RoasterPay: How to Enable and Setup

RoasterPay makes payment collection easier with automation, seamless accounting integration, and built-in tax calculation. In this article, you’ll find step-by-step instructions to help you enable and set up RoasterPay on your account.

1. Complete the Application

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

• Instructions to complete it are in RoasterPay - Application Instructions .
• 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” (ONLY If you are NOT switching from gathering stripe payments)

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

• You are now able to gather and store payment methods on file
• If you have enabled credit card or ACH payment types for your customers, they will be able to add a new payment method on the portal
• 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 if you are switching from Stripe?

• 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

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

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.
• You can require this even when a customer has terms

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.

We have 3 simple ways to get payment information on file:

1. Share link with Customer
2. You can manually enter in Credit Card
3. Customer can update inside the Wholesale Portal

1. Share Links with Customers

You can easily invite your customer to update their payment method by sharing a secure link—no portal login required!

Since not all customers use your wholesale portal (and the person placing orders isn’t always the one handling payments), these links make it simple to collect updated payment info from anyone, quickly and securely.

Getting Started: Prioritize Your Customers

Start with Customer That Have Prepay Terms:

These customers will be required to pay during checkout when placing their order in the portal. They will be prompted to update their payment method when placing an order, which they can do within the portal. They cannot place the order until they update it. We recommend you 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

Sending Links:

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:

To connect a business's bank account your customer will follow the following steps:

Open the Bank Account Form

• When the customer clicks the link, a secure bank account entry form will open.
• Some fields will be pre-filled (such as owner name) based on existing records.

Verify or Update the Account Holder Name

• Customers can choose Individual or Company as the account type.

  Update the account holder name if:

  • It’s a personal account (use the personal name).
  • It’s a business account (use the official business or LLC name).

Enter Bank Account Details

• Routing number
• Account number
• Account type: Checking or Savings

Confirm or Add Billing Address

• If a default billing address exists, it will be shown.
• If no default is available, the customer can enter it manually.

Review and Accept the Terms

• The form includes authorization and terms that must be accepted before saving.
• Customers must check the acceptance box to proceed.

Securely Save the Payment Method

• Click Securely Save to submit.
• The system will validate the form before creating the record.
• Once saved, a confirmation message will appear showing the payment method has been added successfully.

2. 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

3. Customers Can Update Inside the Portal

Customers can update their own payment information inside of their portal.

They will simply need to click the 3 bars next to the company logo > payment methods on the left hand side > New Payment Method

5. Payment Notifications - Settings and Automatically Sent Emails

Automatic Email Notifications - User 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.

6. 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 -

FAQs

Q: How do I update my bank account information?

A: Please use this form to update your bank account details.

Q: Can a customer have more than one ACH bank account?

A: Yes. Customers can have multiple ACH bank accounts. Be sure to mark one as the default to ensure faster and more accurate payments.

Note: Multiple ACH accounts are only available for RoasterPay customers, not for Stripe customers.