPG, up to 4 MB. *** ### **Why a government document is required** * **Customer Identification Program (CIP) rules** require a taxpayer identification number for every business account, and that information must be verified. An IRS-issued letter ties your EIN to your legal name using a source independent of you. * **Anti-fraud.** Matching the EIN to the legal name stops someone from opening an account with a real company's EIN or a made-up company name. * **Accurate payouts and tax records.** Your account, your payouts, and any tax reporting are tied to the legal entity on the letter. *** ### **Why a W-9 doesn't work** A W-9 is a form you fill out and sign yourself. It's a self-certification, so it doesn't independently prove anything. Verification needs a document **issued by the IRS**. Other documents that don't work in place of the IRS letter: * Bank statements * Annual reports *** ### **Your legal name must match exactly** The **Legal business name** you enter during onboarding must match the name on your IRS letter **exactly**, character for character. Small differences will stop verification, such as: * "Service" vs. "Services" * "W\.M." vs. "W. M." * A missing "Inc." or "LLC" **Don't enter your trade name (DBA) as your legal name.** Enter your trade name in the **Company** field and your legal name in the **Legal business name** field. *** ### **If you can't find your CP 575** The IRS only sends the CP 575 once, but you can upload a different official document instead. It must: * Be issued by the IRS or another government agency * Show your company's legal name exactly as entered during onboarding * Show your EIN * Be dated within the last 12 months, or be signed and dated by an authorized representative of your business within the last 12 months Documents that usually meet these requirements: * **IRS Letter 147C (EIN Verification Letter).** If you lost your CP 575, you can request this letter from the IRS Business & Specialty Tax Line. Because it's newly issued, it meets the date requirement. * **SS-4 confirmation letter** from the IRS. * Another IRS notice or letter that shows your legal name and EIN. **Sole proprietors with an EIN** can also use their **Schedule C**. If you're not sure whether a document will work, contact your Customer Success Manager or before you upload it. *** ### **If your legal name has changed** If your legal name changed after you onboarded, send your updated IRS documentation to your Customer Success Manager. Our team can upload it for you and update the legal name on file. *** ### **Sole proprietors** If you're a sole proprietor without an EIN, select **"I don't have an EIN."** You'll skip the Company documents step, and your own identity is verified using your SSN. See [Why do you need my SSN?](/getting-started/account-verification/why-do-you-need-my-ssn) *** ### **Canada: BN Confirmation Document (CRA)** Canadian businesses upload a **BN Confirmation Document** from the Canada Revenue Agency instead. It must: * Clearly show your 9-digit Business Number (BN) * Show your company's legal name Acceptable examples: CRA BN registration letter, Certificate/Articles of Registration or incorporation, recent CRA Notice of Assessment. *** Related: [Account Verification (KYC)](/getting-started/account-verification) · [Why do you need a bank statement or voided check?](/getting-started/account-verification/why-do-you-need-a-bank-document) # Who counts as an owner or control person? **Short answer:** List everyone who owns 25% or more of your business, directly or indirectly. If no one does, you don't need to list an owner. Every business also needs at least one control person who can sign on its behalf. Together these are your **beneficial owners**. The **FinCEN Customer Due Diligence (CDD) Rule** requires them to be identified and verified, so a business can't be used to hide who is really behind it. *** ### **Definitions** During onboarding you'll mark each person as an **Owner**, a **Control person**, or **Both**. * **Owners** are individuals who directly or indirectly own 25% or more of the total shares, voting rights or other equity in the organization. * A **Control person** is someone with significant responsibility to control, manage or direct the organization, including the ability to enter binding agreements. The control person is usually a CEO, president, managing member, general partner, or similar senior leader. One person can be both. *** ### **Who to add** * **Every owner with 25% or more, if any.** If four people each own 25%, add all four. If no one owns 25% or more, you don't need to add an owner. * **At least one control person.** This person is your authorized signatory: someone who can manage the business and sign binding agreements for it. Every business needs one, even if no one owns 25% or more. * **Sole proprietors** add only themselves. You're automatically marked as both owner and control person. You can also add other owners or control persons with smaller stakes, but it isn't required. *** ### **Counting indirect ownership** Ownership through another company counts. Multiply the percentages down the chain. **Example:** Jane owns 50% of Holding Co. Holding Co. owns 60% of your business. Jane owns 50% × 60% = **30%** of your business, so you must add her as an owner. This is why the rule says "directly or indirectly." Without it, someone could stay hidden by owning a business through a holding company or trust. *** ### **What we collect for each person** For each owner and control person, we ask for: * Name, job title, email, and phone number * Date of birth * Home address * SSN (U.S.) or SIN (Canada) See [Why do you need my SSN, date of birth, and home address?](/getting-started/account-verification/why-do-you-need-my-ssn) *** ### **The certifications you sign** Before you continue, you'll confirm two statements: * "I certify that I have provided accurate information about myself and anyone in the company." * "I certify that all individuals with at least a 25% ownership stake, directly or indirectly, have been added." Please take these seriously. Missing or incorrect ownership information can delay or stop verification. It can also cause problems later if your account is reviewed again. *** ### **Special cases** * **No one owns 25% or more** (for example, a company owned by a fund or many small shareholders): you don't need an owner. Add your authorized signatory as the control person. If the form won't let you continue without an owner, contact your Customer Success Manager or and we'll complete this step with you. * **An owner isn't a U.S. person or has no SSN:** contact us before you submit. * **Ownership changes after you're live:** tell your Customer Success Manager so we can update your records. Beneficial ownership information has to stay current. *** Related: [Account Verification (KYC)](/getting-started/account-verification) # Why do you need a bank statement or voided check? **Short answer:** The document proves your payout account belongs to your business. Verifying account ownership keeps payouts from being sent to an account that isn't yours, whether by mistake or through fraud. It is part of standard KYC and anti-money laundering controls: money only moves to accounts held by the verified business. *** ### **What we're asking for** After you enter your bank details, upload one of these: * Bank statement * Voided check * Bank account verification letter **U.S. requirements.** The document must: * Be in your company's name * Include the country/region of the bank account * Include the bank logo, bank name, or bank-specific font * Include the account number * Have been issued in the last 12 months **Canada requirements.** The document must: * Be in your company's name * Show the bank logo or name, plus the Institution #, Transit #, and Account # * Have been issued in the last 12 months Files can be PDF, PNG, or JPG, up to 4 MB. If your file is too large, compress it or upload only the first page. See [Troubleshooting](/getting-started/account-set-up-and-configuration/getting-started-on-alternative-payments#troubleshooting). *** ### **Why the account must be in your business's name** Your verified business is the account holder, so payouts must go to a bank account owned by that same legal entity. The name on the bank document must match your **legal business name**. * **Personal bank accounts aren't accepted** for payouts, even if you own the business. * **Trade names (DBAs):** if your bank account is in a trade name, you have two options. Provide a letter on bank letterhead confirming the DBA belongs to your legal entity, or add a different account whose holder name matches your legal name. See [Adding a Payout Bank Account](/getting-started/account-set-up-and-configuration/getting-started-on-alternative-payments#adding-a-payout-bank-account). *** ### **Tips to avoid a rejection** * Upload a document from your bank, not a screenshot of accounting software. * Make sure the account number and bank name are fully visible and not cropped. * Checks must have the account details printed, not handwritten. * Use a document from the last 12 months. *** ### **Bank account statuses** | Status | What it means | | --------------------- | -------------------------------------------------------------------- | | **UNDER REVIEW** | We're verifying the account. No action needed. | | **WAITING DOCUMENTS** | Upload a bank document to continue. | | **NEEDS REVIEW** | Something needs your attention. Open the account to see what to fix. | | **REJECTED** | The account couldn't be verified. Add a different bank account. | *** Related: [Account Verification (KYC)](/getting-started/account-verification) · [Why do you need our EIN Verification Letter?](/getting-started/account-verification/why-do-you-need-our-ein-verification-letter) # Why do you need a photo ID and a live selfie? **Short answer:** A government-issued photo ID proves an identity exists and belongs to a real person. A live selfie proves that person is the one applying. Together they are a standard identity verification check that protects against stolen or fake identities. *** ### **When we ask for them** * **Accounts Payable onboarding.** Every owner provides a live selfie and the front and back of a government-issued ID. * **When we need more information.** If an owner's or control person's details can't be verified from the information entered, we may ask for an ID document. You'll see it on the **Additional documents** page. See [We asked for additional documents. What does that mean?](/getting-started/account-verification/additional-documents-requests) *** ### **Why both are needed** * **The ID** is an independent, government-issued record of your name and date of birth. Identity verification rules allow a person's identity to be confirmed with documents like this when other checks aren't enough. * **The selfie** is compared with the photo on your ID. It confirms that a real person is present and that the ID isn't being used by someone else. *** ### **ID requirements** Upload a valid, government-issued ID such as a passport, driver's license, or national ID card. The image must: * Be in color * Clearly show all four corners * Be straight, not angled or rotated * Not be a screenshot, a photo of a screen, or a printed copy * Not be expired For driver's licenses and ID cards, upload both the **front** and the **back**. For a passport, upload the photo page. The name on the ID must match the name you entered during onboarding. *** ### **Selfie requirements** Upload a recent photo of yourself that was taken within the last 24 hours. Your face must be: * Clearly visible, in focus, and evenly lit * Unobstructed: no sunglasses, hats, or headphones The photo must match the one on your ID and can't be a screenshot or a photo of a screen. If the photo is more than 24 hours old, you'll be asked to take a new one. *** ### **Sending an upload link to someone else** If another owner or control person needs to upload their ID and selfie, select them and we'll generate a secure link for them to complete the verification. For security reasons, upload links expire after 2 days. *** Related: [Account Verification (KYC)](/getting-started/account-verification) · [Who counts as an owner or control person?](/getting-started/account-verification/owners-and-control-persons) # We asked for additional documents. What does that mean? **Short answer:** Some of the information you entered couldn't be verified automatically, so a document is needed to confirm it. This is a normal part of KYC verification. It doesn't mean your application was rejected. *** ### **Where you'll see it** Your dashboard shows a banner: > Some items are incomplete. Finish now to avoid disruption in payment processing. Click it to open the **Additional documents** page. Requests are grouped by who they're about: your company, a specific owner or control person, or your bank account. Each one either asks you to update a detail in your onboarding information or to upload a document. Files can be PDF, JPG, PNG, or DOC, up to 4 MB. *** ### **Common requests and what to provide** | Request | What it usually means | What to provide | | -------------------------------------------------------------- | ----------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | Upload registration document or proof of organization tax info | Your legal name or EIN couldn't be matched to government records | Your IRS CP 575 (U.S.) or CRA BN confirmation (Canada). Check that your legal name matches it exactly. See [EIN Verification Letter](/getting-started/account-verification/why-do-you-need-our-ein-verification-letter). | | Update legal name | Your legal name doesn't match your registration document | Correct the **Legal business name** to match your IRS or CRA document exactly | | Upload ID document | A person's identity couldn't be verified from the details entered | A clear, unexpired photo ID. See [Photo ID requirements](/getting-started/account-verification/why-do-you-need-a-photo-id-and-live-selfie). | | Update ID number to SSN | The ID number on file isn't a valid SSN | Enter the person's full 9-digit SSN | | Update missing date of birth or address | Required personal information is missing | Add the missing detail for that person | | Upload proof of ownership | Ownership couldn't be confirmed | A document showing who owns the business and their percentages, such as an ownership chart or shareholder register | | Upload proof of signatory | We need to confirm the control person can act for the business | A company document showing that person's authority to sign for the business | | Upload official bank statement | The bank document didn't meet requirements | A recent statement in your company's name. See [Bank document requirements](/getting-started/account-verification/why-do-you-need-a-bank-document). | | Use a different bank account | The bank account couldn't be verified | Add a business account in your legal entity's name | If a request isn't listed here or you're not sure what to upload, contact your Customer Success Manager or . *** ### **Why this happens** KYC rules require that identity information be verified, not just collected. Most details are checked automatically against independent databases. When an automatic check can't confirm something, verification falls back to documents. Common causes: * A small difference between your legal name and the name on your IRS or CRA record * A trade name (DBA) entered where the legal name should be * A missing or incomplete SSN * A blurry, cropped, or expired document *** ### **After you upload** Your submission is reviewed and the request disappears once it's accepted. If something else is needed, a new request will appear on the same page. *** Related: [Account Verification (KYC)](/getting-started/account-verification) # 5 Best Practices to Set Up Your Account
How to White-label Your Portal
Setting Up Automatic Email Notifications
Setting up Auto-Pay
How to Navigate Insights
# How to White-label Your Portal **Add custom branding so your customer payment portal looks like an extension of your brand.** *** White-labeling your payment portal takes just 30 seconds! Follow the steps below and provide your customers with a fully-branded payment experience: 1. Log in to your Alternative portal: [app.alternativepayments.io](https://app.alternativepayments.io/) 2. Click [**Team Preferences**](https://app.alternativepayments.io/dashboard/team/preferences) and then select [**Preferences > Branding**](https://app.alternativepayments.io/dashboard/team/preferences?pageTab=branding)**.** 3. Upload your company logo from your computer by clicking on “Choose a file.” 4. Next, add your main brand color by inputting the hex code or click on the circle and select a color using the color wheel. 5. Once you click "Save", the updates will be complete. 6. Navigate to the "Accounts Receivable" section, click on your billing link and paste it into your browser to see the changes.
Congratulations! You’re ready to start offering your customers a fully branded and flexible payment experience. If you have any questions, reach out our team at . **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Setting Up Automatic Email Notifications **Automatic email reminders will ensure customers pay invoices on time while also saving you the time from sending manual email notifications.** *** Easily automate your emails and improve your collections through invoice summaries and invoice reminders. **Set up automatic email notifications in 4 easy steps:** {% stepper %} {% step %} Go into Automations {% endstep %} {% step %} Select [Email Notifications](https://app.alternativepayments.io/dashboard/email-notifications) {% endstep %} {% step %} Add Your Notifications (Invoice summaries & Invoice reminders) {% endstep %} {% step %} Add Customer Exclusions {% endstep %} {% endstepper %} *** ### **Invoice Summaries** Email your customers comprehensive invoice summaries to highlight all outstanding invoices. This serves as a gentle reminder, ensuring timely payments for the services you've delivered. Follow the [How to customize your templates for invoice reminders and summaries](/automations/email-notifications-and-reminders/creating-custom-email-templates).
*** ### **Invoice Reminders** 1. **Go into Automations**\ \ In the Partner Dashboard, select Automations from the side menu.
2. **Select Email Notifications**\ \ Select [Email Notifications](https://app.alternativepayments.io/dashboard/email-notifications) from the drop-down and then navigate to the [Invoice reminders](https://app.alternativepayments.io/dashboard/email-notifications?pageTab=reminders) section. Select 'New reminder' to start configuring your automatic email reminders.
3. **Add Your Reminders**\ \ Set your reminder based On the due date, After the due date, Before the due date, On creation or After creation. You can set as many reminders as you see fit, and they will apply to your entire customer base that have email notifications enabled.
{% hint style="success" %} As best practice, we recommend you set reminders for: * On due date * 3 days before due date * 7 days after due date (15 days, 30 days, 45 days) {% endhint %} 4. **Add Customer Exclusions**\ \ If you wish to exclude any customers from receiving automatic email reminders, you can exclude these customers from reminders under the EXCEPTION LIST section.\ \ Select 'Choose Customers', filter for the specific customers or select all customers that apply by selecting the checkbox next to the company names. Additionally, you can choose to 'Select All' or 'Clear Selection' to make it easy to manage your exclusion preferences. Once ready, make sure to confirm your selections by confirming the 'Select x customers' button.
Now you’re all set up to send out automatic email notifications! 🎉 For any questions, reach out to our team through the chat icon located at the bottom right corner of the screen. **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Setting up Auto-Pay **Learn about auto-pay and how to set up custom rules for your customers to simplify their payment experience and automate your payments.** *** Auto-pay is a feature offered by Alternative Payments that allows your customers to automatically pay their bills or make recurring payments without manual intervention. As a partner, you can set up auto-pay rules for all customers or create customer-specific rules. There two dedicated sections available to configure your auto-pay rules: *** **Customers** {% stepper %} {% step %} Log into your Alternative Payments [Partner Dashboard](https://app.alternativepayments.io/) {% endstep %} {% step %} Navigate to [Customers](https://app.alternativepayments.io/dashboard/customers) {% endstep %} {% step %} Select the ellipses on the applicable customer and edit {% endstep %} {% step %} Add your rules
5. You’re all set! {% endstep %} {% endstepper %} ***AutomationsLog into your Alternative Payments Partner DashboardNavigate to Automations then Auto-pay RulesAdd your rulesYou’re all set!*** ## **Customers** 1. **Log into your Alternative Payments** [**Partner Dashboard**](https://app.alternativepayments.io/) 2. Navigate to Customers\ \ From the sidebar, select Customers then [All Customers](https://app.alternativepayments.io/dashboard/customers).
3. **Click into any customer profile**\ \ To add an auto-pay rule for a specific customer, click the hyperlinked customer profile name to see their profile page.
4. **Add your rules**\ \ Scroll down to the Auto-pay rules section and select ‘+Add a new rule.’

By default, the Days past due and Customer conditions will be selected. If you save this rule, this means that the customer will be charged for all their invoices on the due date. You can also choose to update the Days past due condition and also set it based on Days before due and Days past creation. You can add additional conditions based on recurring invoices/agreements and the outstanding amount. Click 'Confirm' to save the rule for the customer. {% hint style="info" %} **Note:** 0 days past due means the customer will be charge on the invoice due date for all their invoices. {% endhint %}
*** ## **Automations** 1. **Log into your Alternative Payments** [**Partner Dashboard**](https://app.alternativepayments.io/) 2. **Navigate to Automations**\ \ From the sidebar, select Automations then [Auto-pay rules](https://app.alternativepayments.io/dashboard/autopay-rules) and click on 'Add a rule'.
3. **Add your rules**\ \ Create a condition by which you would like all customers or specific customers to be charged. The rule options are days past due, days before due, days past creation, agreements, amount and based on customer.
**You're all set!** Click confirm to save the auto-pay rule. {% hint style="info" %} Note: We recommend configuring auto-pay rules to be customer-specific. An auto-pay rule will only work if the customer has a payment method on file. A new or updated rule becomes active as soon as you save it, and affected invoices are marked **On Auto-Pay** right away. The first charge attempt happens on the next nightly processing cycle, which runs at approximately 7:00 AM UTC (2:00 to 3:00 AM US Eastern), not at the moment you save. {% endhint %} That's it! Enjoy payments being received on time and reduce time spent managing collections. **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # How to Navigate Insights **Discover how Insights can help you reduce collection times, increase payment automation and identify at-risk customers. Learn how to leverage each dashboard to make data-driven decisions and improve your cash flow management.** *** The new [**Insights**](https://app.alternativepayments.io/dashboard/insights) feature in Alternative Payments brings you advanced financial tracking directly into your partner dashboard, providing a streamlined view of essential metrics that go beyond standard statements. With Insights, you’ll have access to: * **Exclusive Metrics:** Track key data points like time-to-pay and activation rates for a clearer picture of financial performance and customer health. * **Time-Saving Visualizations:** Instantly view your financial data without the need for manual exports or spreadsheet work. Insights presents your financial health in easy-to-read visual formats. * **Platform Accountability:** Gain visibility into how effectively the platform supports your financial processes, helping you monitor results with confidence. * **Beyond Basic Statements:** Move beyond monthly statements with detailed views of DSO/time-to-pay, AR aging, cash flow, and other critical accounting metrics. * **Customer-Level Insights:** Analyze individual customer performance to identify your top payers, largest accounts, and highest adopters of automation. Here’s a breakdown of what each dashboard allows you to do: *** ### [**Overview Tab**](https://app.alternativepayments.io/dashboard/insights?pageTab=overview) The Overview tab provides a snapshot of your most important account receivable metrics, including payment trends, collection times, automations and overdue invoices. It’s your one-stop shop for managing your accounts receivable at a glance.
You can also review your data within a specific time-frame by selecting the View and choosing the following options + download a report (this is applicable to all the dashboards): 1. Last 12 months 2. Last 6 months 3. Last 3 months 4. All time 5. Custom range
*** ### [**Invoices Tab**](https://app.alternativepayments.io/dashboard/insights?pageTab=invoices) The Invoices tab allows you to dive deeper into your invoice metrics, helping you assess the aging of your receivables. Quickly identify which invoices are overdue and decide if they should be escalated to collections. This tab helps ensure your receivables are monitored closely for maximum AR health.
*** ### [**Payments and Collections Tab**](https://app.alternativepayments.io/dashboard/insights?pageTab=paymentscollections) Leverage advanced payment analytics see the impact of payment times on cash flow. Here, you’ll find detailed data on your payment processing metrics, collection trends and daily cash flow.
*** ### [**Automations Tab**](https://app.alternativepayments.io/dashboard/insights?pageTab=automations) In the Automations tab, you can easily check how well you’re using automation tools to streamline your accounts receivables. Looking to increase the percentage of automatic payments? Use this dashboard to establish goals with a set time-frame and see how you are easily progressing towards those goals here. If you need tips on how to increase automatic payments, reach out to your dedicated Customer Success Manager.
*** ### [**Customers Tab**](https://app.alternativepayments.io/dashboard/insights?pageTab=customers) Your Customers tab will allow you to review all the key analytics from the other dashboards for each individual customer. You will be able to easily dive into payment trends to identify your best customers, helping you make informed decisions for better customer management. To review an individual customer’s performance, enter their name in the search bar:
Or, you can also access within the [All Customers](https://app.alternativepayments.io/dashboard/customers) section of your dashboard by clicking on the applicable customer’s name and navigating to their Insights tab:
Have any feedback about this feature or the platform in general? Access our [Product Roadmap](https://product.alternativepayments.io/tabs/4-requests) to submit any ideas and see what we have in the works! **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Setup Mode Setup Mode is a safe testing environment where partners can explore platform features without processing real transactions. Partners start in Setup Mode by default after onboarding and can configure settings, create test invoices, and review customer flows with no financial impact. This article explains how it works and what to expect before going live. *** ## How Setup Mode works **1. Onboarding complete** Once onboarding is finished, Setup Mode is activated by default.
**2. Safe testing environment** Partners can try out key features without affecting real data.\ Available features in Setup Mode include: * [Creating and Managing Invoices](https://help.alternativepayments.io/payments-and-invoicing/managing-invoices) * [Configuring Autopay](https://help.alternativepayments.io/automations/setting-up-auto-pay) * [Configuring Email Notifications & Reminders](https://help.alternativepayments.io/automations/email-notifications-and-reminders)

Note: Some features are only available in Live Mode and will not appear in your dashboard while in Setup Mode. These include Collections, payment processing, and payout reports.

