RoasterPay: How to Process Collectable Payments

This article covers how to process collectable payments — credit card and ACH — through RoasterPay, and how those payments flow to your accounting integration.

Collecting a payment you took outside RoasterTools (cash, check, wire, or external)? That's a different flow — you record it rather than charge it. See Payments: How to Record an Offline Payment.

To learn more about how to set up and enable RoasterPay on your account, see this article.

Overview

Overview of Payment Flow
Prepay Payments
Processing Payment on Terms
Collecting Payments per Invoice
Collecting Payments by Batch

Overview of the Payment Flow

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

Create a payment in RoasterTools
Sync Payment to QBO (optional)
Payment is automatically applied to the Invoice - Invoice will be marked as paid
Record Payout Deposit and allocated Fees

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 terms are set to Prepay
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.

Important: In order for PrePay to work properly, a customer must have a delivery method with a known price (either $0 or some other known amount).

If the delivery price is TBD (because in that delivery method has a "live shipping price") then the order will be processed, but the customer will not be charged.

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

To review how Due Dates are Calculated - please see this article.

Collecting Payments per Invoice

Click on the invoice number.
Click Pay… to open the payment drawer.
Select the payment method you'd like (typically the default method).
Click Charge.
1. Credit card payments — "Paid" displays at the top of the invoice.
2. ACH payments — the status is Pending until funds are confirmed (typically 3–4 days).

Collecting Credit Card 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

Go to Orders > and the Tab of the Orders you'd like to view (Ready, Due today, Etc)
Select Add Filter > Payments > Default Method > Credit Card
Select the orders you'd like to create a batch action payment for or the top box for select all
Go to batch action > create payment
This will create credit card payments for all or selected orders

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

Note: if you already synced the order to accounting before collecting payment you will want to sync again to update the payment status

Note on Batch Payments:

This will create a payment for:
- any order with a default payment method on file that is Credit Card
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 marked as paid once a payment is created. Orders with payments that didn’t go through will remain on the due today or overdue list.
If you selected an order that doesn’t have a payment method that is collectable, it will not mark the order as paid.

Next up: Syncing Payments to Accounting

go to this article