Accept Payments In-Person or Over the Phone

Quickly process one-time payments

PaySimple's functionality is deep, but sometimes you just need to process a quick, one-time payment while you're on the phone or working with a customer in-person. Configure your account to start accepting payments by following the easy steps below:

  1. Customize notifications and receipts
  2. Prepare transaction authorizations
  3. Introduce electronic payments to your customers
  4. Add your customers
  5. Run a test transaction

1. Customize notifications and receipts

In the "Settings" section of your PaySimple account, you can determine which notifications are sent when transactions are processed and customize the email templates, based on the payment-type, to suit your business. There are default messages in place to serve as a good starting point (and sometimes may be all you need).

Customize notifications and receipts

Click here for more information on the various payment types and their receipts.

2. Prepare transaction authorizations

Much like a signed credit card receipt at a restaurant, you must obtain authorization from customers to bill their credit cards or bank accounts. For payments authorized over the phone, you just have to include a receipt for the transaction and verbalize the agreed up transaction details (using the following scripting):

I want to confirm that today, DATE, you are authorizing COMPANY NAME to initiate a one-time ACH debit from your bank account OR credit card debit for AMOUNT. If you have any questions about this debit you can reach us at BUSINESS PHONE. Please say “I agree” to authorize this transaction.

For one-time payments not processed over the phone, download and customize the form below and have your customer sign it for authorization.

Finally, for any one time transaction, the receipts you set in step 1 are required, so make sure those are configured and active.

3. Introduce electronic payments to your customers

Use the below tools, depending on your preferred method of communication, to launch PaySimple's electronic payments to your customers. Don't forget to include the authorization forms you completed in Step 3!

Sales Sheet Generator:

Create a custom-branded sales sheet to pass along to your customers. Simply upload your logo, select your colors, edit the text as needed (including your contact information at the bottom), generate the PDF, and voila! You'll get your customers up-to-speed in no time.

Email Template:

Subject: COMPANY NAME now accepts electronic payments

Valued Customer,

We’re pleased to announce that we have chosen a new, paperless billing solution to add convenience and flexibility for our customers.

The transition is simple. Next time a payment is due, you can either give me your payment information in-person or over the phone, and I can process the transaction on-the-spot.

No more paper, no more stamps, and no more headaches! We’re looking forward to the transition and hope you enjoy the simplified process as well. Please let us know any questions, and have a great day!

Best regards,
BUSINESS OWNER

Phone Script:

Hi, CUSTOMER. I’m calling to let you know that we have chosen a new, paperless billing solution to add convenience and flexibility in how you pay for our service.

Here’s how it works: Next time a payment is due, simply stop by or give me a call and I can process the payment immediately. Each time a payment is processed, you will receive an email receipt for your records. What is the best email address to use?

We’re looking forward to the transition and hope you enjoy the simplified process as well. Do you have any questions I can answer?

4. Add your customers

In order process one-time payments, the customers must first be added into the system. Click on the "customers" tab to add them one-by-one, or go to the "import center" tab in "settings" to import a batch file of your customers. Go ahead and add yourself as a customer so you can run a $1 test transaction in the next step. Click here for more information on importing a customer batch.

Upload all of your customers files at once

5. Run a test transaction

Before going live with electronic transactions, we recommend running a real, $1 transactions using your own credit card or banking information. To do so, click on "payments" then "collect new payment." Start typing your name in the "customer" field and you should see your information auto-populate. Select the payment method you'd like to run. For ACH/echeck, it is important to choose the ACH type that corresponds with the type of authorization you have. For example, if you've authorized the one-time payment via the phone, select 'Telephone (TEL).' If you've accepted written authorization from your customer, select 'Consumer-to-Business (PPD).' ( Click here for more information on authorizing ACH transactions.)

Select an ACH type

Finally, enter the payment information and click "collect payment" to complete the transactions. Click here for support material on running a one-time payment.

Click collect payment to finalize a transaction

And that's it! With your customers added and your settings configured, fast, electronic transactions are available the next time you need them.

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