Client Payments: FAQ

Is there a way to require clients to keep a card on file?

We offer a PCI-compliant Credit Card Authorization form that can be found in our system forms and added to your account. You can assign this form as part of your client intake. You may also enter a card on the client's Billing > Settings page to keep on file and charge as appropriate. If the client doesn't fill out the credit card authorization form, but you have Online Payments enabled in the client's Portal tab. The client may still apply payments through the portal.

Is it ok to store credit card information in PDFs in my account?

No, you should never collect credit card numbers in your forms or store them as a PDF in your account. Any storage of raw credit card numbers in your account is prohibited. The reason for this is that the federal government heavily regulates the security of the electronic storage of credit cards (called PCI Compliance) and you can face heavy fines for the improper storage of someone's credit card. If you use a credit card processor other than Stripe, you'll want to manage clients' credit cards directly through that processor's application. We recommend setting up Stripe in your account and utilizing our Credit Card Authorization Form to stay PCI-compliant.

Please see questions 14 and 15 in the PCI compliance guide. https://www.pcicomplianceguide.org/faq/#14

Can I use Ivypay, PayPal, Venmo?

You certainly can, but we are not integrated with them as they don't offer a way for us to connect with their systems. If you are using Ivypay, PayPal, Venmo, or other payment service, you can track payments on bills by selecting Other as the payment type on a payment, or uncheck the Online Payment box when using the Credit / Debit / HSA Card method.

How do I set a default credit card?

First, go to Clients > Client Name > Billing > Settings. Then scroll down to online payment methods. When there is more than one card on file, you may click the '...' menu on the card to change the default.

How do I log a payment as Other when using external credit card processing?

After you create the bill and click Add Payment, you can select Other from the Payment Type dropdown.

How can I tell if a client's credit card is on file and when it is charged? I shared the Credit Card Authorization form, but I don't see anything indicating that they added a card.

When a client on-boards, you'll receive a notification. If you shared the credit card authorization form, the notification will alert you that they've completed it. At that point, you can find the client's credit card on file by going to the client's Billing > Settings tab, then scroll down to the Online Payment Methods section.

I'm wondering if you track income per month and yearly reports of income for tax purposes?

Concerning income, we have various reports and insights related to billing. The Revenue report is closest to the one described which can be set to show any time-range of revenue. The Payments report is a more detailed version of the Revenue report.