Congrats on your decision to free up time and resources with PaySimple's recurring billing! You're just a few simple steps away from getting started:
- Iron out the details
- Customize notifications and receipts
- Customize Your Authorization Forms
- Launch to your customers
- Receive and Store Authorizations
- Add your customers
- Set Up Recurring Billing Schedules
1. Iron out the details
This is a quick but important step in getting started. Take a moment to brainstorm exactly how you plan to use recurring billing by answering the following questions:
- How often will you collect from customers, and on what day of the week, month or quarter?
- Will you use it to facilitate payment plans, or will the schedules be ongoing?
- Will you be running credit cards, ACH or a mixture of both?
Jotting all this down will be helpful as you proceed through the setup process.
2. Customize notifications and receipts
PaySimple allows you to send email notifications regarding upcoming payments, receipts, and even failed transactions. Your account comes pre-loaded with standard email content, but in the "Settings" section, you can determine which notifications are sent and customize the templates to suit your business. These will serve as the default settings for each recurring payment schedule.
You can also customize these settings for each individual schedule, including setting up a pre-notification.
Click here for more details on customizing your notifications.
3. Customize Your Authorization Forms
Much like a signed credit card receipt at a restaurant, you must obtain authorization from customers to bill their credit cards or bank accounts on a recurring basis. Use the links below to download and customize your recurring payment authorization forms.
4. Launch to your customers
Use the below tools, depending on your preferred method of communication, to launch PaySimple's recurring billing 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.
Subject: Now offering automated, recurring billing
We’re pleased to announce that we have chosen a new solution that will automate our billing process, adding convenience and flexibility for our customers. Instead of having to remember to send payments for a month of service, you can now choose to have fees (debited directly from your bank account) or (charged to any major credit card.)
To automate your billing, simply complete and return the attached form, and we’ll do the rest. Each time a payment is processed, you will receive an email receipt for your records.
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!
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: I’ll email you an authorization for you to fill out and send back at your convenience. When I receive it, I’ll set up your automated billing schedule and you’ll no longer have to go to the trouble of paying each time a bill is due. 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?
5. Receive and Store Authorizations
After introducing recurring billing to your customers, you should start to receive their signed authorizations. In order to maintain compliance with your merchant accounts, you must store these authorizations under lock-and-key and only grant access to trusted parties that require access to the information.
6. Add your customers
In order process recurring 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 as well, so we can test transaction in the next step. Click here for more information on importing a customer batch.
Please click the links below to access a sample upload template in a Google Spreadsheet. Copy and paste the Google Spreadsheet content into a CSV file, enter your information and upload to PaySimple. Remember: The file must be saved as an excel .CSV file.
7. Set Up Recurring Billing Schedules
Now the fun part; setting up your recurring payment schedules. Go to the Payments section of your PaySimple account to build the schedules for each customer that has provided authorization.
There are tons of helpful options within PaySimple's recurring billing functionality, such as custom first payments, start and end dates, and billing frequency, but you'll find it to be refreshingly simple to use. To take a deeper dive, download the recurring payment user guide.