**3. Account review** While you're in Setup Mode, your account will go through a standard review before going live. Once it's completed, you'll see the option to switch to Live Mode from your Partner Dashboard
**4. Ready to go live** Once your account is verified, the **Go Live** toggle will appear in your dashboard. Switching to Live Mode is a one-time action - once confirmed, Setup Mode is permanently disabled. Before going live, make sure the following prerequisites are in place: * **Integration connected** - Connect your PSA or accounting software * **Branding configured** - Upload your logo and set your brand color * **Autopay rules set** - Configure any Autopay rules you want active from day one * **Email notifications reviewed** - Confirm your notification schedules * **Team permissions verified** - Make sure your team members have the correct roles A confirmation message will appear to review everything before the switch takes effect. {% hint style="warning" %} **Auto-Pay rules apply to existing invoices.** If you have configured [Auto-Pay rules](/automations/setting-up-auto-pay/setting-up-auto-pay), going live does not limit them to invoices created from that point on. Every outstanding invoice that already meets a rule's conditions will be charged on the next nightly processing cycle. Review your rules and exclude any historical invoices you do not want charged before you switch to Live Mode. {% endhint %}
**5. Live Mode activated** Once you confirm the switch, your account goes live right away. All invoices, payments, and notifications will be live. {% hint style="danger" %} **Warning**: Setup Mode can’t be re-enabled, so be sure everything’s set up the way you want before going live. {% endhint %} *** ## Payout Behavior in Setup Mode If your account is moved back into Setup Mode after previously being in Live Mode, any pending payouts will be automatically placed on hold. Held payouts do not appear in your **In Transit** or **Deposited** payout tabs while they are under review. **What happens to a held payout:** 1. **Automatic hold** — The payout is paused as soon as the account re-enters Setup Mode. No action is required from you to trigger this. 2. **Manual approval** — An Alternative Payments team member reviews and approves the held payout. This step is handled internally and cannot be self-served from the Partner Dashboard. 3. **Funds released the next business day** — Once approved, you can expect the funds to arrive the following business day, not on the originally scheduled payout date. {% hint style="info" %} **Note:** If you notice a payout is missing or delayed, check whether your account is currently in Setup Mode. If it is, reach out to our support team to confirm the status of your payout and request approval. {% endhint %} **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # API Introduction A brief introduction to using the Alternative Payments API to build custom payment and billing workflows. #### Introduction to the Alternative Payments API The Alternative Payments API provides a secure, standards-based interface for partners to integrate payment and billing operations directly into their own systems. Rather than clicking through a dashboard, your applications can create customers, generate payment experiences, issue invoices, track transactions, and reconcile payouts programmatically. Unlike payment gateways that only handle a single transaction flow, this API is designed for service businesses and platforms that want deeper control over how payments and billing data move through their software stack. *** #### What the API Enables At a glance, the Alternative Payments API lets you: • Create and manage customer records and associated payment methods.\ • Generate hosted payment links for one-off charges or invoice-based billing.\ • Create, retrieve, and manage invoices with line items and PDF links.\ • Track payments with filters for status, type, customer, or invoice.\ • Access payout information and reconcile which transactions were included. All interactions are done over REST with JSON, authenticated via OAuth 2.0 client credentials using API keys. This setup gives you the flexibility to automate routine billing work, bring payment workflows into internal systems, or build custom user experiences. It’s not about replacing your dashboard; it’s about extending it into the tools your business already uses. *** #### Next Steps For complete technical details including how to authenticate, example requests, available endpoints, and error handling, see the full API documentation: {% embed url="" %} **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Accounts Payable API Reference API Version: v1.2.0 The Accounts Payable API extends the existing Alternative Payments Partner API with endpoints for managing vendors, bills, and outbound payments. Partners can programmatically create vendors, submit bills for approval, initiate payments to vendors, and track the full bill-to-payment lifecycle. All endpoints follow the same conventions as the existing Accounts Receivable API: OAuth2 client credentials authentication, cursor-based pagination, snake\_case JSON, idempotency keys on mutating operations, and standard error responses. ## Base URL ``` https://public-api.alternativepayments.io ``` ## Authentication Same OAuth2 client credentials flow as the AR API. Authenticate with your API key and secret to `/oauth/token`, then use the returned Bearer token for all requests. ## Resource Groups | Group | Endpoints | Description | | ------------------------------------------------------------------------ | ------------- | ------------------------------------------------- | | [Vendors](/getting-started/accounts-payable-api/vendors) | 11 | Vendor CRUD, bank accounts, data requests | | [Bills](/getting-started/accounts-payable-api/bills) | 12 | Bill CRUD, approval workflow, OCR upload | | [Vendor Payments](/getting-started/accounts-payable-api/vendor-payments) | 4 | Payment initiation, cancellation, retry | | [Webhooks](/getting-started/accounts-payable-api/webhooks) | 14 new topics | Event notifications for all Acc Payable resources | ## Pagination All list endpoints use cursor-based pagination: | Parameter | Type | Description | | --------- | ------- | ---------------------------- | | `limit` | integer | Items per page (default 100) | | `after` | string | Forward pagination cursor | | `before` | string | Backward pagination cursor | Response includes: ```json { "data": [...], "has_next_page": true, "has_previous_page": false, "start_cursor": "abc123", "end_cursor": "xyz789" } ``` ## Error Format ```json { "code": "BILL_NOT_FOUND", "message": "Bill with ID xyz not found", "validation_errors": {} } ``` ## Idempotency Include an `Idempotency-Key` header on POST requests that create resources or initiate payments. The key must be a UUID. Duplicate requests with the same key return the original response. ## Naming Conventions * All JSON fields use `snake_case` * All IDs are UUID strings * All dates use RFC3339 format * All monetary amounts are decimal strings (e.g., `"1500.00"`) # Vendors Vendors represent entities that your organization pays. They are the Accounts Payable equivalent of Customers in the Accounts Receivable API. ## Endpoints | Method | Path | Description | | ------ | ------------------------------------------------- | ----------------------------------- | | POST | `/vendors` | Create a vendor | | GET | `/vendors` | List vendors (paginated) | | GET | `/vendors/{id}` | Get vendor by ID | | PATCH | `/vendors/{id}` | Update vendor fields | | POST | `/vendors/{id}/deactivate` | Deactivate a vendor | | POST | `/vendors/{id}/reactivate` | Reactivate a vendor | | GET | `/vendors/{id}/bank-account` | Get vendor bank account | | POST | `/vendors/{id}/bank-account` | Add or update vendor bank account | | POST | `/vendors/{id}/data-request` | Send vendor data collection request | | GET | `/vendors/{id}/data-requests` | List vendor data requests | | POST | `/vendors/{id}/data-requests/{request_id}/resend` | Resend a data request | *** ## Create Vendor ``` POST /vendors ``` Creates a new vendor. Optionally include bank account details inline. ### Request Body ```json { "name": "Acme Corp", "email": "billing@acme.com", "phone": "+1-555-0100", "category": "Software", "tax_id": "12-3456789", "street_address": "123 Main St", "city": "New York", "state": "NY", "postal_code": "10001", "country": "US", "bank_account": { "bank_name": "Chase", "routing_number": "021000021", "account_number": "123456789", "account_type": "checking" } } ``` | Field | Type | Required | Description | | ---------------- | ------ | -------- | ------------------------------------------------------------------------------------------------------------------------------------------------------- | | `name` | string | Yes | Vendor display name | | `email` | string | No | Vendor contact email | | `phone` | string | No | Vendor phone number | | `category` | string | No | Vendor category. Must be one of: `Software`, `Hardware`, `Services`, `Utilities`, `Rent`, `Insurance`, `Telecommunications`, `Office Supplies`, `Other` | | `tax_id` | string | No | Tax identification number | | `street_address` | string | No | Street address | | `city` | string | No | City | | `state` | string | No | State/province code | | `postal_code` | string | No | Postal/ZIP code | | `country` | string | No | 2-letter ISO country code (e.g. `US`, `CA`) | | `bank_account` | object | No | Inline bank account creation | ### Response (201 Created) ```json { "id": "550e8400-e29b-41d4-a716-446655440000", "name": "Acme Corp", "email": "billing@acme.com", "phone": "+1-555-0100", "is_active": true, "category": "Software", "tax_id": "12-3456789", "street_address": "123 Main St", "city": "New York", "state": "NY", "postal_code": "10001", "country": "US", "origin": "manual", "created_at": "2026-04-01T00:00:00Z", "updated_at": "2026-04-01T00:00:00Z" } ``` *** ## List Vendors ``` GET /vendors ``` Returns a paginated list of vendors. ### Query Parameters Standard pagination parameters (`limit`, `after`, `before`). ### Response (200 OK) ```json { "data": [ { "id": "550e8400-e29b-41d4-a716-446655440000", "name": "Acme Corp", "email": "billing@acme.com", "is_active": true, "origin": "manual", "created_at": "2026-04-01T00:00:00Z", "updated_at": "2026-04-01T00:00:00Z" } ], "has_next_page": false, "has_previous_page": false, "start_cursor": "abc123", "end_cursor": "abc123" } ``` *** ## Get Vendor ``` GET /vendors/{id} ``` Returns vendor details by ID. ### Response (200 OK) Same shape as the vendor object in the Create Vendor response. *** ## Update Vendor ``` PATCH /vendors/{id} ``` Updates one or more vendor fields. Only include fields you want to change. ### Request Body ```json { "name": "Acme Corp International", "email": "ap@acme.com" } ``` All fields are optional. Only provided fields are updated. *** ## Deactivate / Reactivate Vendor ``` POST /vendors/{id}/deactivate POST /vendors/{id}/reactivate ``` Toggles vendor active status. Deactivated vendors cannot receive new bills or payments. ### Response (200 OK) ```json { "vendor_id": "550e8400-e29b-41d4-a716-446655440000", "is_active": false } ``` *** ## Get Vendor Bank Account ``` GET /vendors/{id}/bank-account ``` Returns the vendor's bank account details. Account number is masked (last 4 digits only). ### Response (200 OK) ```json { "id": "550e8400-e29b-41d4-a716-446655440001", "bank_name": "Chase", "account_mask": "****6789", "account_type": "checking", "payment_method_id": "550e8400-e29b-41d4-a716-446655440002" } ``` *** ## Add/Update Vendor Bank Account ``` POST /vendors/{id}/bank-account ``` Creates or replaces the vendor's bank account. ### Request Body ```json { "bank_name": "Chase", "routing_number": "021000021", "account_number": "123456789", "account_type": "checking" } ``` | Field | Type | Required | Description | | ---------------- | ------ | -------- | ----------------------- | | `bank_name` | string | Yes | Bank name | | `routing_number` | string | Yes | ABA routing number | | `account_number` | string | Yes | Account number | | `account_type` | string | Yes | `checking` or `savings` | *** ## Vendor Data Requests Send a self-service data collection link to a vendor so they can submit their banking and tax information directly. ### Create Data Request ``` POST /vendors/{id}/data-request ``` ### List Data Requests ``` GET /vendors/{id}/data-requests ``` ### Resend Data Request ``` POST /vendors/{id}/data-requests/{request_id}/resend ``` ### Data Request Response ```json { "id": "550e8400-e29b-41d4-a716-446655440003", "vendor_id": "550e8400-e29b-41d4-a716-446655440000", "status": "requested", "created_at": "2026-04-01T00:00:00Z", "expires_at": "2026-04-15T00:00:00Z", "submitted_at": null } ``` **Data Request Statuses:** `requested`, `complete`, `email_failed`, `expired` # Bills Bills represent payable obligations to vendors. They are the Accounts Payable equivalent of Invoices in the Accounts Receivable API. ## Endpoints | Method | Path | Description | | ------ | ---------------------- | ------------------------------------- | | POST | `/bills` | Create a bill | | GET | `/bills` | List bills (paginated, filterable) | | GET | `/bills/{id}` | Get bill by ID | | PATCH | `/bills/{id}` | Update bill fields | | DELETE | `/bills/{id}` | Soft-delete a bill | | POST | `/bills/{id}/submit` | Submit bill for approval | | POST | `/bills/{id}/reject` | Reject a bill | | POST | `/bills/{id}/pay-date` | Set or update scheduled pay date | | GET | `/bills/{id}/document` | Get bill attachment download URL | | POST | `/bills/upload` | Upload document with OCR, create bill | | POST | `/bills/bulk-submit` | Submit multiple bills for approval | | POST | `/bills/bulk-delete` | Soft-delete multiple bills | *** ## Bill Lifecycle ``` draft -> needs_approval -> processing -> paid -> failed needs_approval -> draft (rejected) ``` Bills start in `draft` status. They must be submitted for approval (`needs_approval`) before payment can be initiated. Once a payment is created, the bill transitions to `processing`, and eventually to `paid` or `failed`. *** ## Create Bill ``` POST /bills ``` ### Request Body ```json { "vendor_id": "550e8400-e29b-41d4-a716-446655440000", "number": "INV-2026-001", "issue_date": "2026-04-01", "due_date": "2026-05-01", "amount": "1500.00", "description": "Monthly hosting services", "status": "draft", "line_items": [ { "name": "Cloud Hosting", "description": "AWS monthly fee", "unit_type": "service", "quantity": 1, "unit_price": 1500.00 } ] } ``` | Field | Type | Required | Description | | ------------- | ------------- | -------- | ----------------------------------------- | | `vendor_id` | string (UUID) | Yes | Vendor to associate the bill with | | `number` | string | No | Bill/invoice number | | `issue_date` | string | Yes | Date the bill was issued (YYYY-MM-DD) | | `due_date` | string | Yes | Payment due date (YYYY-MM-DD) | | `amount` | number | Yes | Total bill amount (e.g. `1500.00`) | | `description` | string | No | Bill description | | `status` | string | No | `"draft"` (default) or `"needs_approval"` | | `line_items` | array | No | Bill line items | **Direct-to-approval:** Set `status` to `"needs_approval"` to skip the draft stage and submit the bill directly for approval in a single API call. ### Response (201 Created) ```json { "id": "660e8400-e29b-41d4-a716-446655440000", "vendor_id": "550e8400-e29b-41d4-a716-446655440000", "number": "INV-2026-001", "issue_date": "2026-04-01", "due_date": "2026-05-01", "amount": 1500.00, "description": "Monthly hosting services", "status": "draft", "source": "manual", "pay_date": null, "line_items": [ { "sequence": 1, "name": "Cloud Hosting", "description": "AWS monthly fee", "unit_type": "service", "quantity": 1, "unit_price": 1500.00, "total": 1500.00, "tax": 0.00, "expense_account_id": "" } ], "vendor_payments": [], "last_status": { "status": "draft", "reason": null, "created_at": "2026-04-01T00:00:00Z", "user_id": "770e8400-e29b-41d4-a716-446655440000" }, "created_at": "2026-04-01T00:00:00Z", "updated_at": "2026-04-01T00:00:00Z" } ``` *** ## List Bills ``` GET /bills ``` ### Query Parameters | Parameter | Type | Description | | ----------------- | ------- | -------------------------------------------------------------------------------------- | | `limit` | integer | Items per page (default 100) | | `after` | string | Forward pagination cursor | | `before` | string | Backward pagination cursor | | `vendor_id` | string | Filter by vendor ID | | `status` | string | Filter by status: `draft`, `needs_approval`, `processing`, `paid`, `deleted`, `failed` | | `bill_number` | string | Filter by bill number | | `source` | string | Filter by source: `manual`, `QuickBooks`, `ocr` | | `include_deleted` | boolean | Include soft-deleted bills (default false) | *** ## Submit Bill for Approval ``` POST /bills/{id}/submit ``` Transitions a bill from `draft` to `needs_approval`. No request body required. *** ## Reject Bill ``` POST /bills/{id}/reject ``` Rejects a bill that is in `needs_approval` status, moving it back to `draft`. ### Request Body ```json { "reason": "Amount does not match PO" } ``` *** ## Set Pay Date ``` POST /bills/{id}/pay-date ``` Sets or updates the scheduled payment date for a bill. **This is a prerequisite for initiating a vendor payment.** If `pay_date` is null when you try to create a vendor payment, the request will return 422. ### Request Body ```json { "pay_date": "2026-04-15" } ``` `pay_date` must be in `YYYY-MM-DD` format. *** ## Upload Bill Document (OCR) ``` POST /bills/upload ``` Upload a document (PDF, PNG, JPEG) as base64-encoded content. The system extracts bill data via OCR and creates a bill automatically. ### Request Body ```json { "content": "", "filename": "invoice.pdf", "content_type": "application/pdf" } ``` | Field | Type | Required | Description | | -------------- | ------ | -------- | -------------------------------------------------------- | | `content` | string | Yes | Base64-encoded file content | | `filename` | string | Yes | Original filename | | `content_type` | string | Yes | MIME type (`application/pdf`, `image/png`, `image/jpeg`) | ### Response (201 Created) ```json { "bill_id": "660e8400-e29b-41d4-a716-446655440000", "bill_number": "INV-OCR-001", "extracted_data": { "vendor_name": "Acme Corp", "vendor_email": "billing@acme.com", "invoice_number": "INV-OCR-001", "total": 1500.00, "issue_date": "2026-04-01", "due_date": "2026-05-01", "description": "Monthly services", "line_items": [ { "name": "Cloud Hosting", "description": "AWS monthly fee", "quantity": 1, "unit_price": 1500.00, "total": 1500.00 } ] }, "document_path": "/uploads/invoice.pdf", "warnings": [] } ``` *** ## Bulk Submit Bills ``` POST /bills/bulk-submit ``` Submit multiple bills for approval in a single request. ### Request Body ```json { "bill_ids": [ "660e8400-e29b-41d4-a716-446655440001", "660e8400-e29b-41d4-a716-446655440002" ] } ``` ### Response (200 OK) ```json { "results": [ { "bill_id": "660e8400-...-440001", "success": true }, { "bill_id": "660e8400-...-440002", "success": true } ] } ``` *** ## Bulk Delete Bills ``` POST /bills/bulk-delete ``` Soft-delete multiple bills in a single request. Same request/response shape as bulk submit. *** ## Bill Statuses | Status | Description | | ---------------- | ----------------------- | | `draft` | Initial state, editable | | `needs_approval` | Submitted for review | | `processing` | Payment in progress | | `paid` | Payment completed | | `failed` | Payment failed | | `deleted` | Soft-deleted | ## Bill Sources | Source | Description | | ------------ | ------------------------------------------------ | | `manual` | Created via API or UI | | `QuickBooks` | Synced from QuickBooks | | `ocr` | Created from document upload with OCR extraction | # Vendor Payments Vendor payments represent outbound payment execution from the partner to vendors. In the Accounts Receivable API, payments flow from customers to the partner. In Accounts Payable, payments flow from the partner to vendors. ## Endpoints | Method | Path | Description | | ------ | ---------------------------------- | -------------------------------------- | | POST | `/vendor-payments` | Initiate payment for one or more bills | | POST | `/vendor-payments/cancel` | Cancel a single vendor payment | | POST | `/vendor-payments/bulk-cancel` | Cancel multiple vendor payments | | POST | `/vendor-payments/{bill_id}/retry` | Retry a failed payment | *** ## Pay Date Prerequisite A bill **must have a `pay_date` set** before a vendor payment can be initiated. If `pay_date` is null, the payment request will return **422 Unprocessable Entity**. Use `POST /bills/{id}/pay-date` to set it first: ```json POST /bills/{id}/pay-date { "pay_date": "2026-04-15" } ``` Then create the vendor payment. *** ## Create Vendor Payment ``` POST /vendor-payments ``` Initiates payment for one or more bills. Each item specifies the bill, payment method, and optional payment speed. ### Request Body ```json { "items": [ { "bill_id": "660e8400-e29b-41d4-a716-446655440000", "payment_method_id": "770e8400-e29b-41d4-a716-446655440000", "payment_speed": "standard" } ], "idempotency_key": "880e8400-e29b-41d4-a716-446655440000" } ``` | Field | Type | Required | Description | | --------------------------- | ------------- | -------- | ----------------------------------------------------------------------------------- | | `items` | array | Yes | One or more payment items | | `items[].bill_id` | string (UUID) | Yes | Bill to pay | | `items[].payment_method_id` | string (UUID) | Yes | Payment method to use | | `items[].payment_speed` | enum | No | `standard` (default), `next_day`, `same_day`, `instant`. Invalid values return 400. | | `idempotency_key` | string | No | Idempotency key for the request | ### Response (200 OK) ```json { "results": [ { "bill_id": "660e8400-e29b-41d4-a716-446655440000", "success": true } ] } ``` *** ## Cancel Vendor Payment ``` POST /vendor-payments/cancel ``` Cancels a single vendor payment that has not yet been sent. ### Request Body ```json { "bill_id": "660e8400-e29b-41d4-a716-446655440000", "payment_id": "990e8400-e29b-41d4-a716-446655440000" } ``` ### Response (200 OK) ```json { "payment_id": "990e8400-e29b-41d4-a716-446655440000", "status": "canceled" } ``` *** ## Bulk Cancel Vendor Payments ``` POST /vendor-payments/bulk-cancel ``` Cancel multiple vendor payments in a single request. ### Request Body ```json { "items": [ { "bill_id": "660e8400-e29b-41d4-a716-446655440001", "payment_id": "990e8400-e29b-41d4-a716-446655440001" }, { "bill_id": "660e8400-e29b-41d4-a716-446655440002", "payment_id": "990e8400-e29b-41d4-a716-446655440002" } ] } ``` ### Response (200 OK) ```json { "results": [ { "bill_id": "660e8400-...-440001", "success": true }, { "bill_id": "660e8400-...-440002", "success": true } ] } ``` *** ## Retry Failed Payment ``` POST /vendor-payments/{bill_id}/retry ``` Retries the last failed funding attempt for a bill. No request body required. ### Response (200 OK) ```json { "bill_id": "660e8400-e29b-41d4-a716-446655440000" } ``` *** ## Payment Speeds | Speed | Description | | ---------- | -------------------------------- | | `standard` | Standard ACH (2-3 business days) | | `next_day` | Next business day delivery | | `same_day` | Same-day ACH | | `instant` | Real-time payment | ## Vendor Payment Statuses | Status | Description | | ------------------ | ---------------------------------- | | `hold` | Payment is on hold | | `waiting_pay_date` | Waiting for the scheduled pay date | | `ready` | Ready to be processed | | `processing` | Payment is being processed | | `succeeded` | Payment completed successfully | | `failed` | Payment failed | ## Vendor Payment Object (within Bill response) When retrieving a bill, vendor payments are included in the `vendor_payments` array: ```json { "id": "990e8400-e29b-41d4-a716-446655440000", "attempt_number": 1, "status": "processing", "hold_until": "2026-04-04T00:00:00Z", "sent_at": null, "failure_reason": null, "payment_method_id": "770e8400-e29b-41d4-a716-446655440000", "estimated_arrival_date": "2026-04-07T00:00:00Z", "payment_speed": "standard" } ``` # Webhooks The Accounts Payable API adds 14 new webhook topics to the existing webhook infrastructure. Partners subscribe using the same `POST /webhooks` endpoint with new topic values. No new webhook endpoints are needed. ## Subscribing to Acc Payable Webhooks Use the existing webhook subscription endpoint: ``` POST /webhooks ``` ```json { "topic": "vendor_created", "endpoint_url": "https://your-server.com/webhooks", "secret_key": "your-webhook-secret" } ``` ## New Webhook Topics ### Vendor Events | Topic | Trigger | | -------------------- | ------------------------------------------------- | | `vendor_created` | Vendor created (manual, OCR, or integration sync) | | `vendor_updated` | Vendor details changed | | `vendor_deactivated` | Vendor deactivated | | `vendor_reactivated` | Vendor reactivated | ### Bill Events | Topic | Trigger | | ---------------- | ----------------------------------------------- | | `bill_created` | Bill created (manual, OCR, or integration sync) | | `bill_updated` | Bill details changed | | `bill_submitted` | Bill submitted for approval | | `bill_rejected` | Bill rejected | | `bill_deleted` | Bill soft-deleted | ### Vendor Payment Events | Topic | Trigger | | --------------------------- | ------------------------------------------------- | | `vendor_payment_processing` | Vendor payment initiated, funds being transferred | | `vendor_payment_succeeded` | Vendor payment completed successfully | | `vendor_payment_failed` | Vendor payment failed | | `vendor_payment_canceled` | Vendor payment canceled | ### Vendor Data Request Events | Topic | Trigger | | ------------------------------- | ------------------------------------------------------ | | `vendor_data_request_submitted` | Vendor completed the self-service data collection form | ## Webhook Payload Format Webhook payloads follow the same format as existing AR webhooks. The `topic` field indicates the event type, and the `data` field contains the resource details. ```json { "id": "event-uuid", "topic": "vendor_payment_succeeded", "created_at": "2026-04-15T14:30:00Z", "data": { "vendor_payment_id": "aa0e8400-e29b-41d4-a716-446655440000", "bill_id": "660e8400-e29b-41d4-a716-446655440000", "vendor_id": "550e8400-e29b-41d4-a716-446655440000", "payment_id": "990e8400-e29b-41d4-a716-446655440000", "partner_id": "bb0e8400-e29b-41d4-a716-446655440000", "amount": 1500.00, "payment_date": "2026-04-15T14:30:00Z" } } ``` ## Managing Webhook Subscriptions All existing webhook management endpoints work with the new topics: | Method | Path | Description | | ------ | ----------------------- | ------------------------------- | | POST | `/webhooks` | Subscribe to a topic | | GET | `/webhooks` | List subscriptions | | DELETE | `/webhooks/{id}` | Unsubscribe | | GET | `/webhooks/{id}/events` | List events for a subscription | | POST | `/webhooks/{id}/retry` | Retry failed webhook deliveries | ## Webhook Delivery * Webhooks are delivered via HTTP POST to the configured `endpoint_url` * If a `secret_key` was provided, the payload is signed using HMAC-SHA256 * Failed deliveries are retried with exponential backoff * Event history is retained for 30 days # Using Alternative Payments in Canada Alternative Payments supports both U.S. and Canadian partners. There are some important differences to be aware of when operating in Canada. This article outlines the key changes across currency, payment methods, and regional availability so you know what to expect. *** ### Currency and Invoicing Canadian partners operate entirely in Canadian dollars. All partner balances, customer payments, and invoices are processed in CAD. Multi-currency invoicing is not supported in Canada, so all invoices must be issued in CAD. *** ### Supported Payment Methods in Canada Available payment methods in Canada include: * Pre-Authorized Debit (PAD) * Electronic Funds Transfer (EFT) * Credit Cards

Credit card surcharges in Canada are capped at 2.4% under the Code of Conduct for the Payment Card Industry.

\* Debit Cards The following features are **not** currently supported for Canadian partners: * Pay in Installments * Buy Now, Pay Later (BNPL) * Collections *** ### Compliance and Required Information Operating in Canada comes with additional regulatory requirements. * **Business Number (BN)** * All registered Canadian businesses must provide a valid Business Number during onboarding. This is required for KYB verification, tax reporting, and invoicing, and is the Canadian equivalent of a U.S. EIN. * **Pre-Authorized Debit (PAD) Mandate** * Before collecting payments via PAD, customers much approve PAD from the Customer Dashboard. This is a regulatory requirement and must be completed before any PAD transactions are processed.

Check out this article to learn more about Pre-authorized debit (PAD).

\* **Data Privacy (PIPEDA)** * Canadian partners must comply with PIPEDA, which requires clear disclosure of how customer data is collected and used, explicit customer consent, and the ability for customers to access and correct their personal information.

Regional Availability: Quebec is not currently supported due to additional provincial consumer protection and language requirements. Partners with customers in Quebec should contact their account executive for guidance.

**Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Referral Dashboard This article provides an overview of the Referral Partnership Program available in your Partner Dashboard. It outlines how to invite other service-based businesses to join Alternative Payments, send referral emails, and track your referral earnings. *** **About the Referral Partnership Program** The Referral Partnership Program rewards you for introducing other service-based businesses to Alternative Payments. Earn a 10% revenue share on every customer you refer, for as long as you remain an active partner. Plus, your referral will receive a 10% discount on their subscription. For full details, review the [Referral Terms of Use](https://www.alternativepayments.io/referral-program-terms-and-conditions/). *** #### **How to Send a Referral** 1. **Log into your** [**Partner Dashboard**](https://app.alternativepayments.io/) and click on the [**Referrals**](https://app.alternativepayments.io/dashboard/referral) tab. 2. **Share your referral link directly, or add a new referral** You can copy your referral link to share directly by clicking **Copy link**, or click **Add new company** to manually enter a company name or email. If you are referring an existing company, you can find a list of your current customers under the **All companies** section.
3. **Create a new referral email template, or select an existing template** Navigate to the [**Referral Templates**](https://app.alternativepayments.io/dashboard/referral?pageTab=referraltemplates) section and click **Create a one-off template** to create a customized referral email, or click **Use** on any existing templates. If you would like to see a preview of the email template, click on **Preview.**
4. **Favourite your Custom email templates** Click the star icon on any custom email template to add or remove it from your **Favourites** section.
5. **Send the Referral email** Edit the customer email and other fields, then click **Save and send.**
*** **Track Your Referrals and Earnings** You can track your referrals and earnings directly in your Partner Dashboard. * [**Referral Summary:**](https://app.alternativepayments.io/dashboard/referral?pageTab=overview) View all your active referrals, their current status, and the total rewards earned to date for converted referrals.
* [**Referral Payouts:**](https://app.alternativepayments.io/dashboard/referral?pageTab=referralpayouts) See a history of referral payouts you've already received, along with any pending amounts. You can also add or update your bank account details for receiving referral payouts from the **Referral payout account** section.
