Save and Charge a Card or ACH Payment Method

If you're using ServiceCore Pay to accept online payments from your customers, most of the time you won't have to record a manual payment and payments will flow through to your ServiceCore account automatically.

However, there may be times where a customer has trouble completing an online payment due to internet issues and asks you to charge their credit/debit card or ACH account on their behalf. 

Or you may have recurring invoices set up on autopay that need a payment method on file to charge during batch billing.

Regardless of the reason, ServiceCorePay gives you the ability to manually charge a customer’s saved payment method directly from their invoice and keep your billing on track without delay.

Before You Start

Here are a few things to know before you continue:

• To see if you have access to this feature in ServiceCore, please check out this article on user permission levels. 
• You must be signed up for ServiceCore Pay in order to save and charge customers' card/ACH accounts.
  • To learn more about ServiceCore Pay, click here or contact our Payments team at ServiceCorePay@servicecore.com.
• For Canadian-based companies, be sure to obtain explicit consent before saving any customer payment details. U.S.-based companies should check local laws since consent requirements may vary by state.
• If you're on ServiceCore's Pro Plan, click here to learn how your customers can save their payment methods on their own in their customer portal.
• To learn more about how customers can pay online, click here.
• To learn more about setting customers up on autopay, click here.
• To learn how to record a manual payment, click here.

Save a Payment Method for a Customer

If you're on ServiceCore's Pro Plan, your customers can save their own payment method(s) in their customer portal. 

The payment method(s) they save will appear both in their portal and in your ServiceCore account under the Payment Types section in their profile.

TIP: The full account information is hidden to comply with consumer data privacy regulations.

If you're not on ServiceCore's Pro Plan, your customers won't be able to save their own payment method(s), but you can save their payment method(s) for them in their profile.

Save a Credit/Debit Card for a Customer

To save a customer's card/ACH account information, watch the video above or follow the below instructions:

1. In the customer's profile, click into the Payment Types section.
2. You'll be in the Credit/Debit Cards area by default.

3. Click the "+ Add Credit/Debit Card" button.

   

4. Enter the customer's card information in the form that appears.
5. Enter the customer's billing address information.
6. If the card should be the customer's default payment method for autopay, check the Make This Account Default Autopay box.
7. Click the "Save" button.
   
   

You'll now see the customer's card listed in their profile. Both you and your customer will be able to use it to pay invoices moving forward. 

Save an ACH Account for a Customer

To save a customer's card/ACH account information, watch the video above or follow the below instructions:

1. In the customer's profile, click into the Payment Types section.
2. Click into the Bank Accounts area.
3. Click the "+ Add Bank Account" button.
   
   
4. Enter the customer's bank account information in the form that appears.
5. Enter the customer's billing address information.
6. If the bank account should be the customer's default payment method for autopay, check the Make This Account Default Autopay box.
7. Click the "Save" button.
   
   

You'll now see the customer's bank account listed in their profile. Both you and your customer will be able to use it to pay invoices moving forward. 

Manually Charge a Saved Payment Method

In the event that your customers run into an issue paying their invoices online, ServiceCore gives you a way to manually charge a customer's saved payment method. 

There are 3 ways to charge a customer's saved payment method:

1. From inside an invoice.
   
   
2. From the main Accounting section.
   
   
3. From a customer's profile under the Accounting section.
   
   

Please Note: A payment method must be saved in a customer's profile in order for you to manually charge it.

To save a customer's card/ACH account information, watch the video above or follow the below instructions:

1. Click on "Record Payment" from the dropdown menu next to or in the invoice depending on where you're starting from. (See above screenshots.)
2. Review the auto-filled fields at the top to see if anything needs to be adjusted.
   
   
3. Select the 'Credit / Debit' option OR the ACH Transfer option in the Payment Method field.
4. Select the correct card in the Credit/Debit Cards or the correct ACH account in the ACH field.
5. Confirm that the box next to the invoice you need to collect payment for is checked.
   
   TIP: You can select more than one to collect payment for multiple invoices at once.
6. If the customer can only pay part of an invoice's open balance, adjust the number in the Invoice Payment field as needed.
7. Enter the full payment amount in the Amount field. Make sure it's the total sum of all the Invoice Payment fields for all selected invoices.
   
   
8. Add any necessary notes regarding this payment.
9. Check 'Send Payment Receipt Email to Customer' If you want the customer to receive confirmation that their payment has been applied to their Unpaid/Overdue invoice.
   
   Please Note: The confirmation email will be sent to the email address at the top of the payment page.
10. Click "View Payment" (or one of the other options) to save the payment record and close the invoice.
    
    

The customer's payment method will now be charged and the invoice will display a Paid status. 

Frequently Asked Questions (FAQs)

 These FAQs address common questions and quick clarifications to help you use this feature with confidence.

What Happens If a Customer's Card Is Declined?

In the case where a card is declined due to incorrect information being entered (card number, expiration date, name on card, etc...), you will be notified immediately on-screen that the payment has been declined and why. 

Please double-check the card information with your customer and try processing the payment again.

TIP: If the customer's card information needs to be updated, you'll need to add it as a new card in their profile before charging the card.

In the case where a card is declined due to scenarios like lack of funds, suspicious or fraudulent activity, the card has been reported stolen, etc., you will be notified immediately on-screen that the payment has been declined and why. 

Please contact your customer or Fiserv/Payrix for more information.

In the case where a card is declined due to any other reason, you will be notified immediately on screen that the payment has been declined and why.

If you have any questions, please reach out to our Support team through the chat widget on the bottom of this page or by sending an email to support@servicecore.com!