RoasterPay: How to Process and Sync Payments and Record Payouts

In this article we will cover how to process payments through RoasterPay and sync those payments to your accounting integration.

Overview of the Payment Flow

This is a high level overview of how payments flow through RoasterTools to your Accounting Platform

1. Create a payment in RoasterTools
2. Sync Payment to QBO
3. Payment is automatically applied to the Invoice - Invoice will be marked as paid
4. Record Payout Deposit and allocated Fees

Processing Payments

Prepay Payments

The easiest way to handle payments is with Prepay terms. A customer will be charged automatically when they place their order in the portal. In order for Prepay Payments to be charged, please note the following:

• Customer is set to Prepay terms
• There is a known shipping costs (delivery methods with live shipping rates will not be charged when placing an order)
• Customers that place orders for items that have mixed tax status (some taxable and some not) should NOT be set to Prepay Terms.

Processing Payments on Terms

If a customer is on Terms , you can manually initiate a charge either by invoice or by batch.

How to View orders with Payment Due

You can view payments due today on the Orders page in the "Payment Due Today " tab.

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

Collecting Payments per Invoice

1. Click on the Invoice number
2. At the bottom go to "Create Payment"
3. Select the payment method you'd like (typcially the default method)
4. Credit Card payments -"Paid" should now display at the top of the invoice for
5. For ACH payments - the status will be Pending, until the funds are confirmed (typically 3-4 days)

Collecting Payments by Batch

We can easily collect payments from many customers at once on their Due Date with a Create Payments “Batch Action” on the Orders page.

Select orders on Payment Due Today Tab and Create Payments

1. Go to Orders > Payment Due Today tab and review the orders in this status
2. Select the orders you'd like to create a batch action payment for.
3. Go to batch action > create payment
4. This will create payments for all or selected orders

Optional: 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 ACH or Credit Card
  • You can confirm the default payment method by looking for the ⭐ payment method inside each customer.

• 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.

Reviewing Transactions: Payments + Payouts

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

Payment Transactions

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. This typically happens within 3-4 days.

Syncing Payments to Accounting

If you collect a payment before syncing an order to your accounting system, the payment will automatically sync along with the order.

However, if the payment is collected after the order has already been synced, you’ll need to go to your Payments page and manually select which payments you’d like to sync.

Go to: Sales > Payments > Locate transaction you want to sync > click the 3 dots > select Sync to Accounting.

Once you have successfully synced your payment the status will go from Syncable to Synced.

Payout Schedule

Our payment processing partner has a payout schedule to provide consistent and predictable payouts:

• All card payments will now follow a standardized next-business-day payout schedule
• Payouts will be processed daily at 11:00am CT
• ACH payments and successful payouts will be marked succeeded at 10:30am CT
• All payout and payment related events will follow the timelines above

Payment & Payout Timing Tables

T = Transaction Day

For ACH:

For Credit Cards:

Reviewing Payouts and Payout CSV in RoasterTools

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

To see transaction amounts that are associated with each payout and the associated fees, select the three dots to the left of the payout and click Download CSV (NOTE: The CSV is in CENTS!)

Once you open the CSV you can use it to reconcile the payouts for each payment in your accounting.

The amount you receive in the payout will be:

Net (Amount Paid to you) = Gross (amount charged to the customer) - Fees

Example from image above:

(reminder: this is in cents)

Gross Amount: 2050 (The total amount charged to your customer)

Fees: 349 (The amount you pay in fees)

Net: 1701 (the amount that is deposited in your bank account from the payout)

How to Record Payouts in Your Accounting Platform

When RoasterTools sends a payout, it shows up in your bank feed as one deposit for the net amount (multiple customer payments minus processing fees).

Assumptions:

1) We’re assuming you’ve synced your payments from RT to QBO - See above section for detailed steps on how to do this.

2) All your individual payments will sit in Undeposited Funds until you’re ready to group them in a recorded Payout Deposit.

Steps to Record the Payout Deposit and Allocate the Fees 

1. In QBO Go to + New → Bank Deposit
2. At the top, Select the payments included in this deposit, (they’ll show as Undeposited Funds)
   • To identify what payments are included, in the Payout Page in RoasterTools, view the Payout CSV.
   • Match the payment amount listed on the Payout CSV to a payment listed in the Undeposited funds page 
3. Under Add funds to this Deposit (below the payments list), click Add lines and enter:
   • Received From: RoasterTools (
   • Account: an expense account called “Bank / Merchant Fees” (or similar)
   • Amount: enter the fees as a negative (e.g. if fees were $12.34, put “-12.34”)
4. Confirm the Deposit total (net of fees) matches exactly the Payout amount that was recorded in RoasterTools
5. Click Save.

This creates one “bank deposit” for the net payout amount and books the fee in your expense account.

FAQs

Q: Where will the payouts be coming from on my bank transactions?

A: RoasterTools

Q: How are the fees taken out and displayed?

A: Fees are deducted from the total before the payout.

Q: Why can't I get my customers card to save on their account?

A: This usually happens when there's an issue on the customer's end. They may need to activate their card or check with their bank about any restrictions or security settings that might be preventing it from being added. It's a good idea to have them follow up with their bank directly to resolve the issue.