{% hint style="info" %} Note: Payouts are generated **quarterly**. {% endhint %} **Interested in building a larger partnership with Alternative Payments?** Connect with our Partnership Manager Nicholas Reimer at . **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Managing Customers
Adding New Customers
Editing Customers
Approving Customers
Create Customer Tags
Customer Impersonation
# Adding New Customers **Follow these steps to add new customers to your Alternative Payments partner dashboard.** *** If you're using Alternative Payments to create all your invoices and customers, here's how you can add a new customer to your partner dashboard. {% hint style="info" %} **Note:** If you are using a PSA or accounting software integration, then all invoices and customer details will sync in from your integration. You do not need to create customers manually. {% endhint %} ## Creating a Customer 1. Log in to your Alternative portal: [app.alternativepayments.io](https://app.alternativepayments.io/) 2. Go to "Account Receivable > Customers" and select ["All Customers"](https://app.alternativepayments.io/dashboard/customers). 3. Select "Add customer."
4. Fill in the customer details using the fields below, then click "Continue." ### Customer Fields | Field | Required | Description | | ------------------- | -------- | -------------------------------------------------------------------------------------------------------- | | **Company** | Yes | The customer's company or business name. This is the primary identifier shown throughout the dashboard. | | **Legal Name** | No | The registered legal name of the business, if different from the company name. Used on formal documents. | | **EIN** | No | Employer Identification Number. Must be a 9-digit US tax ID (format: XX-XXXXXXX). | | **Address** | Yes | Street address for the customer's primary business location. | | **City** | Yes | City for the customer's business address. | | **State/Province** | Yes | State or province. Validated against US states and Canadian provinces. | | **ZIP/Postal Code** | Yes | ZIP or postal code. Validated for US (5-digit or ZIP+4) and Canadian (A1A 1A1) formats. | | **Country** | Yes | Currently supports United States and Canada. |
5. After filling in the customer details, click "Continue" to create the customer record. ## Adding Users to a Customer After the customer is created, you can add users who will be able to access and pay invoices associated with the company profile. Adding at least one user is required to complete the setup. 1. On the user screen, enter the user's name and email address. 2. Click "Create Customer" to finalize.
If there are multiple team members that require access to a company's invoices, add those team members as users. Each user receives their own login credentials and can view and pay invoices for the company. You can also add more users later from the Customer Details page after the customer has been created. ## What Happens Next Once a customer is created, the following capabilities become available: * **Invoicing** -- You can immediately create and send invoices to the customer. * **Automation** -- The customer is eligible for automated email reminders and payment notifications. * **Portal Access** -- Users added to the customer profile can log in to the customer portal to view invoices and make payments. * **Tags** -- You can apply tags to the customer for filtering and organization across your dashboard. * **Payment Methods** -- Users can add payment methods (credit card, debit card, or bank account) through the portal, or you can add them from the partner dashboard. **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)!
# Editing Customers **View and manage all aspects of a customer's account from the Customer Details page in your Alternative Payments partner dashboard.** *** ## Navigating to Customer Details 1. Log in to your Alternative Payments partner dashboard: [app.alternativepayments.io](https://app.alternativepayments.io/) 2. Go to "Account Receivable > Customers" and select ["All customers"](https://app.alternativepayments.io/dashboard/customers) from your side menu. 3. Select the ellipses beside the customer you wish to edit and click "Edit customer."
{% hint style="info" %} ***Note:*** *If your customer's company info syncs in from your primary integration, then this information should be managed from there. Fields controlled by an integration sync may be locked and not editable in the dashboard.* {% endhint %} ## Customer Details View The Customer Details page is organized into several tabs, each giving you access to different aspects of the customer's account.
### Profile Tab The Profile tab contains the customer's core information and configuration settings. **Editable Company Fields:** * Company name, legal name, and EIN * Address, city, state/province, ZIP/postal code, and country * Tags for filtering and organization **Fee Rules:** * View and configure fee rules applied to this customer. Fee rules determine how credit card processing fees are handled (passed to customer, absorbed by partner, or exceptions for specific payment types). * Fee rules set at the customer level override your account-level defaults. **Auto-Pay Settings:** * View whether Auto-Pay is enabled for this customer. * When Auto-Pay is active, invoices are automatically charged to the customer's default payment method on the due date. * Auto-Pay requires the customer to have at least one payment method on file with a default selected. **Users:** * View, add, and remove users associated with this customer. * Each user has their own login credentials and can access the customer portal to view invoices and make payments. **Payment Methods:** * View all payment methods on file for this customer (credit cards, debit cards, and bank accounts). * Add new payment methods or archive existing ones. * Set a default payment method for Auto-Pay and recurring charges. ### Payments Tab View the complete payment history for this customer, including: * Payment date, amount, and status (successful, failed, pending, refunded) * Payment method used for each transaction * Associated invoice reference ### Invoices Tab View all invoices associated with this customer, including: * Invoice number, amount, and status (draft, sent, paid, overdue, void) * Due date and payment date * Quick access to send reminders or view invoice details ### Email Activity Tab View the history of all email notifications sent to this customer, including: * Invoice notifications and payment reminders * Delivery status (sent, delivered, opened, bounced) * Timestamps for each email event ### Insights Tab View analytics and trends for this customer, including: * Payment behavior patterns and average days to pay * Invoice volume and payment history over time ## Impersonate Customer The **Impersonate Customer** button allows you to view the customer portal exactly as your customer sees it. This is useful for troubleshooting issues, walking a customer through the payment process, or verifying that invoices and payment methods appear correctly from their perspective. **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Approving Customers **Here's everything you need to know to approve any pending customers looking to access their Customer Dashboard to make invoice payments.** {% hint style="info" %} **Permissions:** Only users with Admin or Sub-Admin roles can approve or deny customer access requests. {% endhint %} *** Customers who use your billing link but whose email aren't in the system will appear under the Requesting Access section of your Alternative Payments Partner Dashboard . An email will be sent to the customer notifying them that they are awaiting approval and an email will also be sent to you informing you of the pending approval. #### **Follow these steps to approve this customer and set them up with the correct account:** 1. Log into your [Alternative Payments Partner Dashboard](https://app.alternativepayments.io/) 2. In the left-hand navigation bar, click Customers. 3. Click on [Requesting access](https://app.alternativepayments.io/dashboard/requesting-access). 4. Next to the customer, click on either 'Add to customer' to associate to an existing company profile or 'New customer' to add them as a new customer. You can also choose to delete the request by clicking on the trash icon. 5. A new window will pop up asking you to confirm this. Click confirm. **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Create Customer Tags **Customer tags let you categorize and segment customers for easier filtering, searching, and management. This guide covers creating, editing, deleting, and using tags.** *** {% hint style="info" %} Customers can have multiple tags assigned and you can add or update their tags at any time. {% endhint %} ## Creating a Tag 1. Log into your Alternative Payments [Partner Dashboard](https://app.alternativepayments.io/) 2. In the left sidebar, go to **Customers** > [**Tag management**](https://app.alternativepayments.io/dashboard/customers/tags) 3. Select **Create new tag**
4. Enter the **Tag name** (required) and **Description** (optional) 5. Select a **Tag color** (required) -- every tag must have a color assigned 6. Select the customers you want to apply the tag to, and click **Create tag**
{% hint style="info" %} **Prefer to ask Alti?** You can also ask Alti in chat to create a tag, apply it to one or more customers, or rename and delete tags. Alti asks you to confirm before it makes each change. See [Taking actions with Alti](/alti/alti/taking-actions-with-alti). {% endhint %} *** ## Editing a Tag 1. In the left sidebar, go to **Customers** > [**Tag management**](https://app.alternativepayments.io/dashboard/customers/tags) 2. Find the tag you want to edit and click on it 3. Update the tag name, description, or color as needed 4. Add or remove customers from the tag 5. Save your changes *** ## Deleting a Tag 1. In the left sidebar, go to **Customers** > [**Tag management**](https://app.alternativepayments.io/dashboard/customers/tags) 2. Find the tag you want to delete and select the delete option 3. Confirm the deletion When you delete a tag, it is automatically removed from all customers that had it assigned. This action cannot be undone. *** ## Using Tags ### Filtering Customers Once tags are created and assigned, you can use them to filter your customer list. In the [**Customers**](https://app.alternativepayments.io/dashboard/customers) view, use the tag filter to show only customers with a specific tag. This is useful for quickly viewing a segment of your customer base. ### Auto-Pay Targeting Tags can be used to target specific groups of customers for Auto-Pay enrollment. Instead of setting up Auto-Pay customer by customer, you can apply it to all customers with a given tag. {% hint style="info" %} See the [**Setting up Auto-Pay**](https://help.alternativepayments.io/automations/setting-up-auto-pay/setting-up-auto-pay) section for more information on using customer tags for Auto-Pay. {% endhint %} *** ## Rules and Constraints * **Tag names must be unique** -- you cannot create two tags with the same name * **Name and color are mandatory** -- a tag cannot be created without both a name and a color * **Description is optional** -- add a description to help your team understand what the tag is for * **Tags apply to active customers only** -- tags can only be assigned to customers currently in your dashboard * **Deleting a tag removes it everywhere** -- if you delete a tag, it is stripped from every customer that had it *** **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Customer Impersonation **The Customer Impersonation feature lets you view the customer portal exactly as your customer sees it. It’s a helpful way to check their experience and guide them through questions or issues more easily.** *** **Steps:** 1. Log in to your [**Partner Dashboard**](https://app.alternativepayments.io/). 2. Go to **Account Receivable >** **Customers** > [**All Customers**](https://app.alternativepayments.io/dashboard/customers). 3. Search for and select the customer you want to view. 4. Next to the customer name, click **Impersonate Customer**.
The impersonation session opens in a new browser tab showing a read-only view of the customer’s portal.
{% hint style="info" %} **Tip:** This gives you view-only access to the account. It’s a great way to see what the customer sees, troubleshoot issues, and provide clear guidance. {% endhint %} ### Ending an impersonation session To exit impersonation, simply close the tab. You will remain logged in to your Partner Dashboard in the original tab. **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Payments and Payouts
How customers can make invoice payments
How to share your billing link with customers
Payment and Payout Report Downloads
ACH Chargebacks
Reducing Chargebacks
Payout Transaction IDs
Reversed-After-Success Payments
# How customers can make invoice payments Your customers can pay outstanding invoices through the Alternative Payments customer payment portal. There are several ways to direct customers to their portal using your [billing link](/getting-started/account-set-up-and-configuration/custom-billing-links): 1. **Send invoices through Alternative Payments** -- invoices include a direct link to the payment portal 2. **Add your billing link to your invoices** -- embed the link in your accounting software's invoice memo field 3. **Add a Pay button to your website** -- give customers a self-service way to pay at any time *** ## Available payment methods Customers can pay using any of the following methods that you have enabled: * **ACH bank payment** (United States) * **Pre-Authorized Debit (PAD)** (Canada) * **EFT bank payment** (Canada) * **Credit or debit card** * [**Pay in Installments**](/payments-and-invoicing/bnpl-pay-in-installments/pay-in-installments-benefits) -- a financing option that lets customers split their invoice into scheduled payments over 30 to 150 day terms Customers can also make **partial payments** on an invoice if they are unable to pay the full balance at once. The remaining balance will continue to appear as outstanding until the invoice is paid in full. *** ## Customer payment flow Once your customer clicks the billing link and accesses the payment portal, they will complete the following steps: 1. Enter their email address 2. Verify their identity with a one-time code sent to their email 3. Input basic business information (first-time customers only) 4. View their outstanding invoices 5. Select the invoices they wish to pay (or enter a partial payment amount) 6. Choose their preferred payment method: ACH, PAD, EFT, credit/debit card, or Pay in Installments 7. Enter bank details manually, or enter credit/debit card information 8. Review and confirm payment *** ## Pay in Installments The [Pay in Installments](/payments-and-invoicing/bnpl-pay-in-installments/pay-in-installments-benefits) option allows customers to spread their invoice payments over time with terms ranging from 30 to 150 days. When a customer selects this option, they will see available installment plans and can choose the schedule that works best for them. Payments are then collected automatically according to the agreed schedule. *** ## Payment reconciliation When you have connected an [accounting integration](/integrations/accounting-integration-guides) (such as QuickBooks Online or Xero), customer payments are automatically reconciled and marked as paid in both your accounting software and your Alternative Payments dashboard. {% hint style="info" %} **Note:** Auto-reconciliation requires an active accounting integration. If you are not using an integration, payments will still appear in your Alternative Payments dashboard, but you will need to manually reconcile them in your accounting software. {% endhint %} **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Making a partial invoice payment Learn how customers can make partial invoice payments for enhanced flexibility. Here’s a step-by-step guide on making partial invoice payments through your customer dashboard. 1. **Select the invoice you want to pay**\ \ Log in to your payment portal and select the invoice you want to pay or click the payment link in your invoice email.
2. **Edit your payment amount**\ \ Click the pencil icon beside the invoice amount due.
3. **Enter the partial payment amount**\ \ Enter the amount that you would like to pay and confirm amount.
4. **Proceed to make a partial payment**\ \ Click on pay partial amount and follow the prompts on the screen to complete your payment.
That's it, you're all set to make a partial invoice payment! 🎉 {% hint style="info" %} **Remaining balance:** After a partial payment is processed, the remaining balance will continue to appear on the invoice until paid in full. {% endhint %} **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Scheduling Invoice Payments **Scheduling payments in Alternative Payments is a convenient way for your customer to make a payment on a specified date** \*\*\* {% hint style="info" %} **Tip:** Payments won’t run unless there’s a valid payment method on file. Double-check that one has been added to the customer’s account. {% endhint %} **Steps:** 1. From your Alternative Payments Dashboard, go to [**Invoices**](https://app.alternativepayments.io/dashboard/invoices) 2. Click `...` next to the invoice you would like to schedule, and select **Charge**
3. Click **Charge on future date** and **select a date** to schedule when the payment should be processed
4. Click **Charge invoice** That's it, the payment will be processed on the selected date! 🎉 {% hint style="info" %} **Date constraints:** The scheduled date must be a future date. {% endhint %} {% hint style="info" %} **Cancellation:** To cancel a scheduled payment before it processes, navigate to the invoice, click `...`, and select **Cancel scheduled payment**. {% endhint %} **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # How to share your billing link with customers **Our best practices for sharing your billing link with customers.** *** Below are the 3 most common ways to incorporate your billing link into your existing invoice process.
Option 1: Send through Alternative (Recommended) Create your invoice in the Alternative platform and [create automatic email reminders](/automations/email-notifications-and-reminders/automatic-email-notifications). They will receive an email letting them know they have a new invoice waiting for them based on the criteria set. Our recommendation is to set reminders before the due date, on the due date, and after the due date. If you have a PSA or accounting software integration, we import the itemized invoices so you can easily send automatic email reminders through Alternative for a seamless experience. Currently supported integrations: * ConnectWise * QuickBooks Online * QuickBooks Desktop * Xero * HaloPSA * Autotask * SuperOps * FreshBooks * Sage Intacct * NetSuite * Zoho Books * Microsoft Dynamics 365 Business Central
Option 2: Add your billing link to existing process Add your billing link to the memo field of your invoice and the email template you use to send the invoices (don't forget to add it to your reminder email!). Remember to remove or disable existing payment options to ensure they're using your billing link for payments.
Option 3: Add it to your website Pay button Give your customers easy access to their billing link by adding it to the Pay button on your website to ensure they can make payments quickly & efficiently.
**Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Payment and Payout Report Downloads **Whether you're looking to manage transactions or track payouts, this feature ensures you have all the information you need at your fingertips from your Alternative Payments dashboard.** *** Get your financial information easier than ever by downloading transaction reporting straight from your dashboard. This guide will walk you through the process of downloading your payment and payout reports from your dashboard, where you can easily export your data, receive a confirmation email with a download link, and access your reports within minutes. *** ### **How to Download Your Payments Report** In your dashboard, go to the [Transactions](https://app.alternativepayments.io/dashboard/all-transactions) section and click on the ['Payments'](https://app.alternativepayments.io/dashboard/all-transactions?pageTab=Payments) tab.\ Select the 'Export all (.CSV)' option to download your payment data. ![](https://lh7-us.googleusercontent.com/docsz/AD_4nXfjOgSfG4gKgm3dIidtmAY4rFe-gT-x-LWrU7L63NOx0eY4IYKuROT15g2qQS80IhpEEvDB4HwfL5SjXxeS5kb_X1a28HdF4uT6j974GhEKCJzxg_twOH2vwj3oEjOt_2DH3HuaDeG30Fka9ohQRQgT8Y7O?key=TslkJi9SBmuo_g9AAj965Q) You’ll receive a confirmation message indicating that an email with a download link for the report will arrive within the next 10 minutes. ![](https://lh7-us.googleusercontent.com/docsz/AD_4nXeUNvgz1t1JGBEs4-iVJ-uSusTH1M5R32rnEKMkFVI5JcZnLolgfqpkknlt-SLdcQmk6dJ7br8PM3QzSwIjX7G6wB2eOHghcqLP_F0qU-ORbqfV9VX72NB15QYMNNam8Gleil2W5-S08ou3pWrBFjHB5nTA?key=TslkJi9SBmuo_g9AAj965Q) Once you receive the email, click on ‘View Your Report’ to download the file to your browser. ![](https://lh7-us.googleusercontent.com/docsz/AD_4nXfaJrWtHDM5p7_bWsIVrxiKFH4qmYB8B5sCGZoSYxaSbC5onWbYQVM81TIjUxvp1i5ZFkjYGSBWud-5v4xoLi2PHd97exH9aRhyaQTGUCZqLit0ka45UIzu66me8xG69y4bQ0ocMzt6RffMqWL9lQHX4bCu?key=TslkJi9SBmuo_g9AAj965Q) {% hint style="info" %} Payment reports include transactions in **Paid**, **Refunded**, and **Failed** statuses. Transactions still in **Processing** status are excluded. {% endhint %} *** ### **How to Download Your Payouts Report** To get your payout report, navigate to the [‘Payouts’](https://app.alternativepayments.io/dashboard/all-transactions?pageTab=Payouts) section and follow the same instructions. ![](https://lh7-us.googleusercontent.com/docsz/AD_4nXf6SgXYx_fKVPFljfckcFK7jAVwmxBv9YtK7JK4fY0IXO8eEkdDSjwIGIOaKQ90ZOnQkOM4nvX81bU0gE4ljomFnvSLxiSzZOaF4q7jxPKGGiYinDXwTncTvJJVCy1YvHKitYGYxFU1fHs9ZeoFGnoLb6Wk?key=TslkJi9SBmuo_g9AAj965Q) {% hint style="info" %} Payout reports include completed payouts only. Payouts still in **Processing** or **Pending** status are excluded. {% endhint %} You’re all set!
**Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # ACH Chargebacks An ACH chargeback, or ACH return, is a dispute resolution mechanism used by financial institutions that allows an account holder to request a refund for a transaction made via ACH. Financial institutions will also leverage chargebacks when an error arises with a transaction and it cannot be processed appropriately. As a result, ACH chargebacks typically fall under one of two categories: 1. Transactions rejected by your customer’s bank, and 2. Transactions disputed by your customer *** ### **Transactions rejected by your customer’s bank** Transactions rejected by your customer’s bank typically stem from errors or issues with the transaction. The most common causes are: 1. The customer has insufficient funds in their bank account (return code R01) 2. The bank account information is incorrect (return code R03) 3. The customer has not approved ACH debits from their bank account (return code R29) These chargebacks typically occur within 48 hours of the transaction and will cause the transaction to move from Processing to Failed in your admin dashboard. As a result, you will not receive a payout until the customer makes a payment that clears successfully. This is the most common type of chargeback that occurs on our platform. *** ### **Transactions disputed by your customer** Customer-initiated disputes will also lead to chargebacks, and can sometimes occur up to 60 days after the transaction date, depending on the type of ACH and bank policy. The most common reasons a customer will dispute an ACH transaction are: 1. The transaction was unauthorized 2. There was an error, such as a duplicate transaction or incorrect amount 3. Non-receipt of goods or services To reduce the risk of this type of chargeback, it is important to clearly communicate the payment process to your customers, as well as the refund and cancellation policies. Offering timely and responsive customer support to address any billing questions is also essential. Your Alternative Payments customer success rep is always available to help address any customer inquiries about a payment. *** ### Chargeback and Dispute Fees While chargebacks are rare, they can come with fees. Here’s what to expect: * **ACH Chargebacks** * Standard ACH chargebacks: $15 per return\ (e.g. insufficient funds, account closed) * Unauthorized ACH chargebacks: $25 per return\ (e.g. customer claims they didn’t authorize the payment)

Note: ACH chargebacks occur on fewer than 1% of all transactions.

If you also accept card payments through Alternative Payments: * **Credit card disputes**: $25 per dispute (these occur on fewer than 0.2% of transactions) * **Credit card transaction fee**: $0.30 per transaction (can be passed on to your customers) * **Debit card fees**: These cannot be passed through and must be absorbed by your business\ (debit card volume is under 1.5%) **Learn how to prevent and handle chargebacks:** [**Reducing Chargebacks**](https://help.alternativepayments.io/payments-and-invoicing/payments-and-payouts/reducing-chargebacks) **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Reducing Chargebacks ### Best Practices to Prevent Chargebacks When customers are charged automatically with our auto-charge or auto-pay features, and do not manually pay the invoice themselves, there is an increased risk of bank-initiated and customer-initiated chargebacks occurring. In order to mitigate ACH chargebacks when utilizing auto-charge and auto-pay, we have outlined our recommended guidelines. 1. Do not attempt to re-charge a customer after a failed ACH transaction. First, notify your customer to confirm that their bank account information is correct and that they have sufficient funds in the account. 2. Ensure you are charging your customer’s preferred payment method, and they have denoted this in their dashboard accordingly. 3. Confirm customers are aware they are being auto-charged or set up on auto-pay 4. Clearly communicate your refund policies to customers, and make it easy for them to request a refund if they are unhappy with their purchase If ACH chargebacks persist with any given customer, our team will help you develop a strategy for capturing payment without any issues. *** ### Reducing Fees from Chargebacks and Disputes If a chargeback occurs, prompt action can help resolve it and avoid future disputes. Here’s how to handle them and prevent repeated issues. * **Standard ACH Chargebacks ($15 fee):** If a chargeback occurs, contact your customer to ensure the payment is successful upon retry. * **Unauthorized ACH Chargebacks ($25 fee):** Ask your customers to whitelist Originator ID **8263863381** before initiating a payment. * **Credit Card Disputes ($25 fee):** Make sure your company name is clear on statements and invoices are detailed. * **Credit Card Transaction Fees (2.9% + $0.30):** Pass them through to your customers. * **Debit Card Fees:** Encourage ACH payments when possible. *** ### Related Articles * [ACH Chargebacks](/payments-and-invoicing/payments-and-payouts/ach-chargebacks) * [Credit Card Disputes Best Practices](/payments-and-invoicing/payments-and-payouts/credit-card-disputes-best-practices) * [Dispute Evidence Submission Requirements](/payments-and-invoicing/payments-and-payouts/dispute-evidence-submission-requirements) **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Credit Card Disputes Best Practices **Best practices for submitting evidence and responding to credit card disputes effectively.** *** ### Responding to Disputes To respond to disputes effectively and increase your chances of winning a case, you should directly address the specific reason for the dispute. Each dispute has a reason code associated with it, which tells you the specific grounds for the dispute. Below are the most common dispute reasons: 1. **“Fraudulent”** - The customer claims they didn't authorize the payment, or the issuer has picked up on the transaction in their fraud reporting. Customers can also simply forget about purchases they've made. 2. **“Unrecognized”** - The customer does not recognize the transaction on their bank statement. This usually happens because they can’t remember making the purchase, or they don't recognize your billing descriptor. 3. **“Canceled recurring payment”** - The customer claims that you’ve continued to charge them for a canceled subscription or other recurring payment.
