This article describes the billing flow that allows the addition of payment cards to RecMan to simplify invoice payment.
Note
Only users with System Administrator permissions can access the Billing settings.
Navigate to System Settings and then choose Billing. There, you will find two sections: Payment method and Invoice history.
Managing payment methods
Once in the billing settings, you will see the button Add payment method. Click on it to begin the process. You'll be prompted to enter the details of your credit card. This will include 4 mandatory fields:
- Cardholder’s name: The name as it appears on the card.
- Card number: The 16-digit number on the front of your credit/debit card.
- Expiration date: The month and year your card expires.
- CVV: The security code found on the back of your card.
Double-check that all information is entered correctly to avoid errors. Once you've entered all the necessary information, click Save to store your credit card information securely. It will now be used for automatic invoice payments.
The first card added will be set as a Primary (default) payment method. You can also add other cards and specify which one to use as primary.
Adding a credit card payment method is quick and easy, allowing you to pay your invoices smoothly. Just ensure your payment details are kept up to date.
If just one card is added, it will not be possible to delete it until you add another card and make it Primary because a Primary card can not be deleted.
Invoice history overview
This feature allows you to access a comprehensive table displaying all your invoices, including their number, date, status (paid, unpaid, or overdue), and amount. Also, you can easily download PDF versions of invoices for your records. As soon as an invoice is generated for you, it will be included in this table with the default status Not paid. RecMan will then process this invoice payment from your primary card and change the status to Paid.
Payment processing and errors
Payments are securely processed via our integration with Stripe. If a payment from the Primary card fails, we will use an alternate card if available, or we will kindly inform you about the transaction problems with detailed messages. If only one card is added, the payment will be retried in a few days with the same Primary card. In case the issue is resolved and the transaction is successful the alert will disappear.
Example of an alert for an expired card
Example of an alert for a declined card
Here are some examples of why transactions may fail:
- Expired card: If the credit card has expired, the transaction will be declined.
- Insufficient funds: The credit card may have exceeded its credit limit or the available balance on the account may not be enough to cover the transaction.
- Daily transaction limit exceeded: Credit card issuers may impose daily spending limits or a limit on the number of transactions, especially for new accounts or in response to suspicious activity.
- Blocked card: If the credit card has been reported stolen, lost, or canceled, the transaction will fail.