Payments Overview - Getting Started

 

The Payments tool allows you to accept payments from your customers quickly, easily, and securely.

You can collect payments from your customers using the following methods:

• Invoices - Email an invoice that the customer can pay directly online.
• One-time charge - Charge a variable amount at any time.
• Online Commerce - Set up an online store or scheduling system.
• Subscriptions - Charge a fixed amount on a recurring level.

 

Set up Payments

To set up payments, you’ll need to walk through the Setup Wizard. Navigate to the Global App Bar in the top-left corner of the screen, and then select Payments. If you have not yet set up the Payments app, you will see a welcome message, followed by a blue Unlock Payments button - select that button to begin the setup wizard.

Learn more about how to use the Payment Setup Wizard walkthrough tool.

 

Understand the Control Panel

The Payments Control Panel gives you a high-level overview of all payments and revenue. To access the Control Panel, click on the Global App Bar in the top-left corner of the screen and select Payments from the dropdown menu.

On the Control Panel, you can view your total revenue over the last 30 days, as well as get in-depth statistics on new customers, repeat customers, transactions, and refund amounts. Use the graph on the left-hand side to visualize your revenue trend and numbers at a glance.

Below that box, you’ll see your payout information. The top number shows you how much is scheduled to be transferred to your bank on your next payout. If you change your payout schedule to be paid out on a weekly basis, this number will continue to increase until that payout date; and then the number will reset. The second number is the last payout amount you received. 

 

One-Time Payment

The One-Time Payment page lets you enter a one-off payment for a customer. This page works best in situations like collecting a payment over the phone or any other situation where a detailed line-item invoice is not required.

You can click the blue Add One-Time Payment button at the top-left corner of the dashboard to enter the payment amount, card details, and customer information.

 

When you enter a one-time payment for an existing customer, the payment will be attached to their customer profile. If you create a one-time payment for a customer that does not yet have a customer profile, one will be created for them using the info you enter when submitting the one-time payment.

The Sales graph shows all of your one-time purchases over the last 90 days, as well as the total dollar amount of purchases from the 90 day window. Payments displayed here are broken into three main categories: paid, refunded, and failed.

Under the Sales graph is a list of all of your one-time transactions. Use the All Transactions tab to view paid, failed, and refunded transactions in one list, or click one of the other tabs to review only the transactions with a paid, refunded, or failed status. You can click on a customer's name to view their profile, or select the vertical ellipses to the right-hand side of the transaction to refund a payment.

 

Subscriptions

The Subscriptions dashboard provides an overview of any subscriptions that you create.

The Assigned Subscriptions dashboard shows a list of every customer who has purchased a subscription, and also shows a graph of your monthly recurring revenue from all purchased subscriptions. Click the Start New Subscription button to sign up a customer for a subscription.

 

The Plans dashboard shows a list of all subscription plans you have created. Click on a plan name to view and manage its details and pricing. Click the blue + Add New Plan button to create a new subscription plan.

 

Invoices

Click Invoices at the top of the page to view, manage, and create your invoices.

At the top of the page, the Invoices Overview shows the total amount of paid invoices versus unpaid invoices. You can view and compare your overdue amount, with your not due yet amount. Overdue means that the client has been sent an invoice and has not paid, while not due yet means the invoice has been sent, but the due date has not yet happened. 

Below these overview numbers is a list of all of your invoices. You’ll see the customer name, invoice identification number, customer balance, invoice total, the date the invoice was finalized, the due date as specified by the invoice, as well as the status of each invoice. 

At the top of the list, are some pre-built filters to help you organize your information better. These include invoice drafts, ppen invoices, overdue invoices, as well as paid invoices. Click on these tabs to better organize the list of invoices and help you find what you need more quickly. 

To create a new invoice, click on the blue + Add New Invoice button, on the top left corner of the Invoices dashboard. Learn more about how to create new invoices.

To view the details of an existing invoice, simply click on the number in the Invoice column. On this page, you can charge the customer, resend an invoice, or download the invoice as a PDF to send through an email. Click the vertical ellipses to the right to edit or delete your invoice. Please note that you’ll want to make any edits and changes before you send an invoice; once the invoice is sent or paid, you will not see options to edit or delete the invoice.

