RoasterPay: How to Enable and Begin Processing

RoasterPay simplifies payment collection with automation, accounting integration, and built-in tax calculation. In this article you will get step by step instructions on how to setup and begin processing payments for your customers.

1. Complete the Application

If you haven’t already, please submit the RoasterPay application.

• Instructions to complete it are in Setup Instructions - RoasterPay.
• Additional information about the requirements in the application and underwriting process can be found here at our payment processing partner's site. Justifi Onboarding Process

2. Set RoasterPay as Default Payment Processor

After approval (which may take 1-3 business days), RoasterPay can be enabled as your default payment processor.

1. Click Your Name > RoasterPay

   

2. Verify that your status is “Approved”

   

3. Toggle on “Set as Default”

What changes when you enable RoasterPay as your default payment processor?

• Stripe is automatically set to not be default (if you were using stripe)
• Credit Cards and Bank Accounts saved in Stripe are not transferred to your RoasterPay account. Please see the section below on how to get new payment methods for your existing customers: Customer Setup: Getting Customer Payment Methods on File

What stays the same when you enable RoasterPay as your default payment processor?

• Settings for Payment Types (such as ACH Debit or Credit Card) that were enabled for a customer stay enabled.
• Settings for Required Payment Types for each Customer stay required; this also triggers for existing customers to add a new payment method of that type when they next purchase through your Portal.

3. Customer Payment Settings: Ensure Customer Payment Settings are Correct

a. Customer CSV: Bulk Updates

Use the customer CSV to ensure customer settings for Payment Term, Payment Types and Required Payment Type are updated on all accounts.

Name > Settings > Import Export > Customers > Download Wholesale Customers

b. What it means to Require Customers to Have a Payment Type on File (optional)

When customers use your wholesale portal, you can require them to add a payment method before placing orders.

This ensures you have valid payment information upfront and reduces payment collection overhead.

Navigate to the customer's settings In the Payment Methods section, enable either Credit Card or ACH as required. Once enabled, customers must add a payment method before placing portal orders. This setting is particularly useful for accounts you'll charge automatically on their terms date.

4. Customer Setup: Getting Customer Payment Methods on File

Now that you've got the payment settings up to date for your customers, you'll want to get payment methods on file systematically, starting with your highest-priority customers.

a. Getting Started: Prioritize Your Customers

Start with prepay customers:

These customers will pay during checkout when placing their order in the portal. They will be blocked from placing an order in the portal so you will want to prioritize notifying them and requesting the new payment methods.

Then move to your most frequent customers:

Focus on accounts that order regularly, review and update their payment terms if needed. Enable appropriate payment methods for each account

b. Share Links with Customers to Add Payment Methods

You can easily send a link to invite your customer to update their payment method on file.

Not all customers use your wholesale portal, and often the person who places orders isn't responsible for managing payment methods. Payment method links solve this by letting you securely collect payment information from anyone - no portal login required.

From the customer's payment methods section:

1. Click Sales > Customers > Individual Customer > Edit
2. Scroll down to Payment Methods section
3. In the Payment Types section, click the 3-dots next to the appropriate Payment Type
4. Click the request option: either “Request a new bank account” or “Request a new credit card”
5. In the pop up window that appears, click “Copy Link” to share manually
6. Or select a contact to email the request from RoasterTools

Key points about payment links:

• Separate links are generated for Credit Card and ACH Debit
• Links don't require customer portal login
• Perfect for billing contacts who don't use the portal. Customers can securely enter their payment details directly

Example Email - Request Payment Method Update:

Reminder:

• The emails for both Credit Card and ACH Debit requests look the same but are sending different links.
• If you want to prompt them to update both the credit card information and ACH you need to send both emails.

Example: Credit Card Update Method Link

What the link to update payment method takes them to:

Example: ACH Debit Update Payment Method Link

What the link to update payment method takes them to:

Pressing “Connect Bank Account” with prompt them to follow some easy steps to connect their account securely using Plaid, a secure and encrypted banking partner.

c. Enter a Credit Card Manually

For situations where you receive card information directly from customers, you can enter it manually into their account. This is useful during customer onboarding or when updating expired cards over the phone.