When responding to disputes, *communicate with the customer* and make sure the evidence you provide is *addressing the specific reason* for the dispute if you challenge a dispute. *** ### Contacting the Customer When a dispute occurs, it's a good idea to contact the customer and discuss the issue before you accept or challenge it. Sometimes, they simply didn’t recognize a legitimate transaction when they looked through their bank statement. Contacting the customer will help you decide how to respond to the case, and what sort of evidence you might need to defend it successfully. *** ### Submitting Evidence If you plan to refute the dispute, you must submit evidence against the dispute. {% hint style="warning" %} Only submit evidence that satisfies the defense criteria for the specific dispute reason – less is more. {% endhint %} **Below is a list of the evidence categories. Please note that accepted formats are PDF (max 2 MB), JPG (max 10 MB), and TIFF (max 10 MB), and only one file can be submitted for each evidence category. Keep in mind you cannot submit audio or video files, links to third-party websites (a screenshot may be submitted if relevant) or file downloads.** Providing legible, succinct, and relevant evidence makes it easier for the issuer and/or card scheme to assess the situation among thousands of other cases, and increases your chances of winning the dispute. \\ \ If you have any questions or require further clarification regarding the requested documentation or the dispute itself, please do not hesitate to reach out. We value our partnership and appreciate your attention to this matter.
| Evidence Category | Evidence Description | | ------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | Customer Communication | Communication with the customer regarding the dispute, such as a call transcript or email with the customer. | | Invoice showing distinct | | |


transactions

| Itemized invoice for the goods or service. | | Transaction receipt | Receipt for the goods or service. You can download this from your Alternative Payments Portal. | | Refund / Cancellation Policy | Internal Guidelines and procedures related to refunds or cancellations that have been shared with the customer. Confirmation that the customer has seen these policies is important. | | Recurring Transaction Agreement | If relevant, a recurring transaction agreement / contract that has been executed | | Proof of delivery or service | Evidence that the customer received the goods or service | **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Dispute Evidence Submission Requirements ## Defense Requirements Learn which documents to provide to defend different types of disputes. The requirements for defending against disputes vary depending on the reason for the dispute. For all types of dispute, you must provide documents with details of transactions to help you build a strong case to challenge the dispute. > **Note:** Meeting the defense requirements does not guarantee that you will win. *** ### General Requirements When you defend a dispute, you have to upload one or more defense documents. The number of required defense documents differs per dispute type. Make sure that your defense documents do not contain sensitive data. The Merchant Acquirer will refuse defense material that contains data such as copies of passports, social security numbers, tax records, unrelated legal documents, Primary Account Numbers (PAN), and sensitive authentication data. **Accepted file formats:** | Format | Max File Size | | ------ | ------------- | | JPG | 10 MB | | TIFF | 10 MB | | PDF | 2 MB | **Additional restrictions:** * Diners and Discover: maximum file size is 3 MB * Mastercard: maximum 19 pages per chargeback defense document *** ### Fraud – Card Absent Transaction The cardholder claims that they did not authorize or participate in the transaction. You should demonstrate that the cardholder did legitimately purchase the service or merchandise. {% hint style="warning" %} Without 3D Secure liability shift, it is difficult to challenge the dispute. Defense documents should only be supplied if all requirements have been met. {% endhint %} #### Merchandise * Copy of invoice * Email conversation with cardholder * Carrier-signed proof of delivery, and AVS match * Record of previous non-disputed payments * Courier's GPS location proving delivery of the product #### Digital Goods * Confirmation email * Description of the digital goods and the date and time they were purchased and downloaded * Record of previous non-disputed payments * Evidence that the cardholder has accessed and successfully verified the profile or account before the transaction date * Cardholder's IP address and the geographical location of the device at the time of the transaction * Device ID and, if available, the name of the device * Cardholder's name and email address linked to customer profile or account #### Services * Documentation proving you provided the service to the cardholder (confirmation email, copy of invoice) * Date the cardholder began use of the service * Evidence that the cardholder used the service before * Record of previous non-disputed payments *** ### Fraud – Card Present Transaction The cardholder claims that they did not authorize or participate in the transaction in a card-present environment. #### Merchandise / Digital Goods / Services * Copy of a (signed) transaction receipt *** ### Duplicate Processing / Paid by Other Means The cardholder claims that a single transaction was processed more than once. #### Merchandise / Digital Goods / Services * Copy of invoice of two separate orders * Documentation to prove that no other form of payment was used *** ### Services Not Provided / Merchandise Not Received The cardholder claims that merchandise or services that they ordered were not received or not received on time. #### Merchandise * Description of the goods * Carrier-signed proof of delivery, and AVS match * Communication where the cardholder confirms possession of the goods * Explanation why shipment was delayed #### Digital Goods * Confirmation email * Description of the digital goods and the date and time they were purchased and downloaded * Record of previous non-disputed payments #### Services * Confirmation email * Proof that the cardholder received the service at the agreed date and time * Communication with the cardholder after the payment *** ### Canceled Merchandise / Services The cardholder's bank received a notice from the cardholder stating that they returned merchandise or canceled services, but the credit has not appeared on the cardholder's statement. #### Merchandise / Digital Goods * Copy of invoice / confirmation email * Proof that the cardholder received your cancellation or return policy and did not cancel according to the disclosed policy * Proof that the cardholder initially received the merchandise, and did not return the merchandise * Proof that the cardholder has not contacted you to solve the issue #### Services * Copy of invoice / confirmation email * Demonstrate that the cardholder received your cancellation or return policy and did not cancel according to the disclosed policy * Proof that the cardholder has not contacted you to cancel the service *** ### Canceled Recurring Transaction A recurring transaction was processed after it was canceled or after the cardholder's account was closed. #### Merchandise * Demonstrate that the cardholder received your cancellation or return policy and did not cancel according to the disclosed policy * Proof that the cardholder did not return the merchandise * Proof that notice of upcoming billing was sent to the cardholder 10 days before the transaction #### Digital Goods * Demonstrate that the cardholder received your cancellation or return policy and did not cancel according to the disclosed policy * Proof that notice of upcoming billing was sent to the cardholder 10 days before the transaction #### Services * Proof that the services were used between the billing date and the cancellation date * The cardholder requested cancellation for a different date and services were provided until this date * Proof that the cardholder is still interested in the service *** ### Goods Not as Described / Defective The cardholder claims the goods were not as described or disputes the quality of the merchandise or services. #### Merchandise * Proof that the cardholder has not contacted you to solve the issue or returned the merchandise * Evidence to prove that the merchandise was as described or was not damaged or defective * If the merchandise was replaced/repaired, provide a Carrier-signed proof of delivery * Email communication with the cardholder #### Digital Goods * Proof that the cardholder has not contacted you to solve the issue * Evidence to prove that the merchandise was as described or was not damaged or defective #### Services * Proof that the cardholder has not contacted you to solve the issue * Evidence to prove that the service was as described *** ### Counterfeit Merchandise The merchandise was identified as counterfeit by the customer or a third party, such as a customs agency. #### Merchandise / Digital Goods / Services * Copy of invoice * Neutral third-party opinion * Certificate of authenticity *** ### Misrepresentation of the Purchased Good and/or Service The cardholder claims that the terms of sale (Terms and Conditions) were misrepresented. #### Merchandise / Digital Goods / Services * Proof that your Terms and Conditions were clearly communicated before the transaction was processed * Proof that the cardholder acknowledged your Terms and Conditions (for example, a screenshot of the checkout page showing that the cardholder accepted the Terms and Conditions by selecting a checkbox before proceeding to payment) *** ### Credit Not Processed The cardholder claims that you agreed to issue a refund but it was not processed, or that you didn't process a credit when the cardholder canceled or returned merchandise, canceled services, or canceled a guaranteed reservation. #### Merchandise / Digital Goods / Services * Evidence that a credit or reversal that you issued was not addressed by the issuer * Evidence that the cardholder did not return nor attempted to return the merchandise * Evidence that the cardholder's return does not comply with your written policies *** ### Mastercard 4853 – Cardholder Dispute The Mastercard dispute reason code 4853 is raised when a cardholder contacts their issuer claiming one of the following reasons applies: * Services not provided / Merchandise not received * Canceled recurring transaction * Goods not as described / Defective * Counterfeit merchandise * Credit not processed * Addendum dispute or "no-show" hotel charge was billed * Purchase transaction did not complete * Credit posted as a purchase Because Mastercard aggregates these eight dispute reasons into a single reason code, no additional information about the underlying reason is available when a 4853 dispute is raised. We recommend identifying which dispute reason(s) might be applicable and providing as much proof as possible to ensure the defense is valid. For the first five reasons listed above, refer to the corresponding sections on this page. # Payout Transaction IDs **Learn how to easily locate and use transaction IDs in your Alternative Payments dashboard to simplify your reconciliation process.** *** Now, you can view a transaction ID associated with each of your payouts. This ID simplifies the reconciliation process and provides a clear reference for each payout batch in your Alternative Payments dashboard and your bank statements. Follow the steps below to locate the transaction ID: ### **Accessing the Transaction IDs in Your Alternative Payments Dashboard** 1. **Log in to Your Account**: Visit[ Alternative Payments](https://app.alternativepayments.io/) and log in with your credentials. 2. On the left-hand side menu, click on **Accounts Receivable**. 3. Select [**Transactions**](https://app.alternativepayments.io/dashboard/all-transactions) from the dropdown menu. In the Transactions section, ensure you are on the [**Payouts**](https://app.alternativepayments.io/dashboard/all-transactions?pageTab=Payouts) tab. 4. **Locate the Transaction ID**: * Each row in the transactions list represents a payout batch. * Find the column labeled **Transaction ID** to see the unique ID for each payout. ![](https://lh7-rt.googleusercontent.com/docsz/AD_4nXcMfa3vBmpP2DUuZxIChfq8wDu6ZWHYMj_oNtBlrjk_NWzM1b5rKmpAwoVNi3pDcURhzGk_L2R0aqc7iXtSXfy00ljiq5rLjhoWA9uNaYV-W6HSDEA4nf7WKIMObFNTZj2-NIJ6ZUBp5_pSWAyUYIrb3Mto?key=Jbws5i40D37IJ0eWn00KTQ) *** ### **Accessing the Transaction IDs in Payout Reports** The transaction ID is also included in your payout reports, which can be accessed and exported for your records: **To export the Payout Report**: * Click the **Export (.CSV)** button on the top-right corner of the Transactions page to download a comprehensive report. * The downloaded report will include all transaction IDs, ensuring seamless reconciliation. ![](https://lh7-rt.googleusercontent.com/docsz/AD_4nXecc2o0AUHJa4ieOqyFmnYLxMrvtyAvb0aQQ0_ypgh8A5wXYHUOryUeDj0rG63cFa5edQsoW47qF3nUwWPjs22NugYQ56WDz7It7kDvf_UhJO_PloT0RfFGjtvsDjsV6WMziaA8aciP2DI4UfSqQ_NbBMAw?key=Jbws5i40D37IJ0eWn00KTQ) That’s it! Transaction IDs are available in your Alternative Payments dashboard, in the payout report and in your bank statements. This ensures that all payouts can be easily tracked and matched with your financial records, simplifying the reconciliation process. If you have any questions or need further assistance, please contact our support team at **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Refund Management **Everything you need to know about issuing a refund to your customers.** *** You can issue full refunds in your partner dashboard. Below, we’ve outlined the steps to initiate a full refund, and key details on how refunds are processed. Please note that **all refunds take 3 - 5 business days to process.** Credit card fees for refunded transactions are the responsibility of the partner, and will be added to the refund amount. You can reach out to with any questions. *** ### **Self-Service Refund Process** 1. **Log into your Alternative Payments** [**Partner Dashboard**](https://app.alternativepayments.io/) 2. **Navigate to Account Receivable** From the sidebar, go to **Account Receivable**, select [**Invoices**](https://app.alternativepayments.io/dashboard/invoices), and click the invoice number you'd like to refund.
3. **Navigate to Payment Details** From the **Activity** section of the invoice page, click the arrow next to the amount paid. This will take you to the **Payment Details** page.
4. **Refund Payment** Select **Refund Payment** from Payment details, and select a reason for the refund from the dropdown, then click **Next**
5. **Review your refund** Review the refund details, and click **Apply refund t**o refund the full invoice
*** ### Refund Eligibility Rules * **Paid status only** -- Refunds can only be issued on invoices with a "Paid" status. * **Full refunds only** -- Only full refunds are supported. Partial refunds are not available at this time. * **Same currency** -- The refund must be issued in the same currency as the original payment. * **Settlement required** -- The original payment must have been fully settled before a refund can be processed. *** ### Refund Limits All partners will start with a refund limit of $10,000 (this is a limit for risk and compliance). We are able to increase the limit. {% hint style="warning" %} ***Note:** credit card fees for refunds are incurred by the partner, and will be added to the refund amount if applicable.* {% endhint %} **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # How Canadian Bank Holidays Affect Your Payout Timelines Canadian bank holidays can affect your payout timelines, even if you initiate a payment on a regular business day. Here's what you need to know to plan ahead. *** When banks in Canada are closed for a holiday, payout processing pauses until the next business day. This means your funds might arrive later than usual -- especially if your payout is scheduled near a holiday or over a long weekend. \ **Example** If your payout is expected to be deposited on Monday but Monday is Thanksgiving Day (a Canadian bank holiday), it will instead be deposited on the next business day (Tuesday), unless that day is also a bank-observed holiday. You can always view your estimated payout timelines by visiting your [Payouts page](https://app.alternativepayments.io/dashboard/all-transactions?pageTab=Payouts) in your Alternative Payments dashboard. {% hint style="warning" %} **Note:** Standard processing timelines for credit cards and bank payments (EFTs) are 3 business days.\ \ If you have opted in to accelerated payouts, your standard payout time may be the next day or 2 business days. {% endhint %} *** ## **Bank Holidays in Canada (2026)** | Holiday | Date | Observed in | | ----------------------------------------- | ----------------------- | --------------------------------------- | | New Year's Day | Thursday, January 1 | All provinces & territories | | Good Friday | Friday, April 3 | All provinces & territories | | Victoria Day | Monday, May 18 | All provinces & territories (except QC) | | Canada Day | Wednesday, July 1 | All provinces & territories | | Labour Day | Monday, September 7 | All provinces & territories | | National Day for Truth and Reconciliation | Wednesday, September 30 | Federal & some provinces | | Thanksgiving Day | Monday, October 12 | All provinces except NB, NS, NL, PE | | Remembrance Day | Wednesday, November 11 | Federal & most provinces | | Christmas Day | Friday, December 25 | All provinces & territories | | Boxing Day | Saturday, December 26 | Federal & ON, NB, NL | *** ## What should you expect? * Payments initiated just before or on a holiday may be delayed by 1 business day * Auto-pay and recurring payment rules will still trigger as scheduled, but the actual fund transfer won't be completed until banks reopen {% hint style="warning" %} **Note:** If a holiday falls on a weekend, banks may observe the holiday on the closest weekday. {% endhint %} *** ## Best practices * Schedule critical payouts in advance of bank holidays * Use our payout tracking tools to monitor payment status * Communicate with your clients or vendors if you anticipate any delays due to a holiday If you have specific questions or need help adjusting your payout schedule, reach out to our support team. **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Form 1099-K: Frequently Asked Questions If you accept online payments through card processors or third-party platforms like Alternative Payments, you may receive a Form 1099-K each year. This IRS tax form is how payment networks report the money you received for tax compliance and transparency. *** ## What Is a 1099-K? **Form 1099-K** (Payment Card and Third Party Network Transactions) is an **IRS** information return used to report payments received from payment cards (like Visa or Mastercard) and third-party settlement organizations (like payment processors and marketplaces). If you receive payments from customers via credit card, debit card, or through a third-party processor, the payment processor may issue a **1099-K** showing the total amount of those transactions for the year. ## Who Receives a 1099-K? Payment processors issue a 1099-K when your payment volume meets the IRS reporting threshold for that tax year. Under current IRS guidance, third-party settlement organizations are generally required to file Form 1099-K when reportable payment transactions exceed **$20,000** and **200 transactions** for the tax year. Threshold rules have changed in recent years and can change again — always confirm the current requirement with the [IRS Form 1099-K FAQs](https://www.irs.gov/newsroom/form-1099-k-faqs) or your tax advisor. You may still receive a 1099-K below the federal filing threshold in some cases, and processors may send forms even when not strictly required. {% hint style="info" %} Regardless of whether you receive a 1099-K, you are responsible for reporting all income on your tax return. {% endhint %} ## What Does the 1099-K Report? A 1099-K shows the gross amount of payments processed for goods and services over the year. This amount does not account for processor fees, refunds, chargebacks, or other adjustments. That's why the 1099-K total may be higher than your actual net income. ## Why It Matters Receiving a 1099-K doesn't necessarily mean you owe more taxes. What matters is that you accurately report your total income and expenses. A 1099-K helps both taxpayers and the IRS cross-check income reporting and ensure compliance. {% hint style="info" icon="calculator" %} **For questions about how to report income on your tax return, consult a tax professional.** {% endhint %} **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # One-Time Payments (Payment Requests) Your guide to accepting one-time payments with guest checkout and login options available. ### Overview **One Time Payments is currently available for US-based partners only.** With One-Time Payments, you can generate an instant payment link for a specific amount. No invoice required, no customer login needed, and no AP portal user relationship involved. You simply send the link to your client, they pay, and that is it. Think of it as a virtual terminal for those out-of-scope or one-off transactions. This keeps your standard billing workflow clean and separate from these edge cases. One-Time Payments are commonly used for quotes, deposits, ad-hoc charges, or any situation where you need to collect a payment without creating an invoice. *** ### When to use One-Time Payments You may want to use One-Time Payments when: * You need to collect payment for a quote or proposal * You want to accept a payment without creating an invoice * The payer should not be required to log in * You need to send a payment link manually * You are collecting a deposit or a one-off payment This flow is designed to reduce friction and allow customers to complete payments quickly. *** ### How One-Time Payments work One-Time Payments use a **Payment Request**, which generates a hosted payment page with a fixed dollar amount. When the customer opens the payment link: * The payment amount is already set * Your company branding is displayed * The customer can pay using the available payment methods * No login or account is required
After the payment is completed, the transaction will appear in the [**Transactions**](https://app.alternativepayments.io/dashboard/all-transactions) section of your Alternative Payments dashboard. One-Time Payments are standalone payments and are not synced to external integrations such as ConnectWise, QuickBooks, HaloPSA, or other accounting or PSA systems.\ Payments can be viewed in the **Transactions** section of the Partner Dashboard only. *** ### Payment Request Flows #### Payment Request Creation Link This flow allows you to generate a payment link without using the API. You can create a link using the following format: `https://[billing link]/payment-request?amount=[amount]&referenceId=[reference ID]` Example: `https://pay.yourcompany.com/payment-request?amount=250.00&referenceId=QUOTE-123\` {% hint style="warning" %} **Important:** Reference id is required. If reference id is missing, the link will return an error page. The reference id can be any string, but it must be unique per payment within your account.\ Different partner accounts can reuse the same reference id without conflict. Using something meaningful, such as a quote number, customer name, or date, makes tracking payments easier. {% endhint %} When the customer opens the link: * A Payment Request is created automatically * The customer is redirected to the payment page * The amount is fixed * The payment can be completed immediately If the same link is opened again before payment is completed, the system returns the existing Payment Request and does not create a duplicate. If the payment has already been completed, the page will show: "This payment has already been completed" and no additional payment can be made. #### API Payment Request To create a payment request via API, reference our full API documentation [here](https://docs.alternativepayments.io/getting-started/quick-start). *** ### What the customer sees When the customer opens the payment link, they will see: * Your company logo and branding * The payment amount * Available payment methods After payment: * If a redirect URL was set when the Payment Request was created, the confirmation screen shows a **Return to \[Partner Name]** button * If no redirect URL was set, a generic confirmation screen is shown with no redirect button The customer does not need to log in or create an account. *** ### Supported payment methods One-Time Payments support: * Credit card * Debit card * ACH bank transfer Card payments are usually completed immediately.\ ACH payments remain pending until the bank transfer fully clears. *** ### Viewing One-Time Payments in the dashboard All One-Time Payments appear in the [**Transactions**](https://app.alternativepayments.io/dashboard/all-transactions) section. You can view: * Status (pending / completed) * Amount * Reference ID * Created date * Completed date Because One-Time Payments are not linked to invoices or customers, they will appear as standalone transactions.
*** ### Processing One-Time Payments Refunds Follow these steps to process refunds for One-Time Payments: 1. Log in to your [Partner Dashboard](https://app.alternativepayments.io/) 2. Navigate to the [“Transactions”](https://app.alternativepayments.io/dashboard/all-transactions) section 3. Locate and click on the "See details" option next to the One-Time Payment you want to refund
4. Select the “Refund payment” option from the Payment Details page
5. Enter the refund details and select “Next”
6. Review the refund details and select “Apply Refund”
7. You are all done!
{% hint style="info" %} **Note:** Refunds for One-Time Payments work the same way as refunds for any other payments made through Alternative Payments. The refunded amount will be deducted from the following payout batch. {% endhint %} *** ### Chargebacks on One-Time Payments Chargebacks are fully supported for One-Time Payments and follow the same experience as other payments made through Alternative Payments. When a customer disputes a One-Time Payment with their bank, here is how it will appear in your Partner Dashboard: 1. The payment will display in the **Transactions** section with a *Chargeback* status 1. Accounts Receivable > Transactions
2. Click **"See details"** to view the transaction details, including the chargeback reason
The chargeback will also be reflected in the **Payouts** section, where the disputed amount is deducted, just like chargebacks on invoice payments
{% hint style="info" %} **Note:** Chargebacks on One-Time Payments work the same way as chargebacks on any other payments made through Alternative Payments. The disputed amount will be deducted from the following payout batch. {% endhint %} *** ### Important notes * One-Time Payments do not create invoices * One-Time Payments are not linked to customer records * One-Time Payments are not recorded in your accounting platform * Customers do not need to log in * The payment amount cannot be edited * Partial payments are not supported * The same link cannot be paid twice * Failed payments can be retried using the same link * Partner branding is automatically shown on the payment page \ **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)!
# Reversed-After-Success Payments **A payment marked "reversed after success" initially went through — money moved — and was then pulled back by the bank or payment processor. This article explains what that status means, how it differs from a standard decline, what you and your customers will see, and how to recover.** *** ## What "reversed after success" means When a payment is reversed after success, two things happened in sequence: 1. The payment was authorized and settled. Funds moved. 2. After settlement, the bank or Adyen pulled the funds back. This is different from a payment that never completed. The money reached its destination and was subsequently reversed — which is why the status and messaging are distinct from a standard decline. *** ## How this differs from a standard decline A standard decline happens before money moves. The payment is rejected at authorization and no funds are transferred. A reversal after success happens after funds have already moved. Because the sequence of events is different, the failure code is different too. Alternative Payments uses dedicated failure codes for reversed-after-success payments — separate codes for both card and ACH — rather than reusing the equivalent decline code. This ensures the status you see accurately reflects what actually happened. Previously, a race between two competing signals could allow a generic placeholder reason to win over the specific one. Classification now comes from a single, reliable signal per payment, so the correct code is applied consistently. *** ## What you and your customers will see Because the situation is materially different from a decline, the messaging is written specifically for it. Both partner-facing and customer-facing copy describe what actually happened — that the payment succeeded and was later reversed by the bank — rather than reusing decline wording that would be misleading once money has already moved. *** ## Recovering from a reversal ### Card payments For card reversals, the underlying payment method may need to be reviewed or replaced before attempting another charge. If you are unsure of the cause, contact your Alternative Payments Customer Success Manager or reach out via Live Chat in your partner dashboard. ### ACH payments For ACH reversals, you do not need to escalate before taking action. Partners are able to self-serve ACH reversal recovery by requesting a new payment method from their customer. Once the customer provides a new bank account, you can add it to their profile and retry the payment. For steps on adding a new payment method to a customer's profile, see [Customer Payment Methods](/payments-and-invoicing/payments-methods/customer-payment-methods). *** ## A note on balance-platform notifications Not all reversal events carry a specific reason code. Events that arrive through the balance-platform accounting notification channel are excluded from the dedicated failure-code logic, because Adyen does not provide a reason code through that channel. For those events, a generic message is expected. This is normal behavior and does not indicate a problem with classification. *** ## Related articles * [Customer Payment Methods](/payments-and-invoicing/payments-methods/customer-payment-methods) * [ACH Chargebacks](/payments-and-invoicing/payments-and-payouts/ach-chargebacks) * [Refund Management](/payments-and-invoicing/payments-and-payouts/refund-management) # Display Credit Balance (Credit Memo) **See every credit memo from your accounting system in one place, search and filter them, export them, and refresh them whenever you want.** *** Credit memos are credits you have already issued to a customer in your accounting system, usually from a refund, an adjustment, or a discount. Alternative Payments reads those credit memos and shows them to you in the Partner Dashboard, so your customer balances stay consistent between your accounting system and Alternative Payments. Your customers can also see their credit balance in the Customer Portal if you choose to show it. {% hint style="info" %} **Note:** Credit memos are read-only in Alternative Payments. You create, change, and apply them in your accounting system, and Alternative Payments reflects what is there. {% endhint %} *** ### What's new * A dedicated **Credit Memos** page showing every credit memo across all of your customers * A **Credit memos** tab on each customer, with totals for that customer * **Search** by memo number, and **filters** for issue date, status, and amount * **Export** your credit memos to a CSV file * **Fetch credit memos** on demand, so you do not have to wait for the next scheduled sync * Support for more accounting systems and PSAs, including ConnectWise, Microsoft Dynamics 365 Business Central, Oracle NetSuite, FreshBooks, and Zoho Books *** ### Where to find your credit memos #### All customers 1. Log in to your [**Partner Dashboard**](https://app.alternativepayments.io/) 2. Select **Credit Memos** in the sidebar You will see one row per credit memo across every customer, newest issue date first. #### A single customer 1. Go to **Customers** and open the customer you want 2. Select the **Credit memos** tab This view shows only that customer's credit memos, plus three totals at the top: **Total issued**, **Total applied**, and **Total remaining**. {% hint style="info" %} **Note:** If you do not see the **Credit Memos** page or the **Credit memos** tab, the feature is not enabled for your account yet. Reach out to your Customer Success Manager or and we will turn it on. {% endhint %} *** ### What you see in the table | Column | What it means | | -------------- | ------------------------------------------------------------------------- | | **Memo #** | The credit memo number from your accounting system | | **Customer** | The customer the credit belongs to. Select the name to open that customer | | **Issue Date** | The date the credit memo was issued | | **Status** | Where the credit stands today (see below) | | **Amount** | The full value of the credit memo | | **Applied** | How much of the credit has already been used against invoices | | **Remaining** | How much credit is still available | You can sort by **Memo #**, **Issue Date**, **Status**, **Amount**, and **Remaining**. Just select the column heading. Above the table you will also see a **Last synced** time, so you always know how current the list is. #### Statuses | Status | What it means | | ----------- | ------------------------------------------------------------------------ | | **Open** | None of the credit has been used yet. The full amount is still available | | **Partial** | Some of the credit has been used. There is still a balance left | | **Applied** | The credit has been fully used. Nothing remains | | **Void** | The credit memo was cancelled in your accounting system | Statuses change in your accounting system. Alternative Payments updates them on the next sync. *** ### Search, filter, and sort **Search by memo number**\ Type a memo number into the search bar and press Enter. You can add more than one memo number to look up several credits at once. Matching text is highlighted in the results. **Filter**\ Select the **Filter** button to narrow the list by: * **Issue date** (a preset range such as last 30 days, or a custom range) * **Status** (Open, Partially Applied, Applied, Void) * **Amount range** (a minimum, a maximum, or both) Every filter you apply shows up as a chip below the search bar. Remove them one at a time, or select **Clear all**. > **Example:** To find every open credit worth more than $500, set **Status** to *Open* and set the **Amount range** minimum to *500*. *** ### Export to CSV 1. Select **Export** above the table 2. Choose a start and end date 3. Select **Confirm** We generate the file in the background and email it to you, so you do not have to wait on the page. Exporting from a customer's **Credit memos** tab gives you just that customer's credits. *** ### Refresh your credit memos Credit memos sync automatically on a schedule. If you have just created a credit memo in your accounting system and want it in Alternative Payments right away, you can pull it in yourself: 1. Go to [**Integrations**](https://app.alternativepayments.io/dashboard/integrations) 2. Select the three dots **...** next to your accounting or PSA integration 3. Select **Fetch credit memos** 4. Select **Confirm** This usually finishes in a few minutes. You will see a **Sync started** confirmation, and the **Last synced** time updates when it is done. {% hint style="warning" %} **Note:** You can fetch credit memos once every 15 minutes per integration. If you try again too soon, you will see a message asking you to wait. {% endhint %} *** ### Supported integrations Credit memos are available for: * QuickBooks Online (US and Canada) * QuickBooks Desktop * ConnectWise PSA (US and Canada) * Sage Intacct * Xero * Microsoft Dynamics 365 Business Central * Oracle NetSuite * FreshBooks * Zoho Books *** ### Show or hide credit balance in the Customer Portal You control whether your customers can see their credit balance. 1. Log in to your [**Partner Dashboard**](https://app.alternativepayments.io/) 2. Go to **Team Preferences** > [**Preferences**](https://app.alternativepayments.io/dashboard/team/preferences) 3. Find the **Credit balance visibility** option
4. Optional: Select **Manage exceptions** to leave specific customers out of the setting
5. Toggle **Show balance to all customers** When this is off, credit memos still appear in your Partner Dashboard. Your customers simply will not see them. #### What your customers see When the setting is on, a customer signing in to the Customer Portal sees a **Credit balance** on their **Payment Details** page: a single running total of the credit still available to them. They do not see individual credit memos.
