Configuring and Using Direct Payments

Table of Contents

Why Use Direct Payments?

Key Advantages

Problems This Feature Solves

Configuring Direct Payment Settings

Applying Direct Payments to Milestones and Invoices

How Direct Payments Work: The Process Flow

Customer Payment Experience

Pro Payment Experience

Why Use Direct Payments? 

• Faster Payments: Receive funds faster through Direct Payments compared to the often slower processing times of methods like Direct Debit
• Simplified Management: Integrate direct bank transfer payments directly into CashFlow. This eliminates the need for cumbersome offline tracking and manual reconciliation of bank transfers.
• Unified Payment Monitoring: Track the status of all payments—whether by credit card, bank transfer, or other methods—all in one centralized location within the platform.
• Enhanced CashFlow Features: Bank transfers managed through this feature benefit from the same powerful CashFlow functionalities, such as automated payment reminders and seamless accounting integration, further streamlining your financial operations. This feature provides a more secure and integrated way to manage direct payments compared to purely offline methods.

Configuring Direct Payment Settings

Once the Direct Payment feature is enabled, admins can set up your org's specific payment details.

Access Configuration: Navigate to your Direct Payment configuration page

Add a Title: This customer-facing title will be used as the payment option name in the payment gateway.

Enter Payment Details: Input your payment instructions in the open field. You can provide any relevant information for customers to send you payments (e.g., bank account name, account number, BSB, sort code, specific reference instructions, or details for other direct payment methods like checks). The content entered here will be displayed to customers on the payment form.

Ensure you save any changes made by clicking "Save". 

Important Security Note: When the Direct Payment configuration (your payment instructions) is changed, an email notification will automatically be sent to all admins in your org. This helps maintain oversight and quickly flag any unexpected changes.

Applying Direct Payments to Milestones and Invoices

Once you have saved a Direct Payment configuration, you can then apply it to existing configurations and invoices.

CashFlow Milestone Configurations: Add Direct Payment as an available payment method to each relevant milestone on your CashFlow milestone configurations.

New projects or recalculated existing projects using these schemes will then offer Direct Payment on relevant invoices.

Existing Invoices: Add Direct Payment to already generated invoices using the "Adjust Payment Settings" button on the invoice. 

How Direct Payments Work: The Process Flow

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 Payment" (or custom named) 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.