1. Click Sales > Customers > Individual Customer > Edit
2. Scroll down to Payment Methods section
3. Enable the appropriate Payment Type, if needed, and refresh page
4. Enter the card details and click Save

5. Processing your First Payment

a. Using Prepay to Process Payments Automatically in the Portal

The easiest way to handle payments is with Prepay terms.

A customer will be charged when they place their order in the portal if they have:

• Prepay terms
• A portal order with known shipping costs (customers whose delivery methods with live shipping rates will not be charged when placing an order)

Their payment will process automatically when they place the order. No additional steps required!

b. Process Manual Payments

For customers on terms or when you need to process a payment manually, you have two simple options:

Process a single payment:

1. Open the order
2. Click "Create Payment" at the bottom
3. Select the payment method
4. Submit to process the payment

Batch process multiple payments:

1. Go to Orders page
2. Select one or more orders in the table
3. Click "Batch Actions"
4. Choose "Create Payments"
5. Submit to process payments for all selected orders

Collecting Batch Payments on Due Date

We can easily collect payments from many customers at once on their Due Date with a Create Payments “Batch Action”. In order to make sure the order shows the correct due date, we will need to ensure the ship date is set correctly. Below are the steps to review the due date and then create payments for many orders at once.

Key things to know:

• The Due Date for terms is connected to the Ship Date as listed on the invoice

  (note this does not change when you mark it as shipped. If you want the ship date changed you need to update it)

• For orders with Terms of Due on Receipt - the Due Date will EQUAL the Ship Date
• Orders will move into the “Payment Due Today" section of the orders page on their terms Due Date.

Step 1: Make Sure Ship Date is Correct

1. Ship Date: Because of your default Offset Shipping Day settings that are currently set to “+1day” orders will automatically assign a Ship Date that is 1 day after the Production date
2. When orders are placed: Update ship day if needed, If the assigned ship day isn’t correct you can update it.
3. You can also do a batch update of ship dates if you need to in the Orders Page

Step 2: Review Payment Due Today Tab and create payments

1. Go to Orders > Payment Due Today tab and review the orders in this status
2. You can either create payments individually for orders or do a batch action of create payments for all orders in this page

After you collect the payment, you may want to sync those orders to Accounting.

Note on Batch Payments:

• This will create a payment for:
  • any order with a default payment method on file that is collectable immediately
  • You can confirm the default payment method by looking for the ⭐ payment method inside each customer.
• The method needs to be either ACH Debit or Credit Card on file as default

• You will get an email notification with a list of orders and the payments created,

  NOTE: This email goes to the the user that pressed “Create Payment”

• Those orders will be removed from the list of "due today" once a payment is created. Orders with payments that didn’t go through will remain on the list.
• If you selected an order that doesn’t have a payment method that is collectable, it will not mark the order as paid.

6. Reviewing Transactions: Payments + Payouts

You can access Payment Transactions and Payouts via new menu options in Sales:

a. Payments

The Payments page will show you a log of all your payment transactions, including the customer, order amount, and amount of fees paid.

Sales > Payments

Payment Status: Note that ACH payments will have a Pending status for a few days since they are confirming the account has the funds. Once the payment has been processed the status will update to Succeeded or Failed. Please review the notification section below to ensure you get a notification for a failed ACH payment

b. Payouts

The payout screen shows you a log of all the payouts that have been or will be deposited to your bank account from the payments.

Sales > Payouts

Note: There will be an option to download the CSV for each payout, listing the transaction amounts that are associated with each payout and the associated fees.

Payment Notifications - Settings and Automatically Sent Emails

Automatic Email Notifications

If you are the user that initiates creating payments, you will get emails about payments being completed or if they fail. The user initiating will always get this email notification and cannot opt out of this.

Email Preferences

You can also update your settings to get notifications about payments. (irrespective of who takes action).

Each user in RoasterTools has notification settings:

Name > Profile > Notifications

At the bottom of the page are the payments notifications:

• When you begin, you may want to have the successful credit card notifications on
• We recommend keeping on the ACH Debit Payments Succeeds and ACH Debit payments Fails -