*** ### Good to know * **Credit memos are read-only here.** Create, edit, void, and apply them in your accounting system. Alternative Payments mirrors what is there. * **Applying a credit to an invoice inside Alternative Payments is not available yet.** Apply the credit in your accounting system, and the updated **Applied** and **Remaining** amounts will show up on the next sync. * **Credit balances come straight from your accounting system**, so the remaining amount you see here is the remaining amount there. *** **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Managing Invoices
Creating an Invoice
Archiving Invoices
# Creating an Invoice **Create invoices through your Alternative Partner Dashboard and notify your customers of pending payments.** *** If you're not using any integrations and plan to create invoices directly in Alternative Payments, this guide will show you how to create an invoice. Here's how: ## Steps to Create an Invoice 1. Log in to your Alternative portal: [app.alternativepayments.io](https://app.alternativepayments.io/) 2. For a one-time invoice, select [**Invoices**](https://app.alternativepayments.io/dashboard/invoices) from the left side of the screen and select **Create invoice**.
3. For a recurring invoice, select [**Recurring payments**](https://app.alternativepayments.io/dashboard/recurring) from the left side of the screen and select **Add recurring payment**. 4. **Select a customer.** Search for an existing customer or add a new customer directly from the invoice creation screen. 5. **Set the due date.** Select a due date for the invoice. The due date cannot be set to a date in the past. 6. **Enter the amount.** Enter the invoice amount. The amount must be greater than zero. 7. **Add a memo (optional).** Include a memo or description to provide additional context about the invoice. This text is visible to the customer. 8. **Choose a payment option.** Select one of the following payment timing options: | Payment Option | Description | | ------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Charge later** | Creates the invoice without charging the customer. The invoice will appear in their portal and you can send a notification or reminder to prompt payment. | | **Charge now** | Immediately charges the customer's default payment method on file when the invoice is created. The customer must have a valid payment method saved. | | **Charge on due date** | Automatically charges the customer's default payment method on the invoice due date. If Auto-Pay is enabled for the customer, this is the default behavior. | | **Email payment link** | Sends the customer an email with a direct link to pay the invoice. The customer can choose their preferred payment method at the time of payment. | | **Charge method on file** | Charges a specific payment method already saved on the customer's account. You select which payment method to use during invoice creation. | 9. Click **Create invoice**.
## Validation Rules * **Due date** must be today or a future date. Past dates are not accepted. * **Amount** must be greater than $0.00. * **Customer** is required. You cannot create an invoice without selecting or creating a customer. * **Payment method on file** is required if you select "Charge now," "Charge on due date," or "Charge method on file." The customer must have a valid payment method saved. ## Notifying Your Customer After creating the invoice, you can notify the customer in two ways: * **Manual notification** -- Click the "Send" button on the invoice to send an email notification immediately. * **Automatic reminders** -- Set up [automatic email reminders](/automations/email-notifications-and-reminders/automatic-email-notifications) so customers are notified automatically when invoices are created and reminded as the due date approaches. Customers receive a branded invoice notification in their email. To make a payment, they log into their account through the email and use a saved payment method to pay their invoice in just 2-3 clicks. Through Alternative, customers are paying in **2 minutes or less**, much faster than any other option. **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Bulk Invoice Reminder Sending Bulk Invoice Reminder Sending allows you to manually send reminder emails for multiple invoices at once, directly from the Invoices page. *** #### What is Bulk Invoice Reminder Sending? **Bulk Invoice Reminder Sending** lets you select multiple invoices and send reminder emails in one action using the default invoice reminder template. Each invoice is sent as a separate email. This is useful for ad-hoc or urgent follow-ups that fall outside automated schedules and works alongside your existing reminder and summary rules without interfering with them. {% hint style="info" %} **Note:** Bulk reminders are only available for invoices that are **not archived** and have a status of **Overdue** or **Upcoming**. If any ineligible invoices are selected, the bulk reminder action will not be available. {% endhint %} {% hint style="info" %} **Template behavior:** Bulk reminders use your default invoice reminder email template. To customize, update your template under **Automations >** [**Email Notifications**](https://app.alternativepayments.io/dashboard/email-notifications). {% endhint %} *** ### Steps to send bulk invoice reminders 1. Log in to your Alternative portal: [app.alternativepayments.io](https://app.alternativepayments.io/) 2. Navigate to the [**Invoices**](https://app.alternativepayments.io/dashboard/invoices) section 3. Select the invoices you want to send 4. Select "Send reminder"
5. Click "Yes, send reminders"
You're all set! 🎉 **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Archiving Invoices **Learn how to archive invoices directly through your Alternative Partner Dashboard.** *** In the Alternative Payments platform, archiving an invoice is a non-destructive, reversible action. It hides the invoice from the end-customer's view within their payment portal, but the invoice and its data are preserved and can be restored at any time. Please follow the steps below to archive an invoice. 1. To archive an invoice, first visit our [website](https://app.alternativepayments.io/) and log in to your account using your email address. 2. Then, go to your dashboard and select 'Accounts Receivable' followed by ['Invoices'](https://app.alternativepayments.io/dashboard/invoices). 3. Locate the specific invoice you wish to archive and click on the ellipsis located at the far right corner of the invoice. This will bring up a dropdown menu, from which you should select 'Archive.'
4. A popup window will appear, asking you to confirm this action. If you wish to proceed with archiving the invoice, click 'Confirm’.
5. If you accidentally archived an invoice, you can select the 'Unarchive' button.
**Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Sync Invoices **Sync new ConnectWise invoices into QuickBooks Online with the Sync Invoices tool (Beta).** *** Alternative Payments offers the Sync Invoice tool that detects and syncs invoices which are created in ConnectWise but not yet synced to QuickBooks Online. The Sync Invoices tool allows you to select which invoices to sync, view a history of synced items, and trigger updates only when you're ready. \*\*\* {% hint style="info" %} **Note:** If you’re using an existing sync tool like WiseSync, this will not result in duplicate data. Our system flags the invoices as synced to ensure there is no overlap. {% endhint %} \### Eligibility Before using the Sync Invoices tool, confirm the following: * Your **ConnectWise** integration is connected and active * Your **QuickBooks Online** integration is connected and active * The ConnectWise invoices you want to sync have a **Closed** status To ensure this data is synced correctly, you need to grant the following additional permissions in your **ConnectWise security role settings**. **Steps to update your permissions in ConnectWise:** 1. Go to your **ConnectWise Setup Tables** and locate the security role associated with the integration. 2. Under the **Time & Expense** matrix, expand the accordion and set the following permissions: * **Expense Report Entry**: `None, None, None, All` * **Time Entry**: `None, None, None, All`
3. Click **Save**. For a full walkthrough of setting up the ConnectWise integration, refer to the [ConnectWise help doc](https://help.alternativepayments.io/integrations/psa-integration-guides/connectwise) for more information. *** Once permissions are updated, return to your **Alternative Payments dashboard** and follow these steps: 1. Go to the [**Integrations**](https://app.alternativepayments.io/dashboard/integrations) section 2. Click the three dots ... next to the **ConnectWise** integration, and select **Manage Filters**.
3. Click **Edit** or **import filters** 4. Click **Save**
You do not need to make any additional changes. This will trigger a full re-sync, and historical invoice line items tied to Services and Expenses will be populated automatically. *** #### **How to Use the Sync Tool** 1. **Log into your Alternative Payments** [**Partner Dashboard**](https://app.alternativepayments.io/) 2. **Navigate to Sync Invoices**\ From the sidebar, select [**"Sync Invoices (Beta)"**](https://app.alternativepayments.io/dashboard/sync-invoices) 3. **Preferences: Navigate to the** [**Preferences**](https://app.alternativepayments.io/dashboard/sync-invoices/preferences) **section on this page before running your first sync.** This is where you can choose between manual or automatic sync, set your sync schedule, and review field mappings, tax code mappings, tax display options, and time entries. Taking a moment to confirm these settings upfront helps ensure everything syncs correctly from the start.
4. **View Unsynced Invoices**\ View new invoices found in ConnectWise that haven’t yet been synced to QuickBooks Online in the [**"Unsynced"**](https://app.alternativepayments.io/dashboard/sync-invoices?pageTab=unsynced) tab 5. **Select Invoices to Sync**\ Choose the invoices you’d like to sync and click the **“Sync invoices”** button at the bottom of the screen.
5. **View synced invoices** View a record of synced invoices in the [**"Previous Syncs"**](https://app.alternativepayments.io/dashboard/sync-invoices?pageTab=previous) tab in your Alternative Payments dashboard.
{% hint style="info" %} \*\*Note:\*\* The synced batch will also appear in the \*\*"Batches"\*\* section of ConnectWise. {% endhint %} You're all set! **🎉** *** **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Sync External Payments This article explains how Sync External Payments helps keep your QuickBooks and ConnectWise payment records in sync. *** {% hint style="warning" %} **Prerequisite:** This feature requires **both** a QuickBooks Online integration **and** a ConnectWise integration to be connected and active. {% endhint %} ### **What is an External Payment?** An external payment is any payment recorded directly in QuickBooks Online that was not created through Alternative Payments. This can include payments entered manually by your accounting team, payments imported through bank feeds, or payments created through other integrations or accounting workflows. When these payments are created in QuickBooks, Alternative Payments automatically detects them and creates a matching payment record in ConnectWise. *** #### Sync External Payments Requirements Before using this feature, please make sure the following requirements have been met. **Both integrations are connected and active:** * QuickBooks Online integration * ConnectWise integration **Invoices are synced:** * The invoice being paid exists in both QuickBooks and ConnectWise * The invoice information is identical in both integrations * The invoice exists in Alternative Payments, either created through the Partner Dashboard or synced via the Sync Tool *** #### Setup Steps #### 1. Enable Payment Syncing If you are not using the Sync Tool, the first step is to enable the Payment Sync preference. 1. Login to your Alternative Payments [Partner Dashboard](https://app.alternativepayments.io/) 2. Navigate to [**Integrations**](https://app.alternativepayments.io/dashboard/integrations) **> Preferences** 3. Locate the **Enable external payments sync** toggle 4. Turn the toggle **ON**
{% hint style="info" %} **Note:** This global setting controls whether payment syncing is enabled for your organization. When disabled, no external payments will be synced regardless of other configurations. {% endhint %} #### 2. Configure Sync Mode (only when Sync Tool is enabled) Next, configure **how** external payments should be synced: 1. Go to **Integrations >** [**Sync Invoices**](https://app.alternativepayments.io/dashboard/sync-invoices), then select [**Preferences**](https://app.alternativepayments.io/dashboard/sync-invoices/preferences)
2. Find the **External Payments** section
3. Select your preferred sync mode: **Sync Mode Options** * **Disabled** – No external payments will be synced.\ Use this if you want to keep payment records separate between systems. * **All Invoices** – Syncs external payments for **all invoices** that exist in both QuickBooks and ConnectWise.\ Use this for comprehensive payment tracking across all invoices. * **Synced Invoices Only** – Syncs external payments **only for invoices** that were previously synced using the Sync Tool.\ Use this for controlled synchronization of manually-selected invoices. {% hint style="warning" %} **Synced Invoices Only** mode requires that invoices were originally synced through the Alternative Sync Tool. Invoices created through other methods will not have their payments synced. {% endhint %} #### 3. Save Your Configuration 1. Review your selected sync mode 2. Click **Save changes** Your external payment sync configuration is now active! *** ### Details Included in the Payment Sync When a payment is synced from QuickBooks to ConnectWise, the following information is transferred: * **Payment Amount** – The exact amount paid * **Payment Date** – When the payment was received * **Invoice Reference** – Links the payment to the correct ConnectWise invoice *** ### **Verifying Synced Payments** Follow these steps to confirm payments were synced successfully: 1. Log in to your **ConnectWise** account 2. Navigate to the invoice that was paid 3. Check the **Payments** section 4. You should see the payment with the amount and date matching QuickBooks *** ### **Best Practices** 1. Avoid manually entering payments in ConnectWise for invoices that also exist in QuickBooks. This helps prevent duplicate payments from being created. 2. Make sure both integrations remain connected and active. If either integration is disconnected, external payment syncing will stop. *** ### **GL Account Mapping (ConnectWise + QuickBooks Online)** This section applies to partners using the **ConnectWise + QuickBooks Online sync tool**. The sync tool offers two modes for handling time entries, and the mode you choose directly affects which GL accounts are credited in QuickBooks Online. #### The Two Sync Modes **Sync each time entry as an individual line-item (line-item mode)** In this mode, each ConnectWise time entry is sent to QuickBooks Online as a separate invoice line mapped to a QuickBooks Online product/service item (for example, "Technician"). The income account that gets credited is whatever is hardcoded on that QuickBooks Online item — the sync tool does not consult ConnectWise's GL mapping table. Board-type-based overrides configured in ConnectWise Setup Tables have no effect on where the revenue lands in QuickBooks Online. **Sync time entries grouped as GL entries (grouped GL entries mode)** In this mode, the sync tool groups invoice lines by ConnectWise's dynamically calculated GL accounts — the same logic that drives the GL Entries tab in ConnectWise (work role × board type × work type from ConnectWise Setup Tables). This effectively replicates ConnectWise's GL Account Mapping logic and produces summary entries per GL account rather than one line per time log. #### Known Limitation in Line-Item Mode The sync tool does not replicate ConnectWise's Setup Tables GL Account Mapping logic when running in line-item mode. If a QuickBooks Online item such as "Technician" is hardcoded to an income account like "Technical Services," all time entries mapped to that item will post to "Technical Services" regardless of the board type or work type on the ConnectWise ticket. This is a known platform limitation. #### Workarounds for Mismatched Accounts in Line-Item Mode If you need different ConnectWise contexts (for example, Service tickets vs. Project tickets) to post to different income accounts in QuickBooks Online while staying in line-item mode, you have two options: * **Update the QuickBooks Online item's income account directly** — change the hardcoded income account on the existing QuickBooks Online product/service item to the account you want all entries of that type to use. * **Create separate QuickBooks Online items per context** — for example, create "Technician-Project" mapped to one income account and "Technician-Service" mapped to another. This also requires corresponding product setup changes on the ConnectWise side so that the correct item is referenced per ticket type. #### Correcting Already-Synced Invoices Invoices that have already synced with incorrect GL account assignments cannot be corrected by re-syncing. The correct fix is to enter manual journal entries in QuickBooks Online to move the amounts to the right accounts. #### Recommendation Partners who use ConnectWise as their system of record for time entries and do not need individual line-item detail in QuickBooks Online should use **Sync time entries grouped as GL entries** mode. This setting matches ConnectWise's own GL Entry calculation and avoids the income-account mismatch described above. You can change the time entries sync mode in your sync tool preferences under **Integrations →** [**Sync Preferences**](https://app.alternativepayments.io/dashboard/sync-invoices/preferences) **→ Time Entries**. **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Payments Methods
Customer Payment Methods
Managing Payment Methods
Our Flexible Payment Options
# Customer Payment Methods **Manage your customer payment methods from the Alternative Payments partner dashboard.** *** Managing payment methods for your customers is an important aspect of your business operations. Whether you're dealing with one-off invoice payments or recurring payments, having a streamlined process for adding and removing payment methods saves time and enhances customer satisfaction. ## Supported Payment Method Types Alternative Payments supports the following payment method types: * **Credit cards** -- Visa, Mastercard, American Express, Discover * **Debit cards** -- Visa Debit, Mastercard Debit, Interac (Canada) * **Bank accounts** -- ACH (US), PAD (Canada), EFT (Canada) ## Adding a Payment Method 1. **Navigate to Customers** Log into your [partner dashboard](https://app.alternativepayments.io/) account and select "Customers" and then ["All customers."](https://app.alternativepayments.io/dashboard/customers) Click on the hyperlinked customer profile. 2. **Add the Payment Method** Scroll down to the payment method section and proceed to add a new payment method.
3. **Select your payment method type** -- Credit Card, Debit Card, or Bank Account.
4. **Enter your payment method details and select "Add Card" (or "Add Account") to confirm.**
## Default Payment Method When a customer has multiple payment methods on file, one is designated as the **default**. The default payment method is used for: * Auto-Pay charges * "Charge now" and "Charge on due date" invoice options * Any automatic payment processing To change the default, click the ellipses next to the desired payment method and select "Set as default." ## Payment Methods Cannot Be Edited Once a payment method has been added, its details (card number, expiration date, bank account number) **cannot be edited**. If a customer's payment details change, you must add a new payment method and archive the old one. ## Removing Payment Methods There are two ways to remove a payment method, depending on where the action is taken: ### Archive (Partner Dashboard) From the partner dashboard, click on the ellipses next to the payment method you would like to remove and click "Archive." Archiving removes the payment method from active use but retains the record for historical transaction reference.
### Remove (Customer Portal) When a customer removes a payment method from their own portal, it is fully removed from their account. This action is performed by the customer, not by the partner. ## Auto-Pay Relationship Payment methods are directly tied to the Auto-Pay feature. If Auto-Pay is enabled for a customer: * The customer must have at least one payment method on file with a default selected. * If the default payment method is archived or removed, Auto-Pay will fail until a new default is set. * When adding a payment method for a customer who uses Auto-Pay, consider setting the new method as the default to avoid payment interruptions. **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Managing Payment Methods **Learn how to easily enable or disable payment methods like ACH, Credit Cards, and Pay-in-Installments.** *** Alternative offers your customers three ways to pay you by default; * ACH * Credit Card * Pay-in-Installments In some cases, you may not want to offer one or more of these payment methods. The following steps will guide you through the process of disabling or enabling a previously disabled payment method. {% stepper %} {% step %} Log into your [Alternative Payments dashboard](https://app.alternativepayments.io/) {% endstep %} {% step %} Navigate to the [Team Preferences](https://app.alternativepayments.io/dashboard/team/preferences) on the left-hand side {% endstep %} {% step %} Click on [Preferences](https://app.alternativepayments.io/dashboard/team/preferences) {% endstep %} {% step %} In the [Payments](https://app.alternativepayments.io/dashboard/team/preferences?pageTab=payments) tab, under the Payment methods section, you can easily toggle ACH, Credit Cards, and Pay-in-Installments on or off. {% endstep %} {% endstepper %} No need to save. As soon as you change one of the toggles your preferences will automatically save for you. **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Our Flexible Payment Options **Alternative Payments supports multiple payment methods so your customers can pay the way that works best for them.** *** ## Payment Methods Overview | Payment Method | Type | Availability | Typical Fee Structure | | ----------------------------------- | ------------- | ------------------ | ---------------------------------------------------------------------------------------------------------------------------------------------------- | | **ACH** | Bank transfer | United States | Low flat fee or percentage; typically the lowest-cost option | | **PAD** (Pre-Authorized Debit) | Bank transfer | Canada | Low flat fee or percentage; Canadian equivalent of ACH | | **EFT** (Electronic Funds Transfer) | Bank transfer | Canada | Low flat fee or percentage; used interchangeably with PAD | | **Credit Card** | Card payment | US and Canada | Percentage-based fee (typically 2.9%+); varies by card network | | **Debit Card** | Card payment | US and Canada | Same rate as the card's network (fees are set by network, not by debit vs credit); always absorbed by the partner; Interac Debit supported in Canada | | **Pay in Installments** | Financing | United States only | Customers split payments over time; partner receives full payment upfront | | **POS (in-person)** | Card present | Rolling out | **3% flat** across every card brand; no $0.30 fee. Pass to the customer or cover it yourself. See [POS](/payments-and-invoicing/pos) | ## Credit Card Fee Handling Credit card transactions incur processing fees. Alternative Payments gives you control over how these fees are handled: * **Pass fees to the customer (surcharge)** -- The processing fee is added to the invoice total. The customer sees the surcharge as a separate line item. This is the most common configuration. * **Absorb fees** -- You pay the processing fee. The customer pays only the invoice amount. * **Exceptions** -- You can configure fee rules at the account level or per-customer to handle specific scenarios (e.g., absorb fees for certain customers while passing them to others). {% hint style="info" %} **Debit cards are always absorbed by you.** Card processing fees are set by card network, not by whether the card is debit or credit. A debit Visa or Mastercard is charged the same 2.9% + $0.30 as its credit equivalent, and American Express is 3.5% + $0.30. Debit card fees are never passed through to the end customer, regardless of your fee pass-through setting. {% endhint %} ```

Note: Credit card surcharging regulations vary by state and province. Some US states restrict or prohibit surcharges. Alternative Payments handles compliance automatically based on the customer's billing address.

