Merchant Invoicing on iPOSpays - The Ultimate Guide

Introduction

Merchant Invoicing on iPOSpays is a module accessible from the ISO account in the iPOSpays portal. It allows ISOs to bill their merchants for the services they use on iPOSpays, including POS, CloudPOS, QuickBooks, and more.

ISOs have complete flexibility—they can set billing amounts as needed, without restrictions from iPOSpays.

Feature Compatibility

• Minimum Required POS Build: Not Applicable

• Supported Processors: Supported by all processors

• Supported Fee Types: Supported by all fee types

• Supported Terminals: CloudPOS (Virtual Terminal)

How Does It Work?

• Merchant Invoicing uses a merchant account repurposed as a Collection Account.

• This account handles and records all transactions whenever a merchant pays an invoice.

• All invoice payments are processed through this Collection Account.

Payment Methods Accepted

The Collection Account uses the CloudPOS device model by default (this cannot be changed). Payments for invoices are accepted via two delivery methods:

1. Send Payment Link

Merchants can pay using:

• Google Pay

• Apple Pay

• Card details

• ACH

2. ACH (Add Bank)

• Set up recurring invoice payments by entering the merchant’s bank account details.

(If you wish to charge merchants directly through their bank account, they can either enter their bank details via the payment link or provide them to you, and you can enter the details manually here.)

How to Set Up Merchant Invoicing

Once activated, follow the steps below:

Step 1: Add Merchant Info (Collection Account)

1. Log in to your iPOSpays account using ISO credentials.

2. Navigate to Invoices → Merchant Invoicing.

3. Click Add Collection Account.

4. You’ll be taken to the Merchant Info section. The details from your ISO account setup will be prefilled.

5. In the Email field, enter a different email (the original one cannot be reused).

6. Verify all required details, then click Save to continue.

Step 2: Add Store Info

1. Enter all required fields marked with (*).

2. To directly bill merchants using their bank account details, enable and configure ACH as a payment method for invoice delivery. Registration with Paya ACH is required to complete the necessary fields. Please contact your Dejavoo Sales Executive for guidance on this process.

3. After completing the fields, click Add Device.

Step 3: Add Device

1. The device is automatically set to CloudPOS and cannot be changed.

2. Select your supported processor from the dropdown menu.

3. Configure the With Fee or Without Fee profile based on your merchant’s account configuration, using the VAR Sheet.

4. Click Save to finalize.

The Collection Account is now created.

Setting Up Merchant Invoicing Preferences

After creating the Collection Account, you’ll be redirected to the Merchant Invoices Preferences section. Here you can configure:

1. Collection Information

• Merchant DBA → Edit merchant account information.

• Store DBA → Edit store information and Add-on Features.

• TPN (Device Label) → View device details, update TPN parameters, and processor information.

2. Customize Invoice & Payment Link

• Send Payment Link Description → Add a customer-facing description for invoices sent via payment link.

• Send Payment Link Disclaimer → Add a disclaimer that will appear on the payment link page.

• Logo → Upload a custom logo via Collection Account → Settings → Upload Logo.

When finished, click Next in the bottom-right corner of the screen.

3. Setting the Selling Price

• Define the selling price for each service. The prices set for your ISO account and iPOSpays services are automatically carried over and prefilled here. You can adjust these prices and charge your customers as you prefer.

• Click Save.

• When you click Save, you will see two prompts:

  Prompt 1: Confirm that the prices you’ve set will be used as the default prices for all merchants.

  

  If you want merchant-specific pricing, you’ll need to configure it separately in the Merchants module.

  Prompt 2: Reminder that merchants won’t be invoiced unless Merchant Invoicing is enabled.

  

  Do Later → Skip bulk enabling (you can enable individually or in bulk later).

  Bulk Enable →

  a. Function: Applies the selling price for all merchants immediately.

  b. Use Case: Use this when you want to apply the default pricing template across all merchants at once.

  c. Note: If you only want to update specific prices while leaving others unchanged, use Bulk Update instead.

• Enter your email address when prompted to confirm your action, then click Confirm.

Editing Merchant Invoicing

After setting up merchant invoicing, you’ll land on the main page of the Merchant Invoices module. In this module, you can edit the preferences, selling price, and bulk enable Merchant Invoicing for all your merchants. To do this,

1. Click on the menu button in the top left corner of the module.

• Edit Preferences & Selling Price: Edit the preferences and selling prices you configured earlier.

