Configuring and Using Direct Payments

Summary

Direct Payments allow you to collect funds via methods that do not require a credit card processor, such as Bank Transfers (ACH/EFT), Cash, or Cheque.

To streamline the setup process and ensure your invoices look professional, OpenSolar offers Guided Templates for the US, UK, and Australia. Instead of writing your own payment instructions or HTML code, you simply fill in your bank details, and the system auto-generates a clean, professional instruction table for your customers.

Contents

• Setting Up Direct Payments (Guided Flow)
• Manual Configuration (Other Regions & Advanced Users)
• The Experience
  • Customer Payment Experience
  • Pro Payment Experience
• FAQs

Demo

Setting Up Direct Payments (Guided Flow)

For organizations in the US, UK, and Australia, setting up your bank details is now a simple form-based process.

1. Navigate to Control > Cashflow > Settings > Direct Instructions

2. Locate the Edit Payment Instructions button. 

3. Fill in your Details: Based on your organization's country, you will see specific fields to complete:

   • Australia: Account Name, BSB, Account Number, and PayID (Optional).

   • UK: Account Name, Sort Code, and Account Number.

   • US: Bank Name, Routing Number, and Account Number.

   
   

4. Generate Instructions: Once the fields are filled, click the "Generate Payment Instructions" button.

The system will automatically create a professionally formatted HTML table in the text editor box below.

5. Save window. 

• Note: If you leave an optional field blank (such as PayID), that row will be automatically hidden from the generated table to keep the design clean.

The Experience

When a customer views their invoice or the "Make a Payment" screen in the online proposal, they will see the instructions you configured.

If you used the Guided Template, they will see a clear, structured table containing your bank details, ensuring they have exactly the information they need to transfer funds without error.

This section outlines the step-by-step process for payments made using the Direct Payment feature.

Customer Payment Experience

1. Select Payment Method: In the payment gateway, the customer chooses the "Direct Deposit"  option:
2. View Instructions: The system displays your org's payment details and instructions as you configured them:
3. Complete Transfer: The customer completes the bank transfer (or other direct payment) using their banking institution or payment method.
4. Confirm Payment in System: The customer returns to the payment gateway and clicks the confirmation button to confirm that the payment has been made.
   • An internal notification email is then sent to all recipients of the "Direct Payment Notification" email in your Internal Notification configurations.
5. Undo Confirmation (Optional): The customer can undo their Direct Payment confirmation if they need to use a different payment method or made an error.

Pro Payment Experience

1. Notification of Pending Transfer: You (or designated admins) are notified via email that a customer has confirmed making a Direct Payment. The invoice status changes to "Confirmation Required."
2. Verify Funds: Check that you received the correct amount of funds in your designated bank account, you can confirm receipt on the invoice.
3. Confirm Receipt in System: Select the "Actions" button for the invoice, and choose "Confirm Payment Received" from the dropdown, then confirm the amount shown in the pop-up.
4. Status Update to "Paid": Once you confirm receipt (and the amount), the system automatically updates the invoice payment status to "Paid" (or "Partially Paid" if applicable). The invoice will show "Direct Payment" as the payment method.
5. Receipt Generation: A payment receipt is automatically generated and sent to the customer.
6. Accounting Integration: If your platform is connected to an accounting system, the payment record (reflecting the actual amount confirmed) is sent to it, simplifying reconciliation.
    

FAQs

Can I edit the instructions after generating them? Yes. The "Generate Payment Instructions" button simply populates the text editor with HTML. Once the text is in the editor, you can manually edit, style, or add additional text to it as needed.

What if I need to update my bank details? Simply update the fields in the configuration form and click "Generate Payment Instructions" again. This will overwrite the current content in the text editor with the updated details.