``` ## Point of sale (in-person) POS is a separate product from online invoice payments. In-person card payments on a terminal are priced at **3% flat** for every brand (Visa, Mastercard, American Express, and others). There is no $0.30 per-transaction fee. You choose whether that 3% is passed to the customer or covered by you on **Team Preferences** > **Preferences** > **Point of sale**. The 2.9% + $0.30 / 3.5% + $0.30 rates above apply to **online and invoice** card payments only. See [POS](/payments-and-invoicing/pos) and [Managing POS in Your Dashboard](/payments-and-invoicing/pos/managing-pos-in-the-portal). ## Pay in Installments Alternative Payments offers a proprietary [Pay in Installments](/payments-and-invoicing/bnpl-pay-in-installments/pay-in-installments-benefits) financing solution for US customers. Key details: * Customers can split invoice payments into multiple installments over time. * Partners receive the full invoice amount upfront -- there is no payment delay. * Installment plans and terms are configured at the account level. * Available for US customers only. Not available in Canada. ## Canada-Specific Notes Canadian partners and customers should be aware of the following: * **Credit card surcharge cap** -- Canadian regulations cap credit card surcharges at 2.4% of the transaction amount. * **No Pay in Installments** -- The Pay in Installments financing option is not available for Canadian customers. * **Quebec is not supported** -- Alternative Payments is not currently available in the province of Quebec, due to additional provincial consumer protection and language requirements. Partners with customers in Quebec should contact their account executive for guidance. See [Using Alternative Payments in Canada](https://help.alternativepayments.io/getting-started/using-alternative-payments-in-canada). * **PAD/EFT processing** -- Canadian bank transfers use Pre-Authorized Debit (PAD) or Electronic Funds Transfer (EFT) rather than ACH. * **Interac Debit** -- Interac Debit is supported as a payment method for Canadian customers. {% hint style="info" %} **Canadian partners:** For full detail on CAD invoicing, PAD mandates, Business Number requirements, and regional availability, see [Using Alternative Payments in Canada](/getting-started/using-alternative-payments-in-canada). {% endhint %} ## Configuring Available Payment Methods You can control which payment methods are available to your customers from your partner dashboard settings. This allows you to: * Enable or disable specific payment types (e.g., accept only ACH and credit card) * Set default payment method preferences * Configure fee rules for each payment type Contact your Alternative Payments account manager or visit your dashboard settings to configure payment method availability. ## Related Articles * [How to make invoice payments](/end-customer-faqs/end-customer-faqs/making-invoice-payments) * [Pay in Installments benefits](/payments-and-invoicing/bnpl-pay-in-installments/pay-in-installments-benefits) * [POS](/payments-and-invoicing/pos) * [Customer payment methods](/payments-and-invoicing/payments-methods/customer-payment-methods) * [Automatic email notifications](/automations/email-notifications-and-reminders/automatic-email-notifications) **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # BNPL (Pay in Installments)
Pay in Installments Overview
Pay in Installments Terms
Pay in Installments Benefits
# Pay in Installments Overview **Get the flexibility to make invoice payments over time with our Pay in Installments feature.** *** Alternative Payments offers flexible financing (30 – 150 days) at checkout to allow you to break up your invoice into monthly installments over your desired term. Once you select your preferred duration and connect a bank account, we will complete a very brief underwriting process before approving the request. {% hint style="warning" %} **Availability:** Pay in Installments is currently available to **U.S.-based businesses only**. {% endhint %} *** **Here are the top reasons our customers are using flexible financing:** 1. Manage cash flow 2. Pay over time 3. Gain payment flexibility 4. Align capital spend with ROI 5. Avoid credit card interest or business loans To learn more about our Pay in Installments payment option, visit [alternativepayments.io/financing](https://www.alternativepayments.io/financing/). *** **To toggle the Pay in Installments option on or off for all customers, follow these steps:** 1. Login to the [Partner Dashboard](https://app.alternativepayments.io/) 2. Navigate to Team preferences > [Preferences](https://app.alternativepayments.io/dashboard/team/preferences) and select the [Payments](https://app.alternativepayments.io/dashboard/team/preferences?pageTab=payments) tab 3. Toggle the "Pay in Installments" option under the Payment methods section
**Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Pay in Installments Terms Alternative Payments offers the flexibility to pay an invoice over 30-150 days, with equal installment payments due each month until the invoice is paid in full. {% hint style="warning" %} **Availability:** Pay in Installments is currently available to US-based customers only. {% endhint %} \*\*\* **Below is a breakdown of the duration options we offer, with the associated fees:** | Term | Fee | Payments | | -------- | ---- | ---------- | | 30 days | 3.0% | 1 payment | | 60 days | 4.0% | 2 payments | | 90 days | 5.0% | 3 payments | | 120 days | 6.0% | 4 payments | | 150 days | 7.0% | 5 payments | Regardless of the terms selected, the first payment is not due until day 30 and repeats every 30 days until fully repaid. It's that simple! {% hint style="info" %} Learn more about Pay in Installments: [Pay in Installments Benefits](/payments-and-invoicing/bnpl-pay-in-installments/pay-in-installments-benefits) {% endhint %} **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Pay in Installments Benefits Alternative Payments offers invoice financing (Pay in Installments) at checkout to allow your customers to break up invoices into smaller payments to better manage cash flow. {% hint style="warning" %} **Availability:** Pay in Installments is currently available to **U.S.-based customers only**. {% endhint %} If your customers elect to take advantage of this offering, you are still paid the full amount of the invoice upfront, regardless of their chosen duration, and we handle collections. The guide below will provide an overview of our Pay in Installments offering to allow you to effectively communicate the details to your customers. *** ### **Pay in Installments Terms** The below schedule outlines the duration options we offer, ranging from 30 - 150 days with equal installments due every 30 days. The fee ranges from 3.0% - 7.0% depending on the duration selected. Here’s the table recreated in text format: | Term | Fee | Payments | | -------- | ---- | ---------- | | 30 days | 3.0% | 1 payment | | 60 days | 4.0% | 2 payments | | 90 days | 5.0% | 3 payments | | 120 days | 6.0% | 4 payments | | 150 days | 7.0% | 5 payments | *** ### **Instructions for Submitting a Pay-in-Installments Request** You can send the below instructions to any customer interested in submitting a Pay in Installments request to walk them through the process. Your customer success rep can provide assistance if they experience any issues. 1. Use your email to login to our payment portal: \[insert billing link] 2. In "Outstanding invoices", locate the invoice you want to pay and select "Pay", or select "Pay other invoice" and enter the invoice details 3. On the "Choose your payment methods" screen, select Pay in installments and toggle the net terms slider to your preferred duration 4. Confirm your business details 5. Review and confirm the Alternative Payments agreement 6. Add a bank account and click "Continue" to submit your request 7. The Alternative team will reach out to you for financials once the request is submitted. *** ### **Alternative Payments Diligence Process** Alternative Payments conducts a light diligence process on your customer before approving a Pay in Installments request. This process typically takes less than 24 hours and approval rates are 90+%. For customers wondering about the diligence process, we typically require additional financial information, which includes: 1. Bank statements for the last 12 months. 2. Financial statements (Income Statement and Balance Sheet) for the last 24 months, quarterly or monthly, in Excel if available If you have any additional questions on our diligence process, our underwriting team can walk you through the process in more detail. *** ### **Customer Pre-Approval Process** To expedite the approval process once an invoice is submitted, many partners utilize the pre-approval process in order to get customers approved before they submit the Pay in Installments request. If you are interested in pre-approving customers for financing, we recommend your sales team follow the below steps as the sale is being finalized. 1. Provide customers with a list of required financial information, which includes: 1. Bank statements for the last 12 months, and 2. Financial statements (Income Statement and Balance Sheet) for the last 24 months, quarterly or monthly, in Excel if available 2. Connect your customer with your Alternative Payments customer success rep 3. Forward customer financial information if provided to you directly; otherwise, the customer will send financial information to the customer success rep 4. Your customer success rep will loop in the Alternative Payments underwriting team to review the financial information and ask any questions that arise. This is a light due diligence process and may involve follow-up questions over email or a quick phone call. 5. Once the diligence process is complete, the underwriting team will provide an approval or rejection 6. If approved, your customer can follow the Instructions for Submitting a Pay in Installments Request above. *** ### **Sales Team Training** Alternative Payments offers sales team training to walk your sales team through our offering and provide strategies and talking points for how to communicate Pay in Installments to customers. If you would like to set up a training session, please contact your customer success rep. To learn more, visit [www.alternativepayments.io/financing](https://www.alternativepayments.io/financing/) **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # POS **Take card payments in person. They land in the same Alternative Payments dashboard you already use.** *** Use POS to collect payment when a customer is standing in front of you. POS lets you tap, insert, or swipe a card on a terminal, and the payment shows up in your Transactions table just like your other Alternative Payments activity. {% hint style="info" %} **Availability:** POS is rolling out to eligible partners. If you do not see a **Point of sale** tab under Team Preferences, reach out to your Customer Success Manager. {% endhint %} *** ### **What you can use POS for** * **At your location.** A customer comes to your office or shop and pays on the spot. * **At your customer's location.** You take the terminal with you and collect payment on-site. Your terminal needs a Wi-Fi connection to take payments. If you are visiting a customer, you will need access to Wi-Fi at their site. *** ### **What POS does — and does not do** POS is for in-person card payments. It is not a replacement for invoicing. * POS payments appear in [Transactions](https://app.alternativepayments.io/dashboard/all-transactions) with type **Point of Sale (POS)**. * Card processing is a **3% flat rate** on every brand, with no $0.30 fee. You choose whether that 3% is passed to the customer or covered by you. * POS payments are **not** matched to invoices. * POS payments **do not sync** to your PSA or accounting software (ConnectWise, QuickBooks, HaloPSA, or others). * If you need to collect a remote payment without an invoice, use [One-Time Payments](/payments-and-invoicing/payments-and-payouts/one-time-payments-payment-requests) instead. *** ### **Where to find POS in your dashboard** **Point of sale settings** 1. **Log into your** [**Alternative Payments dashboard**](https://app.alternativepayments.io/) 2. **Open Team Preferences**\ \ From the sidebar, go to **Team Preferences**, then [**Preferences**](https://app.alternativepayments.io/dashboard/team/preferences). 3. **Open Point of sale**\ \ Select the **Point of sale** tab. This is where you see terminals linked to your account and configure POS credit card fees. When this tab is on, the old Payments tab is labeled **Online payments**. **POS payments** From the sidebar, go to **Accounts receivable** > [**Transactions**](https://app.alternativepayments.io/dashboard/all-transactions). Use the **Type** column or filter and choose **Point of Sale (POS)**. *** Need a terminal? Use the [POS Terminal Request Form](https://docs.google.com/forms/d/1P1JExgwz3IWp_z0hhrPEWN0MRYpT76P1etwU-AsV76s/viewform). Submitting the form places an order and charges your account. See [How to Request a POS Terminal](/payments-and-invoicing/pos/requesting-a-pos-terminal). *** ### **Guides**
How to Request a POS Terminal
Unboxing and First-Time Setup
Buying Receipt Paper
How to Take a POS Payment
Managing POS in Your Dashboard
POS Receipts and Reference Numbers
Cancel, Refund, and POS Payouts
POS Troubleshooting
**Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # How to Request a POS Terminal **Tell us you need a terminal. We order it, ship it to your location, and you start taking in-person payments once it arrives.** *** You do not order a terminal from inside the partner dashboard. Use the [POS Terminal Request Form](https://docs.google.com/forms/d/1P1JExgwz3IWp_z0hhrPEWN0MRYpT76P1etwU-AsV76s/viewform). Submitting that form places the hardware order and charges your account. {% hint style="warning" %} **Important:** Submitting the request form places an order and charges your account. Do not submit it unless you are ready to receive and pay for a terminal. {% endhint %} *** ### **What a terminal costs** * **$450 per terminal** * **$20 shipping per order**, not per terminal. If you order more than one terminal in the same request, shipping is still $20 for that order. *** ### **Before you request** Make sure all of the following are true: * POS is enabled on your account. If you do not see a **Point of sale** tab under [Team Preferences](https://app.alternativepayments.io/dashboard/team/preferences), contact your Customer Success Manager first. * You have a **physical street address** for delivery. PO boxes are not accepted — card networks require a street address. * The location has **Wi-Fi** the terminal can join. * You are requesting for **this location**. Each partner location is its own account, so each location needs its own request. If you have five offices, submit five requests. *** ### **How to request a terminal** 1. **Open the** [**POS Terminal Request Form**](https://docs.google.com/forms/d/1P1JExgwz3IWp_z0hhrPEWN0MRYpT76P1etwU-AsV76s/viewform)\ \ If you do not see a **Point of sale** tab yet, contact your Customer Success Manager before you submit. 2. **Fill in the location, quantity, and shipping address**\ \ Use a street address, not a PO box. Confirm the site has Wi-Fi. 3. **Submit the form**\ \ Submitting it is the purchase. We process the order and drop-ship the terminal to the address you entered. You're all set! Watch for the shipment at that address. When it arrives, follow [Unboxing and First-Time Setup](/payments-and-invoicing/pos/setting-up-your-terminal). *** ### **What happens next** * We review the request and place the hardware order. * The terminal is shipped to the street address on your request. * Once it is linked to your account, you will see it under **Team Preferences** > **Preferences** > **Point of sale** in [Your terminals](/payments-and-invoicing/pos/managing-pos-in-the-portal). {% hint style="info" %} **Note:** Delivery times vary. If a shipment is delayed, arrives damaged, or was sent to the wrong address, email . {% endhint %} **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Unboxing and First-Time Setup **Your terminal is ready to take payments after a short setup — charge it, load the paper, and connect to Wi-Fi.** *** When your POS terminal arrives, you do not need a technician. Unbox it, power it on, load the printer paper, connect to Wi-Fi, and you are ready to collect payment. *** ### **What's in the box** * The POS terminal (S1F2) * The charger that shipped with the terminal * A starter roll of printer paper The S1F2 is handheld: about 200 × 78 × 56 mm and 1.1 lb. The terminal's serial number is on the device. Once the device is linked to your account, that serial also appears under **Team Preferences** > **Preferences** > **Point of sale** in [Your terminals](/payments-and-invoicing/pos/managing-pos-in-the-portal), and on each POS payment as **Device serial number**. *** ### **Charge the terminal** Use **only the charger that came in the box**. The port looks like a standard USB-C port, but other USB-C cables will not charge the device. Charging can be slow, even with the correct cable. Plug it in overnight before a workday. A full charge lasts a full day. The battery is user-replaceable (5,840 mAh); a spare covers a full day in the field. {% hint style="warning" %} **Tip:** If the terminal will not power on after charging, do not force it. Open the battery compartment, take the battery out, seat it again, and power on. See [POS Troubleshooting](/payments-and-invoicing/pos/pos-troubleshooting-and-faq). {% endhint %} *** ### **Load the printer paper** Blank receipts are almost always a paper-loading issue, not a broken printer. 1. **Open the printer cover** on the top of the terminal. 2. **Set the roll on top of the roller.** The paper should rest on the roller. Do not thread it through the roller. 3. **Confirm the orientation.** The paper should feed so the printed side comes out cleanly. If receipts print blank, flip the roll and try again. 4. **Close the cover** and print a test receipt from the terminal. Use paper that matches the width of the roll that shipped with the terminal. A roll that is slightly too wide will crease and jam. When the starter roll runs out, see [Buying Receipt Paper](/payments-and-invoicing/pos/buying-receipt-paper). *** ### **Connect to Wi-Fi** Your terminal needs Wi-Fi to take payments. 1. Power the terminal on. 2. Open the terminal's network / Wi-Fi settings. 3. Join the Wi-Fi network at that location. 4. Wait until the terminal shows it is connected. If you take the terminal to a customer's site, you will need to join **their** Wi-Fi before you can collect payment. *** ### **Take your first payment** Once the terminal is charged, paper is loaded, and Wi-Fi is connected, you can [take a payment](/payments-and-invoicing/pos/taking-a-pos-payment). **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Buying Receipt Paper **Order 2 1/4" x 50' thermal paper when the starter roll runs out.** *** Your S1F2 ships with one starter roll. You buy replacements. A 50-pack is typical. Smaller packs are fine if the size matches. ### **The size that fits** | Check | Buy this | Do not buy | | -------------- | --------------------------------------- | -------------------- | | **Width** | 2 1/4 inches (57 mm) | 3 1/8 inches (80 mm) | | **Roll size** | 50 feet long, about 1 1/2 inches across | 85 feet or 230 feet | | **Paper type** | Thermal (no ink, no ribbon) | Bond or carbonless | {% hint style="warning" %} **Important:** A roll that is slightly too wide will crease and jam. A roll that is too thick will not let the printer lid close. {% endhint %} *** ### **Where to buy**
AmazonFastest if you need paper in a day or two.https://www.amazon.com/Gorilla-Supply-Thermal-Verifone-Ingenico/dp/B00MMHUYJ6
POS SupplyListed for the S1F2 we ship. Item T214-050.https://www.possupply.com/2-1-4-x-50-thermal-roll-paper-1-2-solid-wall-core-50-rolls-case
If the Amazon listing is out of stock, search **2 1/4 x 50 thermal paper** and skip 85' or 230' results. Any supplier is fine if the size matches. *** ### **How to load a new roll** {% stepper %} {% step %} ### Open the printer cover Pull up the cover on the top of the terminal. {% endstep %} {% step %} ### Set the roll on the roller The paper should rest **on top of the roller**. Do not thread it through the roller. {% endstep %} {% step %} ### Leave a short tail Make sure a little paper sticks out past the cover. {% endstep %} {% step %} ### Close and print a test Close the cover and print a test receipt. If the slip is blank, flip the roll and try again. {% endstep %} {% endstepper %} *** ### **If the lid will not close or receipts print blank**
The printer lid will not close The roll is too thick. Return it and order **2 1/4" x 50'**.
Receipts print blank The roll is in backwards. Flip it. The paper should sit **on top of** the roller, not through it.
*** ### **Related guides** {% content-ref url="/pages/riXHyZlwPskwSDtGluOO" %} [Unboxing and First-Time Setup](/payments-and-invoicing/pos/setting-up-your-terminal) {% endcontent-ref %} {% content-ref url="/pages/VTz2RJg8Mc0NYdwNTFZi" %} [How to Take a POS Payment](/payments-and-invoicing/pos/taking-a-pos-payment) {% endcontent-ref %} {% content-ref url="/pages/vOGdrGHraudvVCbN6xgT" %} [POS Troubleshooting](/payments-and-invoicing/pos/pos-troubleshooting-and-faq) {% endcontent-ref %} **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # How to Take a POS Payment **Tap, insert, or swipe — collect payment in person and see it in your Transactions table.** *** Enter the amount on the terminal, have the customer tap, insert, or swipe, and you are done. No invoice required. *** ### **Before you start** * The terminal is charged and powered on. * Printer paper is loaded. See [Unboxing and First-Time Setup](/payments-and-invoicing/pos/setting-up-your-terminal). If you need a new roll, see [Buying Receipt Paper](/payments-and-invoicing/pos/buying-receipt-paper). * The terminal is connected to Wi-Fi. * You know the amount you want to collect, **including tax**. The terminal does not add tax. *** ### **Collect the payment** 1. **Wake the terminal**\ \ Make sure the screen is on and the terminal shows it is connected. 2. **Enter the amount**\ \ Type the full payment amount on the terminal, **including tax**, and start the sale. The terminal does not calculate or add tax. If you pass the card fee to the customer, the terminal adds that fee and shows a message about it. Tax still has to be in the amount you typed. 3. **Have the customer pay**\ \ They can: * **Tap** the card or digital wallet on the contactless reader * **Insert** the card in the chip slot * **Swipe** the card in the magstripe reader 4. **Wait for approval**\ \ The terminal will show an approved or declined result. If the payment is approved, the printer will produce a merchant copy and a cardholder copy. Hand the cardholder copy to your customer. 5. **The payment posts to Transactions**\ \ The payment will appear in [Transactions](https://app.alternativepayments.io/dashboard/all-transactions) with type **Point of Sale (POS)**. *** ### **Which cards you can accept** POS accepts major credit and debit cards, including Visa, Mastercard, and American Express. Customers can tap, insert, or swipe. In-person card payments are priced at **3% flat** across all brands, with no $0.30 fee. If you pass fees to customers, that 3% shows on the sale. See [Managing POS in Your Dashboard](/payments-and-invoicing/pos/managing-pos-in-the-portal). {% hint style="info" %} **Note:** Some cards are issued as "online only" and will decline on swipe. If swipe fails, ask the customer to tap or insert instead. {% endhint %} You do not pick card brands per sale. If a card is declined, try another method (tap or chip) or another card. *** ### **If you need to stop a payment in progress** Tap **X** on the terminal **before** the payment is approved to cancel it. That payment will not appear in your dashboard. If the payment already approved, do not cancel it on the terminal — [issue a refund](/payments-and-invoicing/pos/pos-refunds-cancels-and-payouts) from your dashboard instead. *** ### **Where the payment shows up** POS payments are standalone. They are not attached to an invoice and they do not sync to your PSA or accounting software. To find them: 1. Log into your [Alternative Payments dashboard](https://app.alternativepayments.io/) 2. Go to **Accounts receivable** > [**Transactions**](https://app.alternativepayments.io/dashboard/all-transactions) 3. Stay on the **Payments** tab. Use the **Type** column, or open **More filters** > **Type** and check **Point of Sale (POS)** The payment details page shows **Transaction type** as Point of Sale (POS) and the **Device serial number**. For how those line up with the receipt, see [POS Receipts and Reference Numbers](/payments-and-invoicing/pos/pos-receipts-and-reference-numbers). **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Managing POS in Your Dashboard **See your terminals and set POS credit card fees on the Point of sale tab in Team Preferences.** *** You manage POS from the same partner dashboard you already use. The **Point of sale** tab is where you see terminals linked to your account and control whether in-person card fees are passed to the customer. *** ### **Open the Point of sale tab** 1. **Log into your** [**Alternative Payments dashboard**](https://app.alternativepayments.io/) 2. **Go to Team Preferences**\ \ From the sidebar, select **Team Preferences**. 3. **Open Preferences, then Point of sale**\ \ Select [**Preferences**](https://app.alternativepayments.io/dashboard/team/preferences), then the **Point of sale** tab. If you do not see **Point of sale**, it is not enabled on your account yet. Reach out to your Customer Success Manager. When the tab is on, the neighboring Payments tab is labeled **Online payments**. That tab is for invoice and portal card fees. POS fees live only on **Point of sale**. *** ### **Your terminals** The **Your terminals** list shows the devices linked to your account: terminal name, model, and serial number. * **View transactions** opens [Transactions](https://app.alternativepayments.io/dashboard/all-transactions?pageTab=Payments\&transactionTypeIn=POINT_OF_SALE) filtered to **Point of Sale (POS)**. * Serial numbers also appear on each POS payment's details page as **Device serial number**. * Need a terminal at another location? That location is a separate account. [Request another terminal](/payments-and-invoicing/pos/requesting-a-pos-terminal) with your Customer Success Manager. {% hint style="info" %} **Note:** You cannot reassign a terminal between locations from the dashboard. If a serial is on the wrong account, email . {% endhint %} *** ### **POS credit card fees** POS card payments are priced at a **3% flat rate**. There is no $0.30 per-transaction fee. That 3% applies to every card brand — Visa, Mastercard, American Express, and others. On the same tab, **POS credit card fee** is where you toggle **Pass credit card fees to customers**: * **On** — the customer pays the 3% * **Off** — you cover the 3% If you see "POS credit card fees are not configured for your account yet," POS fees have not been set up. Contact your Customer Success Manager. {% hint style="warning" %} **Fee changes are not instant on the terminal.** When you update POS fees in the dashboard, the device can take **up to 3 hours** to pick up the change. Until it does, it keeps charging the previous fee. {% endhint %} **To apply a fee change right away**, do one of the following **on the terminal** (not in the dashboard): * Open **Settings** > **Configuration** and force a refresh, or * Restart the terminal (power it off, wait a few seconds, power it back on) Either one pulls the new fee down immediately. {% hint style="info" %} **Tip:** After you change a fee, restart the terminal and run a small test payment. Check the surcharge on the receipt before you take a real customer payment. {% endhint %} *** ### **Related guides** * [How to Request a POS Terminal](/payments-and-invoicing/pos/requesting-a-pos-terminal) ([request form](https://docs.google.com/forms/d/1P1JExgwz3IWp_z0hhrPEWN0MRYpT76P1etwU-AsV76s/viewform)) * [POS Receipts and Reference Numbers](/payments-and-invoicing/pos/pos-receipts-and-reference-numbers) * [Cancel, Refund, and POS Payouts](/payments-and-invoicing/pos/pos-refunds-cancels-and-payouts) **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # POS Receipts and Reference Numbers **Every approved POS payment prints two copies. The numbers on the slip will not all match the dashboard — here's which ones to use.** *** When a POS payment is approved, the terminal prints a **merchant copy** and a **cardholder copy**. Hand the cardholder copy to your customer. Keep the merchant copy with your records. The receipt can show more than one ID. Your Alternative Payments dashboard uses different labels. Match them this way. *** ### **What you will see in the dashboard** Open the payment from [Transactions](https://app.alternativepayments.io/dashboard/all-transactions). On **Payment overview** you will see: * **Transaction type** — **Point of Sale (POS)** * **Device serial number** — the serial on the terminal that took the sale * **Payment ID** — Alternative Payments' unique identifier for the payment. Use this when you talk to our team about a refund or a dispute. * **Reference** — the reference from the sale (this is the number that lines up with the merchant reference on the receipt) {% hint style="info" %} **Note:** The receipt may also print a tender / terminal-local number (often with a prefix such as NUFT). That number is generated by the device. It will not match Payment ID. Do not use it to request a refund. {% endhint %} *** ### **Merchant copy vs. cardholder copy** | Copy | Who keeps it | What it is for | | --------------- | ------------- | -------------------------- | | Merchant copy | You | Your record of the sale | | Cardholder copy | Your customer | Their record of the charge | If the printer produces a blank slip, the paper is loaded incorrectly. Flip or reseat the roll — see [Unboxing and First-Time Setup](/payments-and-invoicing/pos/setting-up-your-terminal). *** ### **Finding the payment in your dashboard** 1. **Log into your** [**Alternative Payments dashboard**](https://app.alternativepayments.io/) 2. **Open Transactions**\ \ Go to **Accounts receivable** > [**Transactions**](https://app.alternativepayments.io/dashboard/all-transactions). Stay on the **Payments** tab. 3. **Filter to Point of Sale (POS)**\ \ Open **More filters**, choose **Type**, and check **Point of Sale (POS)**. You can also sort the **Type** column. 4. **Open the payment**\ \ Confirm **Transaction type** is Point of Sale (POS) and that **Device serial number** matches the terminal. *** ### **If you cannot find a payment** * Confirm the terminal showed **approved**, not canceled. A payment canceled with **X** on the terminal will not appear in your dashboard. See [Cancel, Refund, and POS Payouts](/payments-and-invoicing/pos/pos-refunds-cancels-and-payouts). * Search with **Payment ID** or **Reference**, not the tender number on the slip. * Allow a short delay after the sale, then refresh Transactions. **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Cancel, Refund, and POS Payouts **Stop a payment still in progress on the terminal, refund one that already went through from your dashboard, and see POS payouts in Transactions.** *** Cancel and refund are not the same thing. Cancel is for a payment that has not finished. Refund is for a payment that already approved. Getting this right keeps your Transactions table clean and your customer from being charged twice. **All refunds take 3 - 5 business days to process.** Credit card fees for refunded transactions are the responsibility of the partner, and will be added to the refund amount. You can reach out to with any questions. *** ### **Cancel a payment on the terminal** Use this when the sale is still on the terminal and has not been approved yet — wrong amount, customer changed their mind, or the card was presented by mistake. 1. Tap **X** on the terminal before the payment is approved. 2. Confirm the terminal shows the sale as canceled. 3. Do not expect that attempt to appear in your dashboard. Canceled sales are not posted as transactions. If the terminal already showed **approved**, it is too late to cancel. Issue a refund instead. *** ### **Refund a POS payment from your dashboard** POS payments are not attached to an invoice, so you refund them from the **payment**, not from an invoice page. 1. **Log into your Alternative Payments** [**Partner Dashboard**](https://app.alternativepayments.io/) 2. **Open Transactions**\ \ From the sidebar, go to **Accounts receivable**, then [**Transactions**](https://app.alternativepayments.io/dashboard/all-transactions). Stay on the **Payments** tab. Filter **Type** to **Point of Sale (POS)** if you need to narrow the list. 3. **Open the payment**\ \ Click the sale to open **Payment details**. Confirm **Transaction type** is Point of Sale (POS). See [POS Receipts and Reference Numbers](/payments-and-invoicing/pos/pos-receipts-and-reference-numbers). 4. **Refund the payment**\ \ Click **Refund payment** at the top of the page, choose a reason, and confirm. {% hint style="warning" %} **Note:** Credit card fees for refunds are incurred by the partner, and will be added to the refund amount if applicable. The original payment must have settled before a refund can be processed. {% endhint %} For invoice refunds (not POS), follow [Refund Management](/payments-and-invoicing/payments-and-payouts/refund-management). *** ### **How POS payouts work** Approved POS payments pay out through the same [Payouts](https://app.alternativepayments.io/dashboard/all-transactions?pageTab=Payouts) tab as the rest of your Alternative Payments activity. POS volume can land in its own payout batch, separate from online invoice payments and one-time payments. * In-person card payments are captured and settled together. * Open **Accounts receivable** > **Transactions** > **Payouts** to confirm the deposit. * Payout transaction IDs work the same way as your other payouts. See [Payout Transaction IDs](/payments-and-invoicing/payments-and-payouts/payout-transaction-ids). * [Accelerated Payouts](/preferences/payouts-and-billing/accelerated-payouts) (same-day or next-day) apply to POS the same way they apply to online and one-time payments. POS payments do not sync to your PSA or accounting software. Reconcile them from Transactions and your payout reports. *** ### **Quick comparison** | Action | When | Where | Shows in dashboard? | | ------ | ----------------------------------------- | ------------------------------------- | ------------------------------ | | Cancel | Before the terminal shows approved | **X** on the terminal | No | | Refund | After the payment is approved and settled | **Refund payment** on Payment details | Yes — original sale and refund | | Payout | After the sale settles | Transactions > **Payouts** | Yes | **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # POS Troubleshooting **Most POS snags are a cable, a paper roll, or a fee that has not reached the terminal yet. Here's how to fix them.** *** Work through the matching item below before you replace a terminal. If you are still stuck, email with the terminal serial number and a short description of what you see. ***
I do not see a Point of sale tab The **Point of sale** tab lives under **Team Preferences** > [**Preferences**](https://app.alternativepayments.io/dashboard/team/preferences), not under Accounts receivable. If it still is not there, POS is not enabled on your account yet. Reach out to your Customer Success Manager.