• Login to Collection Account: Use this option to access the collection account.

• Bulk Update:

  a. Function: Updates only the modified selling prices for all merchants, while leaving the rest unchanged.

  b. Example: If you update the price of Primary TPNs, only that price changes for all merchants while all other prices remain unchanged.

  c. Additional Option: You can choose to set the updated prices as the new default pricing.

• If you onboard new merchants in the future, a message will appear at the top of the Merchant Invoicing module to remind you that merchant invoicing is not enabled for them. Click on the message to enable merchant invoicing for the new merchants.

• Click, Bulk Update to enable Merchant Invoicing for the newly onboarded merchants

Enable/Disable Merchant Invoicing for Merchants Individually

You can enable/disable merchant invoicing for some of your merchants by following the steps below.

1. Go to the Merchants module.

2. Use the search box to find and select the desired merchant.

3. Click on their DBA → Edit Invoicing. You’ll land in the edit invoicing tab for this specific merchant.

SELL RATE

4. In this section, you can:

   • Enable/Disable Merchant Invoicing

   • Adjust the selling rate for all the services you are charging this specific merchant

5. Click Next at the bottom of the screen to proceed.

DELIVERY METHOD & CONTACT INFO

In this section, you can configure the payment delivery method and update the merchant’s contact information.

Delivery Methods

By default, the payment delivery method is set to Send Payment Link. You can change this by selecting an option from the drop-down menu.

1. Send Payment Link

The merchant will receive a payment link along with the invoice via the provided email or phone number. They can open the link and pay using their preferred method (e.g., Card, ACH, Google Pay, or Apple Pay) when the invoice is generated.

• A. Card / ACH

• If you do not already have the merchant’s details:

The merchant can enter their card or bank (ACH) details themselves when paying through the payment link.

• If you already have the merchant’s details:

You can enter them manually:

a. Log in to the iPOSpays portal using your Collection Account.

b. Go to My Customers.

c. Use the search box to find and select the specific merchant.

d. Click Add Payment Method → Add Card.

e. Enter the merchant’s card details → Validate Card.

f. The card details will now be saved to that merchant.

g. Return to the Invoice Delivery Method in the ISO account. The Card option will now appear, and you can set it as the payment method.

• Default Behavior:

a. If the merchant enters card or ACH details through the payment link, the delivery method will automatically update to that option.

b. The next invoice—and all subsequent ones—will be automatically charged to the saved card or bank account.

c. Merchants only need to complete the first payment manually; after that, payments are automated and billed monthly.

• B. Google Pay / Apple Pay

If the merchant chooses Google Pay or Apple Pay, they must manually complete each payment whenever a new invoice is generated.

2. Add Bank

If you already have the merchant’s bank account details, select Add Bank and enter them in the respective fields. If not, you can use Send Payment Link to send the merchant a payment link, and they can enter the details themselves.

• Once configured, when an invoice is generated and committed, the amount will be automatically deducted from the specified account.

• All subsequent invoices will continue to be charged to this account with no action required from the merchant.

Contact Information

If you select Send Payment Link as the delivery method:

• Enter the merchant’s email address and phone number.

• The payment link will be sent to these contact details.

Click Finish to apply the changes.

Using Filters to Find Merchant Invoices

The Merchant Invoicing module has filters and additional information about the invoices generated. To do this,

1. Go to Invoices → Merchant Invoicing

2. At the top of the module, you’ll find three filters:

   • Search by Invoice: To find invoices by their invoice number

• Month Selection: To find all invoices generated in a specific month

• Year Selection: To find all invoices generated in a specific year

3. Click on the More button next to any of the invoices you’ll get a more detailed view of all invoices for that specific month.

The filters at the top of the screen also get two additional filters:

• Search by Merchant: To find the invoice belonging to a specific merchant

• Invoice Status: To know all invoices based on their status, completed or pending.

Using “Login as” to Log in to Your Collection Account

In the Merchant Invoicing module, you have the option to log in as your merchant into your collection account. If this feature is not enabled for you, contact your Dejavooo representative to enable it for you. If not, this feature will remain inaccessible.