E-Commerce

In the E-Commerce tab, you can track purchases made by customers on your iHeart Business Shop App. You can view the transactions that have taken place, view a customer profile, or quickly issue a refund for any successful payment here.

Use the search bar on the top of the page to search for a specific transaction. You can search for a customer by name, or click one of the pre-set options to search by source, date, or amount.

The Sales graph shows purchases over the last 90 days, as well as the total dollar amount of purchases from the 90 day window. Payments displayed here are broken into three main categories: paid, refunded, and failed.

Under the Sales graph is a list of all of your E-Commerce transactions. Use the All Transactions tab to view paid, failed, and refunded transactions in one list, or click one of the other tabs to review only the transactions with a paid, refunded, or failed status.

Click on a customer's name to view their full profile, or select the vertical ellipses on the right-hand side of the entry to refund a payment.

 

 

Customers

In the Customers tab, you will see a list of all of your customers to date. You have several options to organize your Customers list.

• Use the search box at the top of the page to locate a customer quickly.
• Click and select the boxes next to the name of the customer to bulk select, and then mass-delete clients.
• Click on the customer name to drill into the customer details, or the email to quickly open your email inbox and send them a message.

Additionally, you can use the blue + Add Customer button to quickly add a brand new customer to the list. 

Click on a customer’s name to view their details. Use the Update Details button to modify any information. Additionally, you can select the vertical ellipses icon next to the Update Details button to delete the customer. 

You will also be able to see the customer’s current balance here. To add a card to a customer’s account, click the + Add Card button and entering the billing information. Below that, view all of the invoices associated with this account. 

 

Payouts

In the Payouts dashboard, you’ll see your Payouts - Balance Overview. You’ll see an exact amount of the payments, refunds, and adjustments, that are on the way to your bank on your payout day. 

Payments refers to charges that generated revenue for your business. Refunds are refunds that were initiated on those transactions after that money had already been sent to the bank. Adjustments are credit notes that you made on invoices to adjust the balance after the fact.

You’ll also see a total for estimated future payouts. This number is based on the number of transactions that are still accumulating prior to your next payout date.  

Below, you’ll see a list of all of your payouts. Use the search bar to search through your payout history. You’ll be able to see the amount paid out, the bank or card the money went to, the date the payout was finalized, and the status. 

If you see a payout that is missing from your bank, then click the Where's My Payout? button at the top of the page. Select the box next to the payout with the appropriate date, and click Next to view instructions on how to resolve your payouts issue. 

 

Reports

Click the Reports tab to see a full overview of all transactions from your account. You can view all of your charges, refunds, payment failures, disputes, as well as any adjustments that have happened. Here is where you can see all the descriptions you’ve added to your invoices, to help better understand what happened in each transaction. Learn more about how to issue refunds or settle disputes using the Reports dashboard.

 

Settings

Click the Settings tab to edit your Payment information and settings. Select from the tabs within the left-hand navigation to move between the account settings.

• Select Account Information to modify your account settings such as account name, business address, and published business information. You can also disable your payments account here.
• The Tax Details section allows you to securely make changes to your business' tax details. Tax details are modified and managed by Stripe; a secure money management company. 
• The Tax Rates tab is where you can add your pre-defined tax rates. If you need to add a tax to an item on your invoice, you can create those tax options to be quickly used while generating invoices in the future.
• Bank Accounts and Scheduling shows you the bank account you have connected, as well as your payout schedule. If you need to modify which bank account receives payouts, you can modify that here. If you would like to change your payout schedule (for example, changing your payout date from every day to once a week), use the dropdown here to select a different payout schedule. 
• E-Commerce Integrations will provide you with a Merchant Account ID that you can copy and paste into the settings of a third-party e-commerce provider to link it with iHeart Business Payments.
• Use the Accounting Integrations section to integrate with third-party accounting platforms like Quickbooks.
• The Locations tab lets you add and manage your separate business locations.