The terminal will not power on Charge it with **the cable that shipped in the box**. Other USB-C cables will not work, even if they fit. If it still will not turn on after charging: 1. Power the terminal off. 2. Open the battery compartment. 3. Take the battery out, then seat it firmly again. 4. Close the compartment and power on. Do not force the device or tap it against a hard surface. A reseated battery fixes most "dead" terminals.
The terminal will not charge Use only the charger that came with the terminal. The port looks like USB-C, but a laptop or phone cable will not charge it. Charging is slow even with the correct cable. Leave it plugged in before a shift rather than expecting a quick top-up.
How long does the battery last? The battery is user-replaceable (5,840 mAh). Charge it overnight and it lasts a full day. A spare battery covers a full day in the field.
Receipts are blank, creased, or will not print This is almost always the paper roll. * The roll should **rest on top of the roller**, not be threaded through it. * If the slip is blank, flip the roll and try again. * If the paper creases, the roll is too wide. Use paper that matches the roll that shipped with the terminal. See [Buying Receipt Paper](/payments-and-invoicing/pos/buying-receipt-paper). Step-by-step loading is in [Unboxing and First-Time Setup](/payments-and-invoicing/pos/setting-up-your-terminal).
The terminal will not join Wi-Fi POS needs a Wi-Fi connection to take payments. * Confirm you are using the network for **this location**. * If you are at a customer's site, join **their** Wi-Fi. The terminal does not keep your office network when you leave. * Restart the terminal and try again. Alternative Payments cannot troubleshoot a customer's network. If the site Wi-Fi is the problem, work with the local IT contact, then retry.
The surcharge on the terminal does not match my dashboard You change POS fees on **Team Preferences** > **Preferences** > **Point of sale**. The terminal can take **up to 3 hours** to pick up the change. During that window it keeps the old rate. To apply the new fee now, on the **terminal**: * Open **Settings** > **Configuration** and force a refresh, or * Restart the terminal. Then run a small test payment and check the receipt. Details are in [Managing POS in Your Dashboard](/payments-and-invoicing/pos/managing-pos-in-the-portal).
American Express is declining If every Amex tap, insert, and swipe declines, email with the terminal serial number so we can check the store configuration.
Swipe declined, but tap or chip worked Some cards are issued as "online only" and will decline on swipe. Ask the customer to tap or insert. This is the card, not your terminal.
I cannot find the payment in my dashboard * Go to **Accounts receivable** > [**Transactions**](https://app.alternativepayments.io/dashboard/all-transactions), **Payments** tab. Filter **Type** to **Point of Sale (POS)**. * On the payment, use **Payment ID** and **Reference**, not the tender number on the receipt. See [POS Receipts and Reference Numbers](/payments-and-invoicing/pos/pos-receipts-and-reference-numbers). * If you tapped **X** before the sale approved, that attempt is a cancel and will not appear. See [Cancel, Refund, and POS Payouts](/payments-and-invoicing/pos/pos-refunds-cancels-and-payouts).
A terminal is listed against the wrong account You cannot reassign hardware from the dashboard. Email with the serial number. Do not submit a new paid request just to move an existing terminal.
*** ### **Still need help?** Include the terminal **serial number**, the **Payment ID** (if the issue is a specific payment), and what you already tried. **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Email Notifications & Reminders
Automatic Email Notifications
Automated Invoice Summaries
Creating Custom Email Templates
Tracking Email Notifications
Create Email Audiences
One-Off Email
# Automatic Email Notifications **Automatic email reminders help customers pay invoices on time and save you from sending manual notifications.** *** Easily automate your emails and improve collections with invoice summaries and invoice reminders. **Set up automatic email notifications in 4 easy steps:** {% stepper %} {% step %} Go into Automations {% endstep %} {% step %} Select [Email Notifications](https://app.alternativepayments.io/dashboard/email-notifications) {% endstep %} {% step %} Add Your Notifications (Invoice summaries & Invoice reminders) {% endstep %} {% step %} Add Customer Exclusions {% endstep %} {% endstepper %} *** ## Invoice Summaries Email your customers comprehensive invoice summaries to highlight all outstanding invoices. This serves as a gentle reminder, ensuring timely payments for the services you've delivered. The fastest way to set one up is with Alti. Alti walks you through each choice, then asks you to confirm before anything is saved. #### Set up a summary with Alti 1. **Go to Automations**\ \ In the Partner Dashboard, select **Automations > Email notifications** from the side menu, then open the **Invoice summaries** tab. 2. **Select New summary**\ \ Select **New summary** to open the Alti panel and start configuring automatic email summaries.
3. **Choose a template**\ \ Alti shows your email templates as cards, along with how many summaries each one is used in. Select Preview to check a template's content, or Use to pick it. You can also select Create a new template.
4. **Choose how often it sends**\ \ Once your template is selected, Alti asks how often the summary should send. Select **Monthly** or **Weekly**. Then choose which day it sends from the options presented. You can also type a different day into the answer box and select **Send**.
5. **Choose your audience**\ \ In the **Who should get it?** card, select **All customers with open invoices**, **Customers with a tag**, or **Specific customers**. You can also type your answer and select **Send**.
6. **Review and save**\ \ Alti shows a **Save this summary?** card with the audience, template, and cadence, including the send time. Select **Save** to create it, or **Deny** to cancel.
#### Set up a summary manually Prefer to configure a summary yourself? You can get to the manual setup from the Alti panel. * Select **New summary**. The Alti panel opens on the right. * Select **Set up summary manually** in the Alti panel.
* The **New summary** page opens, where you can set up your summary as usual.
Now you're all set up to send automatic invoice summaries! *** ## Invoice Reminders Invoice reminders email your customers automatically based on each invoice's due date or creation date. The fastest way to set one up is with Alti: select **New reminder** and Alti walks you through each choice, then asks you to confirm before anything is saved. #### Set up a reminder with Alti 1. **Go to Automations**\ \ In the Partner Dashboard, select **Automations > Email notifications** from the side menu, then open the **Invoice summaries** tab. 2. **Select New reminder**\ \ Select **New reminder** to open the Alti panel and start configuring automatic email reminders.
3. **Choose a template**\ \ Alti shows your email templates as cards. Select **Preview** to check a template's content, or **Use** to pick it. You can also create a new template from here.
4. **Choose when it sends**\ \ In the **When should it send?** card, select a timing, such as **When the invoice is created**, **7 days before the due date**, **3 days before the due date**, or **On the due date**. If you want a timing that isn't listed, type it into the answer box instead, for example "10 days after the due date."
{% hint style="success" %} **Note**: As best practice, we recommend you set reminders for: * On due date * 3 days before due date * 7 days after due date (and optionally 15, 30, and 45 days) {% endhint %} 5. **Choose your audience**\ \ In the **Who should get it?** card, select **All customers**, **Customers with a tag**, or **Specific customers**. You can also type your answer and select **Send**.
6. **Review and save**\ \ Alti shows a **Save this reminder?** card summarizing who the reminder reaches, its timing, and the template it uses. Select **Save** to create it, or **Deny** to cancel.
#### Set up a reminder manually Prefer to configure a reminder yourself? You can get to the manual setup from the Alti panel. * Select **New reminder**. The Alti panel opens on the right. * Select **Set up reminder manually** in the Alti panel.
* The manual reminder configuration page opens, where you can set up your reminder as usual.
Now you're all set up to send automatic email notifications. For questions, use the chat icon at the bottom right of the Partner Dashboard. *** ## Add customer exclusions If you want to exclude any customers from automatic email notifications, use the **Exception List** option. These steps apply to both invoice summaries and invoice reminders. Select **Choose Customers**, filter for the customers you want, and select the checkboxes next to the company names. You can also **Select All** or **Clear Selection**. Confirm with the **Select x customers** button when you are ready.
*** ## Send Reminder In addition to automatic reminders, you can send a one-off reminder manually from the Invoices page — either for a single invoice or for multiple invoices at once using the bulk selection bar. ### Choosing a template When you click **Send reminder** (single or bulk) next to an invoice, a dialog opens with a **Templates** carousel and a live **Preview** pane below it. The carousel shows: * **Default** — the built-in system reminder template, always listed first and pre-selected. * **Your Reminder templates** — any Reminder-type templates you have created, with favourites listed first, followed by the rest in alphabetical order. The **Preview** pane updates as you move through the carousel, showing the **From**, **To**, **Subject**, and body of the selected template exactly as your customer will receive it. If you do not change the selection, the **Default** template is sent — behaviour is identical to before this dialog was introduced. {% hint style="info" %} Only **Reminder-type** templates appear in the carousel. Templates of other types, and any templates not owned by your account, are not available for selection. {% endhint %} ### Managing your templates from the dialog A **Manage** link in the dialog header opens the [Invoice reminders](https://app.alternativepayments.io/dashboard/email-notifications?pageTab=reminders) page in a new tab so you can create or edit templates without losing your place in the send flow. ### Sending the reminder Once you have selected a template (or left **Default** selected), click **Confirm** (single invoice) or **Send to *****N***** invoices** (bulk) to dispatch the reminder immediately. {% hint style="success" %} **Multi-entity tip:** If you manage multiple client companies, use a custom Reminder template that addresses the client by company name. This removes the need to send reminders from a personal inbox and keeps all outbound communication under your branded sending domain. {% endhint %} *** ## Email Sending Domain Invoice notification emails are sent from one of two addresses, depending on whether your account has a custom email domain configured: * **Custom email domain configured:** Notifications are sent from your custom sending address (for example, `billing@yourcompany.com`). This keeps your brand front and center in your customers' inboxes and helps with deliverability. * **No custom email domain:** Notifications are sent from Alternative Payments' default email address on your behalf. ### Setting up a custom email domain Custom email domain configuration requires DNS verification (DKIM and return-path records) and is set up by the Alternative Payments team. To get started, contact your Customer Success Manager or email . For more context on white-labeling and branding options, see [White-labeling your Payments Portal](/getting-started/account-set-up-and-configuration/white-labeling-your-payments-portal). ### Confirming which domain is active Once your custom email domain is configured and verified, confirm the from-address used on sent notifications in your [Email Activity](https://app.alternativepayments.io/dashboard/email-activity) log. Each entry shows the sending address used for that notification. For a full walkthrough, see [Tracking Email Notifications](/automations/email-notifications-and-reminders/tracking-email-notifications). *** ## Limitations ### File Attachments in Email Notifications Attaching files — such as worksheets, PDFs, or other supporting documents — to AP invoice reminder or summary emails is not currently supported. Only the invoice itself is included in the email notification. **Recommended workaround:** If you need to send a worksheet or other attachment alongside an invoice, use this two-step approach: 1. **Send the first invoice email through QuickBooks Online.** In your QuickBooks Online email template, include both the file attachment and your AP custom billing link (the unique URL from your Alternative Payments account that takes customers directly to your payment portal). This ensures the customer receives the attachment and can still pay through AP. 2. **Use AP for all subsequent reminders.** Once the initial email has gone out via QuickBooks Online, configure remaining reminders in Alternative Payments as normal. AP continues automated follow-ups with the billing link included. To find your custom billing link, see [Custom Billing Links](/getting-started/account-set-up-and-configuration/custom-billing-links). {% hint style="info" %} **Note:** An API-based approach to including attachments may be possible for partners with custom integrations, but this is not an officially supported workflow. Contact your customer success representative for guidance. {% endhint %} *** {% hint style="info" %} **Note:** Invoices enrolled in Auto-Pay are marked with an Auto-Pay icon in the Invoice Reminder email. {% endhint %}
Invoice reminder email showing the Auto-Pay icon on enrolled invoices
**Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Automated Invoice Summaries Invoice summaries are sent to your customers by email and include an overview of all their outstanding invoices. The goal is to remind customers about their outstanding invoices to ensure you are paid for the products and services you have provided and improve your collection rates. To create invoice email summaries for any outstanding invoices, follow these simple steps: {% hint style="warning" %} **Important:** Invoice summaries and reminders are only sent when a customer has an outstanding balance. If a customer's balance is zero, no summary or reminder email will be sent — there are no outstanding invoices to display. {% endhint %} *** 1. Log in to your [Alternative Payments Dashboard](https://app.alternativepayments.io/). 2. Click on Automations and then [Email Notifications](https://app.alternativepayments.io/dashboard/email-notifications). 3. Select the [Invoice Summaries](https://app.alternativepayments.io/dashboard/email-notifications?pageTab=summaries) option. 4. Click on [+ New summary](https://app.alternativepayments.io/dashboard/email-notifications/new-summary). 5. Choose the frequency at which you want the invoice summaries to be sent. 6. Set the starting date of your invoice summaries and either use the Default template or [create a new template](/automations/email-notifications-and-reminders/creating-custom-email-templates). 7. That's it! You're all set with your invoice summary. Feel free to add any exceptions. *** {% hint style="info" %} **Note:** Invoices enrolled in Auto-Pay are marked with an Auto-Pay icon in the Invoice Summary Email {% endhint %}
**Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Creating Custom Email Templates **Add custom text to your invoice summaries and reminders to make your invoices an extension of your brand.** *** Creating **custom email templates** for your **invoice summaries** and **reminders** allows you to enhance the white-labeling experience and ensures that every communication with your customers reflects your unique company identity. Follow the steps below to provide your customers with a fully-branded payment experience: *** ### **Invoice Summaries** 1\. From your Alternative Payments Dashboard, navigate to the Automation section: * Select the [**"Email notifications"**](https://app.alternativepayments.io/dashboard/email-notifications) option. * You will see two tabs: "Invoice summaries" and "Invoice reminders." Click on the [**"Invoice summaries"**](https://app.alternativepayments.io/dashboard/email-notifications?pageTab=summaries) tab.
2\. In the "Invoice summaries" tab, click on [**"+ New summary"**](https://app.alternativepayments.io/dashboard/email-notifications/new-summary) to create a new email summary rule.
3\. In the **"New summary"** section, select the frequency for the email summaries. This can be daily, weekly, or monthly depending on your preference. 4\. Select the start date for when the email summaries should begin.
5\. Under the **"Email template**" section, you can either select the default template or create a new template. * If you select to use the **"Create a new template"** option, you will have the option to customize the template name, subject, heading, main text and secondary text.
6\. After configuring the summary rule and selecting an email template, save your settings. 7\. You can manage any exceptions by clicking on the **"+ Exception list"** button. *** ### **Invoice Reminders** Click on [**"Invoice reminders"**](https://app.alternativepayments.io/dashboard/email-notifications?pageTab=reminders) and follow the same instructions as above to customize your reminders.
You're all set to send out custom email summaries and reminders for your customer's invoices!\ If you need any additional information or further customization, feel free to reach out to . *** ### **Reminder Templates** Reminder templates you create here are also available when you send a manual reminder from the Invoices view — so you can choose the right message for each situation without leaving your workflow. #### Using Reminder templates in the Send reminder dialog When you click **Send reminder** on a single invoice, or select multiple invoices and click **Send reminder** in the bulk action bar, a dialog opens with a **Templates** carousel and a live **Preview** pane. **How the carousel works:** * The **Default** card is always present and pre-selected. If you confirm without changing the selection, the reminder is sent using the system default template — exactly the same behaviour as before this feature was introduced. * Your saved Reminder-type templates appear alongside the Default card, with favourited templates listed first, followed by the rest in alphabetical order. * Use the **‹** and **›** arrows to scroll through the carousel if you have more templates than fit on screen. * Only templates you own that are classified as the **Reminder** type are shown. Templates of other types (for example, Invoice Summary templates) do not appear in this picker. **Live preview:** Selecting any card immediately updates the **Preview** pane below the carousel, showing a mock email client with the **From**, **To**, **Subject**, and body of the chosen template. This lets you confirm the content before sending. Scrolling down inside the preview collapses the header to give you more room to read the email body; scrolling back up restores it. **Sending:** Once you have chosen a template, click **Confirm** (single invoice) or **Send to *****N***** invoices** (bulk) in the dialog footer. The reminder is sent immediately after you confirm. #### Jumping to this page from the dialog Inside the Send reminder dialog, a **Manage** link appears next to the **Templates** section label. Clicking it opens the [Email notifications → Invoice reminders](https://app.alternativepayments.io/dashboard/email-notifications?pageTab=reminders) page in a new tab so you can create or edit templates without losing your place in the send flow. *** ### **Troubleshooting** #### New custom invoice reminder template not appearing in the platform After creating a new custom invoice reminder template, it may take up to **10–15 minutes** for the template to become visible in the platform. This is a known propagation delay that can affect newly saved templates. {% hint style="warning" %} **Hard refresh does not resolve this delay.** Pressing Ctrl+F5 (Windows) or Cmd+Shift+R (Mac) will not make the template appear sooner. {% endhint %} **Workaround:** If your newly created template is not visible after saving, follow these steps: 1. Log out of the Alternative Payments Dashboard. 2. Wait a few minutes. 3. Log back in — your new template should now appear. {% hint style="info" %} **Note:** This delay has been patched. However, if you encounter template visibility issues after creating a new custom reminder template, the log-out/log-in workaround above will resolve it. If the problem persists, contact . {% endhint %} *** **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Tracking Email Notifications **Here’s how you can keep track of the emails that are sent out from Alternative Payments to your customers in your partner dashboard.** *** The Email Activity tab allows you to view the status of all emails sent through Alternative Payments including: * The date the email was sent * The user who received the email * The subject of the email * The status of the email There are three ways to access the Email Activity tab from within your partner dashboard: 1. Email Activity main page 2. Email Activity within Invoices 3. Email Activity within Customer Profile *** ### **Email Activity in the sidebar menu** From your dashboard, navigate to the side menu and select [Email Activity](https://app.alternativepayments.io/dashboard/email-activity).
From here, you can easily view the email notification history of all customers with the email address associated with their customer profile within the Alternative Payments system. Additionally, you can enter in the email address to search for a specific user’s email notification history.
You can also filter by date sent, status, customer and invoice number by selecting the filtering icon
*** ### **Email Activity within Invoices** * Go to Accounts Receivables and select [Invoices](https://app.alternativepayments.io/dashboard/invoices) from your side menu * Select the ellipses beside the invoice you wish to see the email activity and click "See details” * Scroll down to see the Email activity tab.
*** ### **Email Activity within Customer Profile** Within “[Customers](https://app.alternativepayments.io/dashboard/customers),” click into any customer name to view their profile page.
Select “Email Activity” to view all emails sent by our system to your customer
*** ### **Email Statuses** The following email statuses are available: * **Delivered** -- The email was successfully delivered to the recipient's mail server * **Opened** -- The recipient opened the email * **Pending** -- The email is queued and has not yet been sent * **Bounced** -- The email could not be delivered to the recipient's address * **Blocked** -- The email was blocked by the recipient's mail server or spam filter * **Failed** -- The email failed to send due to a system or configuration error

Want to learn more about managing your emails in Alternative Payments? Check out these helpful articles:

[How to create automatic email invoice reminders to save time and increase collections](/automations/email-notifications-and-reminders/automatic-email-notifications) [Creating Invoice Email Summaries: A Step-by-Step Guide](/automations/email-notifications-and-reminders/automated-invoice-summaries) You're all set! 🎉 **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Create Email Audiences Here’s how you can target reminders to specific audiences only to ensure your messages stay relevant and your customers receive the right communication at the right time. You can now target reminder emails to specific audiences for more relevant communication. Send reminders only to customers with past-due invoices, create separate cadences for recurring or high-value clients, and exclude those you manage manually. Use customer tags to group customers by payment habits, industries, or billing frequency to keep reminders focused and effective. *** 1. Create your [email summary or reminder](https://help.alternativepayments.io/automations/email-notifications-and-reminders/automatic-email-notifications). 2. Toggle off "Send to all customers." 3. Select to send by [tag](https://help.alternativepayments.io/payments-and-invoicing/managing-customers/create-customer-tags) or customers to select the specific customers to send this notification to.
You're all set! 🎉 # One-Off Email **Send a custom, one-time email to specific customers or groups — outside your automated reminder and summary flows.** *** ## What is a one-off email template? A **one-off email template** is a reusable message you write once and then send to a specific audience on demand or at a scheduled date and time. It is separate from your automated invoice reminder and invoice summary rules, which run on a recurring schedule for your full customer base. Use one-off emails when you need to communicate something that falls outside your normal billing cadence — for example, a service announcement, a payment plan update, or a follow-up for a specific group of customers. | | One-off email template | Automated reminder / summary template | | -------------- | ------------------------------------------------------ | ------------------------------------------------------------------------ | | **Trigger** | You choose when to send it | Fires automatically based on invoice due date or creation date | | **Audience** | You pick specific customers or tags each time you send | Applies to all customers (with optional exclusions) | | **Recurrence** | Single send (or scheduled once) | Repeats on the cadence you configure | | **Found in** | **Email notifications → One-off emails** tab | **Email notifications → Invoice reminders** or **Invoice summaries** tab | *** ## Required permission The **One-off emails** tab is only visible to users with the `InvoiceRemind` permission. If you do not see the tab, contact your account administrator to confirm your user role has this permission enabled. *** ## How to create a one-off email template 1. In the Partner Dashboard, go to **Automations →** [**Email notifications**](https://app.alternativepayments.io/dashboard/email-notifications). 2. Click the **One-off emails** tab. If the tab is not visible, see the permission note above. 3. Click **New email** (the button with the mail icon in the top-right of the One-off emails section). 4. On the template picker screen, you can either: * Select a **ready-made model template** and click **Use** to pre-populate the form, or * Click **Create a one-off template** on the blank card to start from scratch. 5. Fill in the template fields: * **Template name** — an internal label for this template (e.g., `"Important update about your account"`). * **Subject** — the email subject line your customers will see (up to 100 characters). You can insert dynamic variables such as customer name using the mention picker. * **Email content** — the body of the email (up to 3,000 characters), written in the rich-text editor. 6. A live **preview** panel on the right updates as you type so you can see how the email will look to recipients. 7. When you are satisfied, click one of the two action buttons at the bottom of the page: * **Save template** — saves the template and returns you to the **One-off emails** tab without sending. * **Choose audience** — saves the template and immediately moves you to the audience step so you can send or schedule the email right away. *** ## Where to find a template after saving After you click **Save template**, you are returned to **Email notifications → One-off emails** tab. Your saved template is not stored as a standalone library entry on this page — instead, it is available as a selectable template the next time you click **New email** and reach the template picker. Previously saved one-off templates appear as cards alongside the model templates and the blank "Create a one-off template" card. > **Tip:** If you saved a template and do not see it on the picker screen, try logging out and logging back in. A propagation delay of up to 10–15 minutes can affect newly saved templates in some cases (see [Troubleshooting](#troubleshooting) below). *** ## How to send or schedule a one-off email Whether you clicked **Choose audience** during template creation or you are starting from the **New email** button and selecting an existing template, the sending flow has three steps: ### Step 1 — Pick a template From **Email notifications → One-off emails**, click **New email**. Select the template you want to use and click **Use**. ### Step 2 — Select audience and send time On the **Select audience** screen, choose who receives the email: * **By tag** — select one or more customer tags to target a group. * **By customer** — select individual customers from the list. You can also add **CC** and **BCC** recipients for additional visibility. Under **Select send time**, choose when the email goes out: * **Send immediately** — the email is dispatched as soon as you confirm on the review screen. * **Schedule for later** — pick a date, hour, and timezone. The email is queued and appears in the **Scheduled emails** table on the **One-off emails** tab until it is sent. Click **Review** when your audience and send time are set. ### Step 3 — Review and confirm The review screen shows a summary of the template, audience, and send time. Confirm to send or schedule the email. * If you chose **Send immediately**, the email is sent and you are returned to the **One-off emails** tab. * If you chose **Schedule for later**, the email appears in the **Scheduled emails** table with columns for **Created on**, **Template name**, **Send time**, and **Applies to**. *** ## Managing scheduled emails Scheduled one-off emails that have not yet been sent appear in the **Scheduled emails** table on the **One-off emails** tab. Use the actions menu (⋮) on any row to: | Action | What it does | | ------------ | -------------------------------------------------------------------------------------------------------------------------- | | **Send now** | Sends the email immediately and removes it from the schedule. You will be asked to confirm before the email is dispatched. | | **Preview** | Opens a preview of the email template without sending. | | **Edit** | Opens the template and audience editor so you can change the content, audience, or send time before it goes out. | | **Delete** | Permanently deletes the scheduled email. This action cannot be undone. | *** ## Editing and deleting one-off templates ### Editing a template before sending If you have not yet sent or scheduled an email, click **New email**, find your template card on the picker screen, and click **Use** to open it in the editor. Make your changes and click **Save template** or **Choose audience**. ### Editing a scheduled email To change the content, audience, or send time of an email that is already scheduled, find it in the **Scheduled emails** table and select **Edit** from the actions menu (⋮). This opens the full template and audience editor. Save your changes to update the scheduled email. ### Deleting a scheduled email To remove a scheduled email before it sends, select **Delete** from the actions menu (⋮) in the **Scheduled emails** table. Confirm the deletion in the dialog. This permanently removes the scheduled email and it cannot be recovered. > **Note:** Deleting a scheduled email does not delete the underlying template. The template remains available on the picker screen for future use. *** ## Troubleshooting ### Template not appearing after creation After saving a new one-off template, it may take up to **10–15 minutes** for the template to appear on the picker screen. This is a known propagation delay. {% hint style="warning" %} **A hard refresh does not resolve this delay.** Pressing Ctrl+F5 (Windows) or Cmd+Shift+R (Mac) will not make the template appear sooner. {% endhint %} **Workaround:** 1. Log out of the Alternative Payments Dashboard. 2. Wait a few minutes. 3. Log back in — your template should now appear on the picker screen. If the template still does not appear after logging back in, contact . ### One-off emails tab not visible The **One-off emails** tab only appears for users with the `InvoiceRemind` permission. If you cannot see the tab, ask your account administrator to review your user permissions. ### Scheduled email not in the table If you scheduled an email but it does not appear in the **Scheduled emails** table, try refreshing the page. If it still does not appear, log out and log back in. If the problem persists, contact . *** **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Setting up Auto-Pay
Setting up Auto-Pay
Billing Terms Auto-Pay Rules
Auto-Pay Permissions
Invoice Creation Date Auto-Pay Rules
Agreements-Based Auto-pay Rules
# Setting up Auto-Pay **Learn about auto-pay and how to set up custom rules for your customers to simplify their payment experience and automate your payments.** *** Auto-pay is a feature offered by Alternative Payments that allows your customers to automatically pay their bills or make recurring payments without manual intervention. As a partner, you can set up auto-pay rules for all customers or create customer-specific rules. There two dedicated sections available to configure your auto-pay rules: *** **Customers** {% stepper %} {% step %} Log into your Alternative Payments [Partner Dashboard](https://app.alternativepayments.io/) {% endstep %} {% step %} Navigate to [Customers](https://app.alternativepayments.io/dashboard/customers) {% endstep %} {% step %} Select the ellipses on the applicable customer and edit {% endstep %} {% step %} Add your rules {% endstep %} {% step %} You're all set! {% endstep %} {% endstepper %} **Automations** {% stepper %} {% step %} Log into your Alternative Payments [Partner Dashboard](https://app.alternativepayments.io/) {% endstep %} {% step %} Navigate to Automations then [Auto-pay rules](https://app.alternativepayments.io/dashboard/autopay-rules) {% endstep %} {% step %} Add your rules {% endstep %} {% step %} You're all set! {% endstep %} {% endstepper %} {% hint style="info" %} Note: We recommend configuring auto-pay rules to be customer-specific. An auto-pay rule will only work if the customer has a payment method on file. A new or updated rule becomes active as soon as you save it, and affected invoices are marked **On Auto-Pay** right away. The first charge attempt happens on the next nightly processing cycle, which runs at approximately 7:00 AM UTC (2:00 to 3:00 AM US Eastern), not at the moment you save. {% endhint %} {% hint style="warning" %} **Before you go live:** Auto-Pay rules apply to invoices that already exist, not only to new ones. When you switch your account from Setup Mode to Live Mode, every outstanding invoice that already meets a rule's conditions will be charged on the next nightly processing cycle. Review your rules and exclude any historical invoices you do not want charged before you use the [Go Live](/getting-started/5-best-practices-to-set-up-your-account/setup-mode) toggle, because switching to Live Mode is a one-time action that cannot be reversed. {% endhint %} ## **Customers** 1. **Log into your Alternative Payments** [**Partner Dashboard**](https://app.alternativepayments.io/) 2. Navigate to [Customers](https://app.alternativepayments.io/dashboard/customers)\ \ From the sidebar, select Customers then All Customers.
