What is E-Pay?
The ability to send public clients a request for payment via email.
Your clinic must sign up with our card processing partner MP Group in order to utilize e-pay.
By clicking the little credit card icon next to the client’s name in checkout, it will send a payment request to the client.
Sending a payment requestYou will notice the e-pay request as a credit card icon next to the public client’s name on the Check In/Checkout scree, on the Financial tab within an appointment, or in the E-Lobby.
1) Click the credit card icon to receive the option of sending a payment request.
2) Once done, a green banner will appear across HQ indicating the request was sent successfully and the icon will turn yellow. (Click the icon again to see the timestamp of when the request was sent.)
3) The client will receive an email with the outstanding balance of all animals for this visit date. They will click the Make Payment in the email, enter their card information, and submit the payment. The client cannot pay a partial amount. They are only given the option to pay in full through the payment request.
4) When the client pays, the card icon will turn either green or red and the balance due will drop to $0. This will be recorded as a credit card “Online” transaction when looking at the payment details in HQ.
The payment requestWhen a client receives an e-payment request and enters their card details, they can choose to vault the card for future use, similar to saving a payment method on Amazon. After payment, the client gets an automatic receipt, and the payment is updated in real time to Clinic HQ. For future appointments, the client can use the vaulted card and decide whether or not to enable automatic payments. The card icon next to the client’s name will change color once payment is processed.
What E-Pay Card Colors Mean
The card is grey initially. When you send the e-pay link(by clicking the card), it turns yellow. When the client pays, it turns green or red.
Grey- no action has been taken.
Yellow- e-pay link was sent to the client.
Green- Client PAID and vaulted their card.
Red- Client PAID but did not vault their card.
When the request is sent to a client, the date and time are logged. Click the yellow icon to see when the requests were sent. You can send an e-payment request multiple times.
View request activity by clicking the yellow icon.Using E-Pay in the E-Lobby
The animal card will indicate if the client owes money. The credit card icon has a colored dot indicating the status of an e-Pay request. Grey = the request has not been sent.
By clicking the e-Pay button, you can send the link to the owner’s email. The colored dot will turn yellow/gold when the request is sent.
Once they have paid, the colored dot will turn green or red, and the amount owed will be $0.
E-Payment in the E-LobbyVaulted Card for Deposits
If the client has previously used e-Pay and vaulted their card, the saved card can be used to charge a deposit when scheduling internally for a new appointment. The green card icon will appear next to the clients name when scheduling an existing client.
Scheduling an Existing Client with a Vaulted CardFrom the scheduling window, click +Add Deposit
The first thing to note is at the top of the popup if the client already has a card on file. If they do, you can simply use the vaulted card. Although the client may want to use a different card and if so you can select the Add New Card button.
Deposit with a Vaulted Credit Card