Set up Automatic Payments
You can set up the system to automatically charge an invoice based on its due date. You must have a payment processor integrated with your system and have automatic payments enabled.
To automatically process payments, your system configuration Automatically charge invoice payments must be set to yes.
A valid payment method also must be associated with the invoice. There are two ways to do this.
One option is to associate a credit card directly with the order and/or invoice.
On the Billing and Notes step of creating an order, or from the Edit Order popup once fully approved, you can associate a credit card with the order. If set, this card will be automatically associated with all invoices created for the other, and will be used as an auto-pay card for those invoices.
Alternatively, you can add credit cards directly to invoices once they are created, by using the Edit Invoice action. This can be useful if you don't want the same credit card applied to every invoice for an order.
The second option is if the company has an auto-pay card set up. An auto-pay card must be set by the company's billing contact within the Client Center. Users cannot set a card to be an 'auto-pay' card from within Ad Orbit.
If there is an auto-pay card set, it will be denoted on the card in Ad Orbit.
Auto-pay cards are used to automatically process payments on any open invoices for the company that do not already have a card set on them.
For example, a company has two open invoices, and has a credit card set on their first invoice. They do not have a credit card set on their second invoice, but they do have an auto-pay card on the company level. When payments are processed, the first invoice will use the card set on the invoice record, and the second invoice will be automatically paid using the company level auto-pay card.
Regardless of how the card is tied to the invoice, it must be a valid payment method in order for the payment to process, meaning the card must be active, and it cannot be expired.
The system will process the payment the morning of the invoice due date. You will see a note that the item was auto-paid by the system admin account.
The payment will be entered and posted on the same day. If you edit the invoice, you will see a note about the auto-pay where you choose the payment method.
If you include the Payment History element on your invoice template, it will display a message to your customers that their invoice will be automatically paid. Once the invoice is processed, the element will show a record of the payment.
Updated 8/7/2024