Online Payments

Offering your customers the option of paying online helps you avoid the common headaches that come with chasing and receiving payments, and managing your cashflow. You can get paid faster, automatically and with no fuss. There are many advantages, but here are a few:

  • It’s a huge time saver. Your customers can pay you quickly, get a receipt automatically, and the payment gets instantly reconciled in Saasu
  • The more payment options you display on your invoices, the higher the chances your customers will pay you on time
  • You can collect payments on the go and charge on the spot

Note: You can only enable one payment gateway. This is also a single currency only service supporting the base currency of your Saasu accounting file.

Here’s how you can easily enable online invoicing in Saasu, so your clients receive online payment details with their invoices.

Connecting a payment gateway to Saasu

  1. Login to your Saasu file
  2. Click the cog in the main menu and select Settings (for this file)
  3. Select Payment Gateway (In Saasu files created after January 2019, this will be labelled “Payments”)
  4. On the Payment Gateway Screen click Add
  5. Select your preferred Payment Gateway
  6. All  four providers require different credentials. Follow these specific instructions for your current provider below and then come back here and complete the final steps.

Enabling Online Invoicing in your templates

Please Note: Saasu files creates after January 2019 use our new Theme Library. This will automatically embed the link for customers to pay their invoice online once the payment gateway is enabled. There is nothing more that needs to be done. The pay online link in the new theme library will appear only in the email sent to your customers, and not the Invoice PDF.

Now that you’ve set up your preferred payment gateway, it’s time to enable online invoicing on your templates, so that a link for online payment gets automatically added to your invoices.

Standard Templates

You can use Online Invoicing on Standard invoice templates that use in-built themes (these are the non-customised templates that come with Saasu). This is how you do this.

  1. Go to View and select Templates
  2. Select one of the standard templates on your list
  3. Select the HTML option
  4. Scroll down to Online Invoicing Options and tick Display and tick these two options:
    • ’View invoice online’ on PDF
    • Display ‘View invoice online’ in email

  5. Click Save

Now your invoice template is ready for online invoicing.

Customising the look of the payment link in your templates

You can customise the look and placement of the payment link in standard templates by using a specific Saasu merge field. There are 2 different merge fields you can place in your template depending on your needs. You can do this in the Content Tab of the Edit Template screen.

This merge field will substitute the “View and Pay this Invoice Online” hyperlink that links to your sale wherever it is located in the template.

{Url.ViewTransactionHyperlink}

This merge field will place the entire link wherever it is located in the template.

{Url.ViewTransaction}

Using this raw link, you could place a button on your template or simply customise the anchor link to use a specific style and/or text. For example:

<a href={Url.ViewTransaction}>My custom text link</a>

Learn more about customising your templates.

Sending out your invoices with online payment link

Now that you’ve enabled online invoicing on your template, you’re ready to start sending out invoices to your customers.

  1. Go to Sales > Select an unpaid sale > Click Edit
  2. Select Print PDF > Select Tax Invoice Standard exc tax
  3. The Pay Now link will be displayed at the bottom of the invoice

What happens after your customer receives your invoice

Your customers can click the link on your invoice from any device. Once they click the link, they will get taken to this payment window:

When they click the Pay Now button above, they will be prompted to enter their details.

Once the payment is completed, you will receive the message below:

When the payment has been made successfully, the invoice will be marked as paid automatically in Saasu and a receipt will be sent to your customer, without you having to do anything! Simple and easy.

 


BPay

BPAY is a payment process used in Australia. Businesses wanting to be able to receive BPAY payments will need to contact your financial institution to apply. As part of the sign-up process, you will be provided with a BPAY Biller Code and the BPAY Operations Manual. You can then provide these in your Saasu Invoices so your customers can pay you. Below we provide some ways to help you do this.

How you provide a reference number to your customers is quite important as it may impact reconciliations and other workflow. Generally speaking, unique numbers of each payment help you assign the payment to the correct transaction but require your customer to enter a new unique reference number each time they pay you. Alternately a static number is easy for your customers and reduces their input/entry risk, but it may add to your reconciliation burden. Saasu can only support static CRN’s as we don’t yet support CRN generation. You can create a static CRN for each customer using BPays CRN tools.

You can create a BPay reference number as follows:

  1. Use the BPay software to work out your clients CRN number. A single digit number. Let’s say 7
  2. Go to View > Templates. Open your template by clicking on it and navigate to the Payment area.
  3. Add this text (note that the template can be set to Text or HTML):Biller Code: [supplied by your bank] Customer Reference Number: {BillingContact.ContactID}{InvoiceNumber}7

FAQs

Can I add the online invoicing option to my recurring invoices?

Yes, you can. Just follow the exact same steps to add the payment gateway and enable the online invoicing option on your preferred template. Then go to Automate > Recurring Sales > Choose the sale you want to run online invoicing for. Ensure the correct template is selected, save the details, run a preview and the next invoice will be sent with the online invoicing added to it.

Can I add a credit card surcharge to my invoices?

Yes, you can add a credit card surcharge as an additional line item on the invoice. One thing to note is that, if you offer more than one payment method, this surcharge will still be displayed, as there is no way of excluding it automatically if your customer chooses to pay via a different method.

What are the advantages of not charging credit card surcharges?

You lose some revenue by not charging surcharges, but there are some very valuable offsets:

  • As more revenue is pushed through credit cards, the rate you pay falls. We’ve seen rates ranging from 1-1.5% in small businesses even in the 500k-2m turnover category.
  • If prices are adjusted up to cover credit card fees then you remove the click/buy barrier that credit card surcharges are known to have. If half your business is credit cards and you’re on 1.5% fee then you would only have to increase prices by 0.75% to negate it.
  • We’ve found credit cards increase payment probability because they are convenient. Direct deposits are more accounting heavy. There’s increased risk of the sale not happening.
  • The effect on cashflow from an Accounts Receivable perspective justifies it in our own experience (it may not in other business models).
  • Test you view on this from the consumers perspective. What if Apple, MacDonalds or KMart started charging surcharges for using a credit card. Mostly an honest reaction to credit card surcharges is negative nearly all the time.

Can I use online invoicing for transactions in currencies other than my base file currency?

No, online invoicing is available for transactions that are in the same currency as your base file currency only.

Can I connect multiple payment gateways?

No, you can connect only one payment gateway, either Braintree, eWay or Stripe.