3. **Click into any customer profile**\ \ To add an auto-pay rule for a specific customer, click the hyperlinked customer profile name to see their profile page.
4. **Add your rules**\ \ Scroll down to the Auto-pay rules section and select '+Add a new rule.'
By default, the Days past due and Customer conditions will be selected. If you save this rule, this means that the customer will be charged for all their invoices on the due date. You can also choose to update the Days past due condition and also set it based on Days before due and Days past creation. You can add additional conditions based on recurring invoices/agreements and the outstanding amount. Click 'Confirm' to save the rule for the customer. {% hint style="info" %} **Note:** 0 days past due means the customer will be charge on the invoice due date for all their invoices. {% endhint %}
*** ## **Automations** 1. **Log into your Alternative Payments** [**Partner Dashboard**](https://app.alternativepayments.io/) 2. **Navigate to Automations**\ \ From the sidebar, select Automations then [Auto-pay rules](https://app.alternativepayments.io/dashboard/autopay-rules) and click on '[Create new](https://app.alternativepayments.io/dashboard/autopay-rules/new)'.
3. **Add your rules**\ \ Create a condition by which you would like all customers or specific customers to be charged. The rule options are days past due, days before due, days past creation, agreements, amount and based on customer.
4. **Review the new rule** \ Review the details of the new rule, including the affected customers and invoice. You can exclude specific invoices from autopay if needed.
**You're all set!** Click **Create rule** to save the auto-pay rule. *** ## Customer Tags 1. **Log into your Alternative Payments** [**Partner Dashboard**](https://app.alternativepayments.io/) 2. **Navigate to Automations** From the sidebar, select Automations then [Auto-pay rules](https://app.alternativepayments.io/dashboard/autopay-rules) and click on 'Customer tags', then '[Create new](https://app.alternativepayments.io/dashboard/autopay-rules/new)'
3. **Select customer tag(s), and Add your rule** Select the customer tags that you would like to apply the rule on. Create a condition by which you would like all customers with this tag to be charged. The rule options are days past due, days before due, days past creation, agreements, and amount.
4. **Review the new rule** Review the details of the new rule, including the affected customers and invoice. You can exclude specific invoices from autopay if needed.
That's it! Enjoy payments being received on time and reduce time spent managing collections. {% hint style="info" %} **Tip**: Auto-Pay rules follow **AND/OR** logic. Within a single rule, **all** conditions must be met for auto-pay to trigger (**AND logic**). If you have multiple rules, the system checks each one separately and will trigger auto-pay if at least one rule meets **all** of its conditions (**OR logic**). This means auto-pay won't trigger if only some conditions of a rule are met, but as long as one rule is fully met, auto-pay will be triggered. {% endhint %} *** ## ACH Payment Processing Timeline When auto-pay triggers an ACH payment, the transaction moves through a multi-day clearing process governed by the ACH network. Understanding this timeline helps you interpret payment statuses in the Partner Dashboard and set accurate expectations with your customers. ### The ACH lifecycle ACH payments follow a standard three-business-day clearing window: | Day | What happens | | ------- | ---------------------------------------------------------------------------------------------------------------------------------------------------- | | **T+0** | The transaction is initiated and submitted to the ACH network. The payment status in the dashboard moves to **Processing**. | | **T+1** | Funds are pulled from the customer's bank account. | | **T+3** | The bank-initiated chargeback window passes and the transaction clears. The payment status updates from **Processing** to reflect the final outcome. | A payment showing a **Processing** status for up to three business days is expected behavior — it does not indicate a stuck or failed payment. {% hint style="info" %} **Note:** Weekends and federal holidays do not count as business days. An ACH payment initiated on the last business day before a holiday will not begin its T+1 funds pull until the next business day. {% endhint %} ### Partner payout timing Partner payout timing is separate from — and in addition to — the ACH clearing timeline above. Once a transaction clears, partners receive funds in their bank account according to their individual payout agreement with Alternative Payments: T+1, T+2, or T+3 from the point of clearing. If you are unsure of your payout terms, contact your Alternative Payments account manager. ### Returned or held debits Once an ACH debit has been transmitted to the ACH network, Alternative Payments cannot resubmit that same debit request. * **If a receiving bank holds the debit** (for example, for manual authorization), the clearing timeline continues as normal. No action is required. * **If a receiving bank returns the debit** (a formal ACH return), the transaction will reflect a failed or chargeback status in the dashboard. The original debit cannot be resubmitted. To collect payment, the partner must initiate a new payment attempt through the Partner Dashboard. Alternative Payments must wait for any potential chargeback to be resolved before a retry can be considered. {% hint style="info" %} **Note:** A bank return is different from a bank hold. A return is a formal rejection by the receiving bank that closes the original transaction. A hold is a temporary delay that does not change the clearing timeframe. {% endhint %} *** ## How Payouts Work with Auto-Pay When a payment is processed through auto-pay — whether for an invoice charge or a one-time payment (OTP) — a payout is scheduled once the payment succeeds. In most cases this works seamlessly, but there is one scenario partners should be aware of: **capture reversals**. ### Capture reversals and automatic payout cancellation A capture reversal occurs when a card network or processor reverses a payment capture that was initially accepted. This is distinct from a standard decline (where the payment never succeeds) or a chargeback (which is a customer dispute). A capture reversal means the funds that appeared to have settled are returned by the network before they reach your payout. When this happens, Alternative Payments automatically cancels the pending payout tied to that payment before it is disbursed. **You will not receive funds for a payment whose capture has been reversed.** No action is required from you — the pullback happens automatically. The payment will appear as **Failed** in your payments list in the Partner Dashboard, consistent with how other declined payments are displayed. This applies to both invoice charges and one-time payments processed through auto-pay or manual charge. {% hint style="info" %} **Note:** The automatic payout cancellation only applies to payouts that have not yet been disbursed. If a payout has already been sent to your bank account, a capture reversal will not claw it back — Alternative Payments handles that reconciliation separately. {% endhint %} ### What to expect | Scenario | What you see in the dashboard | Payout outcome | | -------------------------------------------- | ----------------------------- | ----------------------------------------------------------- | | Payment captured and settled normally | **Paid** | Payout disbursed per your payout terms | | Payment capture reversed by the card network | **Failed** | Pending payout automatically cancelled — no funds disbursed | | Payment declined at authorisation | **Failed** | No payout was ever scheduled | *** ## Auto-Pay Reminder Emails Customers enrolled in auto-pay still receive invoice reminder emails, but those reminders are written for someone who does not need to do anything. The reminder confirms that the invoice is already scheduled to be charged, so a customer who skims it does not pay a second time by hand. ### What the reminder says An auto-pay reminder leads with the fact that no manual payment is needed, then states when the invoice will be charged and which payment method will be used: > You're enrolled in autopay, so no manual payment is needed. This invoice is scheduled to be paid automatically on {date} using your saved payment method ending in {last4}. The last four digits shown are the payment method auto-pay will actually charge. If a specific payment method is pinned to the auto-pay rule, that method takes priority over the customer's default method, and the reminder reflects the pinned one. When the method cannot be resolved, the reminder reads "using your saved payment method" instead of showing digits that might be wrong. ### The call-to-action button On auto-pay reminders, the main button is **Review payment method**. The standard **View & Pay Invoice** button is deliberately absent: shown next to a due date, it led customers who were already enrolled in auto-pay to pay their invoice by hand, which risks a duplicate payment. Reminders for invoices that are not covered by auto-pay are unchanged and still carry the standard pay button. {% hint style="info" %} **Note:** This copy lives in the shared reminder templates, so it applies to your account automatically. No configuration is required on your side. {% endhint %} *** ## Payment Method Expiry Notifications Automatic credit card expiry notifications to customers are not yet available as a native feature in Alternative Payments (as of June 2026). A dedicated feature — scheduled expiry reminder emails sent directly to customers when their card is about to expire — is actively in development. In the meantime, partners can use [**Alti**](/alti/alti) to set up a workaround that achieves a similar result today. ### Workaround: Scheduled Routine via Alti Alti can run a recurring report that tells you which customers have a card about to expire, so you know who to chase and when. To set one up: 1. **Open Alti** from your [Partner Dashboard](https://app.alternativepayments.io/). 2. **Ask for the list**, for example "which customers have a credit card expiring in the next 30 days?" Alti runs it against your live data and shows you the result. 3. **Save it on a schedule.** Use the **Convert to scheduled** button under the answer, and pick a cadence such as weekly. 4. **Confirm.** Each run emails you the current list, and you can ask for it as a CSV. {% hint style="warning" %} **The routine reports, it does not send.** Routines are read-only, so the scheduled run will not email your customers. Use the list it gives you to reach out, either by asking Alti to send a one-off email in chat or through your normal outreach. See [Routines](/alti/alti/routines). {% endhint %} {% hint style="info" %} **Note:** This workaround requires Alti to be enabled for your account. Contact the Alternative Payments team via the chat icon in your dashboard if you need access. {% endhint %} ### What's Coming The long-term approach for credit card expiry notifications is two-pronged: 1. **Platform-level expiry emails** — a native platform feature that will automatically send scheduled reminder emails to customers when their credit card is approaching its expiration date. 2. **Alti visibility** — partners who want their own view of which cards are expiring, on their own cadence, will continue to be able to set that up as an Alti scheduled routine. Once the native feature ships, you will be able to track all outgoing expiry notification emails from the [Email Activity](https://app.alternativepayments.io/dashboard/email-activity) tab in your Partner Dashboard — the same place you monitor invoice reminders and other automated emails today. **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Auto-Pay Permissions **Manage your customers' ability to opt in and out of auto-pay from their payment portal straight from your partner dashboard.** *** Auto-pay is a handy tool that allows customers to automatically pay their invoices or make recurring payments without manual intervention. You have the option to configure auto-pay rules for your customers from your partner dashboard or customers have the option to opt-into auto-pay from their payment portal, however, you may want to manage this permission on their behalf. {% hint style="warning" %} **Role requirement:** Only users with **Admin** or **Sub-Admin** roles can manage Auto-Pay permissions and create or modify Auto-Pay rules from the partner dashboard. {% endhint %} *** **To enable or disable your customers’ ability to manage their auto-pay permissions, follow these simple steps:** 1. Navigate to Automations 2. Select [Auto-Pay](https://app.alternativepayments.io/dashboard/autopay-rules) 3. Toggle on ‘Allow customers to create Auto-Pay rules’
Enabling this permission will allow [customers to enroll in auto-pay](/end-customer-faqs/end-customer-faqs/enrolling-into-auto-pay) straight from their payment portal.
When this permission is disabled from your partner dashboard, your customers will need to contact you directly to enroll in auto-pay and will have view-only access to the conditions applied.
## Partner-controlled auto-pay permissions When you disable **Allow customers to create Auto-Pay rules**, the messaging your customers see in their payment portal adapts to their current auto-pay status. This ensures customers always have clear guidance on what to do next, while keeping your branding consistent through your configured company name. ### Customer has no auto-pay rule applied If the permission is off and the customer has no auto-pay rule in place, the auto-pay card displays: > You don't have Auto-Pay set up yet. Please get in contact with {partnerName} to inquire about paying invoices automatically. The `{partnerName}` placeholder resolves to your configured company name, maintaining your white-label branding. The message links directly to your help contact page so customers can reach you without leaving the portal. ### Customer already falls under an auto-pay rule If the permission is off and the customer is already covered by at least one auto-pay rule, the portal still shows their rule details — but in place of the **Turn off Auto-pay** and **Override rules** buttons, the card displays: > If you have any questions about your Auto-pay setup, please get in contact with {partnerName}. Again, `{partnerName}` resolves to your company name. Customers can view the conditions of their rule but cannot modify or disable it from the portal. ### Permission is on When **Allow customers to create Auto-Pay rules** is enabled, no messaging changes apply. Customers who are permitted to manage their own rules continue to see the standard **Turn off Auto-pay** and override buttons as normal. *** You're all set! 🎉 **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Invoice Creation Date Auto-Pay Rules **Here’s how you can set up auto-pay rules for your customers based on the invoice creation date.** *** You now have more flexibility in [setting up auto-pay rules](/automations/setting-up-auto-pay/setting-up-auto-pay) based on when the invoice was created. This configuration is particularly useful for customers who have invoices with net terms to make arrangements to pay their invoices. You can set this auto-pay rule within the Customers or Auto-pay sections of your Alternative Payments dashboard. *** ### **Customers** In the [Customers > All customers](https://app.alternativepayments.io/dashboard/customers) section, click the customer profile you wish to edit. Scroll down to the Automation section and select “+Add new rule.” From the conditions dropdown, select “Days past creation” and then select the number of days. Click on “Confirm” to save the rule.
*** ### **Creating Auto-pay Rules** Within the [Automations > Auto-pay](https://app.alternativepayments.io/dashboard/autopay-rules) section, select “[Create new](https://app.alternativepayments.io/dashboard/autopay-rules/new)” We always recommend making auto-pay rules customer-specific. Go to the "Customer specific" section, and Select the applicable customer(s). From the conditions dropdown, select “Day past creation” and then select the number of days. Click “Review” to see the affected invoices.
Review the details of the new rule, including the affected customers and invoices. You can exclude specific invoices from autopay if needed. Click "Create rule" to save the rule for the customer.
{% hint style="info" %} **NOTE:** A new or updated rule becomes active as soon as you save it, and affected invoices are marked **On Auto-Pay** right away. The first charge attempt happens on the next nightly processing cycle, which runs at approximately 7:00 AM UTC (2:00 to 3:00 AM US Eastern). {% endhint %} You’re all set 🎉! {% hint style="info" %} **Tip**: Auto-Pay rules follow **AND/OR** logic. Within a single rule, **all** conditions must be met for auto-pay to trigger (**AND logic**). If you have multiple rules, the system checks each one separately and will trigger auto-pay if at least one rule meets **all** of its conditions (**OR logic**). This means auto-pay won’t trigger if only some conditions of a rule are met, but as long as one rule is fully met, auto-pay will be triggered. {% endhint %} **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Agreements-Based Auto-pay Rules **Refine your auto-pay collections to an even greater extent by implementing agreements-based rules.** *** Alternative Payments provides you with the functionality to establish auto-pay rules tailored to specific agreement types synced in from your PSA or accounting software integration. {% hint style="info" %} Note: Agreements-based auto-pay rules are only applicable for ConnectWise, HaloPSA and QuickBooks Online partners. {% endhint %} There two dedicated sections available to configure your agreements-based auto-pay rules: *** **Customers** {% stepper %} {% step %} Log into your Alternative Payments [Partner Dashboard](https://app.alternativepayments.io/) {% endstep %} {% step %} Navigate to [Customers](https://app.alternativepayments.io/dashboard/customers) {% endstep %} {% step %} Select the ellipses on the applicable customer and edit {% endstep %} {% step %} Add your rules {% endstep %} {% step %} You’re all set! {% endstep %} {% endstepper %} *** **Automations** {% stepper %} {% step %} Log into your Alternative Payments [Partner Dashboard](https://app.alternativepayments.io/) {% endstep %} {% step %} Navigate to Preferences then [Auto-pay Rules](https://app.alternativepayments.io/dashboard/autopay-rules) {% endstep %} {% step %} Set your agreements-based auto-pay rule {% endstep %} {% step %} You’re all set! {% endstep %} {% endstepper %} *** ### **Customers** 1. **Log into your Alternative Payments** [**Partner Dashboard**](https://app.alternativepayments.io/) 2. **Navigate to** [**Customers**](https://app.alternativepayments.io/dashboard/customers)\ \ From the sidebar, select Customers then All Customers.
3. **Select the ellipses on the applicable customer and edit**\ \ To add an agreements auto-pay rule for a specific customer, select the ellipses next to the customer profile and select ‘Edit Customer’
4. **Add your rules**\ \ Under ‘Auto-pay rules’, select ‘Add a new rule.’

Add a condition and select your integration agreements in the drop down. Apply all applicable agreements for the customer and select ‘Confirm’ to save the rule. 

*** ### **Automations** 1. **Log into your Alternative Payments** [**Partner Dashboard**](https://app.alternativepayments.io/) 2. **Navigate to Preferences then** [**Auto-pay Rules**](https://app.alternativepayments.io/dashboard/autopay-rules)\ \ From the sidebar, select Automations then Auto-pay rules and select [Create new](https://app.alternativepayments.io/dashboard/autopay-rules/new).
3. **Set your agreements-based auto-pay rule**\ \ You can apply the rule to specific customers, all customers, or customer tags. Add a condition and select your integrations agreements in the drop down. Apply all applicable agreements. Click “Review” to see the affected invoices.
4. Review the new rule Review the details of the new rule, including the affected customers and invoices. You can exclude specific invoices from autopay if needed. Click "Create rule" to save the rule for the customer.
You're all set! **🎉** {% hint style="info" %} **Tip:** Auto-pay rules follow **AND/OR logic**. Within a single rule, **all** conditions must be met for auto-pay to trigger (**AND logic**). If multiple rules are set, the system checks each one separately and will trigger auto-pay if **any** one rule meets all of its conditions (**OR logic**). Agreements-based auto-pay rules operate differently—they trigger as soon as **any one condition is met** (**OR logic**), rather than requiring all conditions to be satisfied. This means a single matching condition is enough to activate auto-pay for Agreements-based rules. {% endhint %} **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Billing Terms Auto-Pay Rules **Refine your auto-pay collections to an even greater extent by implementing auto-pay based on billing terms.** *** Alternative Payments provides you with the functionality to establish auto-pay rules tailored to specific billing terms synced in from your PSA or accounting integration {% hint style="warning" %} *Billing terms-based auto-pay rules are available for ConnectWise-integrated partners. Billing terms are synced from your ConnectWise integration and can be used as a condition alongside other Auto-Pay conditions.* {% endhint %} There two dedicated sections available to configure auto-pay for your customers based on billing terms from your Alternative Payments partner dashboard: *** ### **Customers** 1. Navigate to Customers\ \ From your side menu, go to [**Customers > All Customers**](https://app.alternativepayments.io/dashboard/customers). Find the relevant customer profile and click on their name to view their profile details.
2. Set the auto-pay rule based on billing terms\ \ In the **Automations** section of the customer profile, click **+Add new rule**. Then, choose **+Add condition**, select **ConnectWise billing terms**, and specify the relevant terms for your rule. {% hint style="info" %} *Ex: If your customer’s invoices are set to Net 30 terms, the Days past creation date should be set to 30 days.* {% endhint %}
4. Select **Confirm** to save your rule. *** ### **Automations** 1. **Navigate to** [**Auto-pay Rules**](https://app.alternativepayments.io/dashboard/autopay-rules)
\ \ From the side menu, select **Automations** then **Auto-pay rules** and select [**Create new**](https://app.alternativepayments.io/dashboard/autopay-rules/new).
2. **Set the auto-pay rule based on billing terms**\ \ You can apply the rule to specific customers, all customers, or customer tags. Click **+Add conditio**n, select **ConnectWise billing terms**, and define the relevant terms for your rule. Click “Review” to see the affected invoices.
3. Review the new rule Review the details of the new rule, including the affected customers and invoices. You can exclude specific invoices from autopay if needed. Click "Create rule" to save the rule for the customer.
You’re all set **🎉**! {% hint style="info" %} **Tip**: Auto-Pay rules follow **AND/OR** logic. Within a single rule, **all** conditions must be met for auto-pay to trigger (**AND logic**). If you have multiple rules, the system checks each one separately and will trigger auto-pay if at least one rule meets **all** of its conditions (**OR logic**). This means auto-pay won’t trigger if only some conditions of a rule are met, but as long as one rule is fully met, auto-pay will be triggered. {% endhint %} **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Using Auto-charge
Auto-Charge Vs. Auto-Pay
Auto-Charge Overview
Batch Charging Invoices
# Auto-Charge Vs. Auto-Pay **Auto-Charge & Auto-Pay are important features that will help improve collections on Alternative Payments. Here's what differentiates these two features.** *** While Auto-Charge and Auto-Pay do similar things, there are some differences that you should be aware of. [**Auto-Charge** ](/automations/using-auto-charge)is an action you take to charge a customer invoice as long as payment information has been put into the system. [**Auto-Pay**](/automations/setting-up-auto-pay) is a set of rules you define to charge invoices, to all your customers or to specific customers, as long as the invoice meets the criteria of the rule set. You can set rules based on the amount, the past due date, or the customer. **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)!
# Auto-Charge Overview **Your guide to processing payments for brand new and existing invoices.** *** Auto-Charge can be used to process payment for existing or brand new invoices upon creation. Below are the steps for each scenario. *** ### **Process payment for an existing customer invoice** 1. Log in to your Alternative portal: [app.alternativepayments.io](https://app.alternativepayments.io/) 2. Go to the "[Invoices](https://app.alternativepayments.io/dashboard/invoices)" tab 3. Select the ellipses beside the invoice you wish to pay and click "Charge"
4. Select an existing payment method or add a new payment method by selecting 'Change' and entering their card or bank account details. 5. Choose "Charge now" or "Charge on due date" and click "Charge invoice"
{% hint style="info" %} **Partial payments:** You can charge a partial amount on an invoice. When charging, adjust the amount to less than the full outstanding balance. The remaining balance will stay open on the invoice for future payment. {% endhint %} *** ### **Create and process payment for a new customer invoice** 1. Log in to your Alternative portal: [app.alternativepayments.io](https://app.alternativepayments.io/) 2. Go to "Customers" and select "[All customers](https://app.alternativepayments.io/dashboard/customers)" 3. Select the ellipses beside the customer you wish to create an invoice for and click "Create invoice"
4. Input the invoice details 5. Select an existing payment method or add a new payment method by entering their card or bank account details 6. Choose "Charge later" or "Email payment link to customer" or "Charge the method on file." 1. **Charge later**: This will allow you to create the invoice. 2. **Email payment link to customer**: This will allow you to create the invoice and send an email right away to the customer 3. **Charge the method on file**: This will allow you to 'Charge now' or 'Charge on the due date' for the invoice.
The customer will be emailed a confirmation of payment and they can login to their customer dashboard to review and download a receipt. {% hint style="info" %} Want to learn more about managing your customers? Check out these helpful articles: * [How do I add a customer to my partner dashboard?](/payments-and-invoicing/managing-customers/adding-new-customers) * [How do I edit a customer?](/payments-and-invoicing/managing-customers/editing-customers) {% endhint %} **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! # Batch Charging Invoices **Select multiple invoices simultaneously to streamline and process payments in a single action.** *** With Alternative Payments, you can effortlessly select multiple invoices and process batch payments directly from your partner dashboard. Follow our step-by-step guide below to streamline your billing process. {% hint style="info" %} Note: Please ensure payment methods are on file before proceeding with a batch payment for the applicable customers. {% endhint %} *** 1. **Select the invoices**\ \ From within the [Invoices](https://app.alternativepayments.io/dashboard/invoices) section, select the checkboxes next to the applicable invoices for which you wish to process a batch payment. Select “Charge later” or “Charge now.”
2. **Confirm the batch payment**\ \ Proceed to confirm the batch payment to process the transactions.
3. **Payment processing**\ \ You’ll receive a pop-up that says “Payments processing.”
4. **View the batch payment status**\ \ Navigate to [Batch Payments](https://app.alternativepayments.io/dashboard/batch-payments) to review the batch's status and select “See details” for more information about the individual invoice payments.
5. **Batch payments details**\ \ On the details page, you can see a list of any failed transactions and those that were successfully processed as part of the batch.
You’re all set to start processing batch payments from your dashboard 🎉! **Love our platform?** Rate us on [Channel Program](https://channelprogram.com/v/alternativepayments) and check out our [Referral Program page](https://www.alternativepayments.io/referral-partners/)! --- [Next Page](https://help.alternativepayments.io/llms-full.txt/1)