About This Guide {#anet-on-vap-merchant-boarding-quick-start-guide-about} ========================================================================= This section describes this guide and where to find further information. Audience and Purpose : This guide is intended for merchants managing payments in the Merchant Portal. Conventions : This statement appears in this document: > An *Important* statement contains information essential to successfully completing a task or learning a concept. Recent Revisions to This Document {#reference.dita_bf7f009c-6cb6-42c4-9fc7-edcc89310919} ======================================================================================== 26.06.1 ------- Initial version. : Introduction to Payment Center {#vas-smb-payment-center-intro} ============================================================== Payment Center is the central hub for managing payment activity across your business in `Visa Acceptance Solution for SMB`. The Payment Center provides a unified interface for accepting payments, tracking activity, and managing customer billing. What You Will Learn ------------------- * What Payment Center is and how it works. * How to navigate the interface. * How the main features work together. * How to process your first payment. Key Features at a Glance ------------------------ Transactions : Best For : One-time payments Key Capabilities : Charge, authorize, refund, void Invoices : Best For : Professional billing Key Capabilities : Itemized invoices, payment tracking Pay by Link : Best For : Remote and social sales Key Capabilities : Shareable links, QR codes Subscriptions : Best For : Recurring revenue Key Capabilities : Automated recurring billing How the Features Work Together ------------------------------ * Transactions record every payment event. * Invoices and Pay by Link both create transactions when paid. * Subscriptions generate recurring transactions automatically. * All activity is visible in the Transactions list for reconciliation. Access Payment Center {#vas-smb-accessing-payment-center} ========================================================= Navigate to and access Payment Center in Visa Acceptance Solution for SMB. 1. Log in to your account. 2. Choose Payment Center from the main navigation 3. Use the tabs to switch between options. * Transactions * Invoices * Pay by Link * Subscriptions #### RESULT You are now in Payment Center and can access all payment management features. Process Your First Payment {#vas-smb-processing-first-payment} ============================================================== Process your first payment in Payment Center. The fastest way to begin is with a direct transaction. For practice, you can submit a test transaction in the Sandbox portal. To process a payment: 1. Click or tap Transactions. 2. Click or tap Take a Payment. 3. Enter amount and card details. 4. Click or tap Charge. #### RESULT Your first payment has been processed successfully. Understanding Transactions {#vas-smb-transactions-overview} =========================================================== Transactions are the foundation of Payment Center. Every payment creates a transaction record. What Is a Transaction? ---------------------- A transaction records a payment event and includes: * Amount and currency * Customer information * Payment method * Date and time * Transaction type * Source * Status > All transactions are permanently recorded, even if voided or refunded. Transaction Types ----------------- Sale : * Captures funds immediately * Most common transaction type * Automatically settles (usually 1-2 business days) * Can be refunded or voided (before settlement) Authorization (Authorize Only) : * Places a temporary hold on funds * Must be captured manually * Typically expires after approximately 7 days * Best used when: * Shipping later * Final amount may change * Pre-orders or reservations Refund : * Returns funds to customer * Can be full or partial * Available only after settlement * Typically appears on card in 5-10 business days Void : * Cancels a transaction before settlement * No funds move * Faster than a refund * Must be done while transaction is pending Transaction Sources ------------------- Online : Website or direct checkout Invoice : Payment from invoice Recurring : Subscription payments Link : Pay by Link payments Transaction Statuses -------------------- Success : Payment processed successfully Pending : Waiting for settlement Declined : Issuer rejected payment Error : Technical processing failure Held for Review : Requires fraud review Review Complete : Previously held transaction reviewed and action chosen Void : Canceled before settlement Transaction Lifecycle --------------------- * Sale: Initiated → Success → Pending → Settled * Authorization: Authorized → Pending Capture → Captured → Settled * Fraud Review: Initiated → Held for Review → Accepted or Rejected → Review Complete Transactions List Overview {#vas-smb-transactions-list-overview} ================================================================ The Transactions list provides a comprehensive view of all payment activity and key metrics. Transaction Metrics ------------------- At the top of the Transactions page you'll see: * Total sales * Transaction count * Refunds total Alerts ------ Alerts highlight: * Transactions held for review because of potential fraud * Authorizations pending capture Search and Filter Capabilities ------------------------------ You can search by: * Customer name * Date * Transaction ID * Amount * Card last four digits Filters include: * Date range * Source * Type * Status Filters can be combined for more precise results. Transaction Details View ------------------------ Selecting a transaction shows: * Payment information * Customer details * Billing and shipping addresses * Transaction history * Itemized breakdown (if applicable) * Possible actions for that transaction Taking Payments Overview {#vas-smb-taking-payments-overview} ============================================================ This section explains how to process payments directly in Payment Center. Payment Options --------------- The Payment Center allows you to process both quick payments and itemized sales. You can access the payment form by going to Payment CenterTransactions and clicking or tapping Take a Payment. Quick Payments -------------- Quick payments are best for simple, one-time charges without detailed line items. This option allows you to: * Select currency and amount * Add a transaction description (optional) * Run as an Authorization transaction if needed * Add customer information (optional) * Enter card details and billing address * Add shipping address (optional) * Apply sales tax rate (if applicable) Itemized Sales -------------- Itemized sales are best for detailed billing with multiple products or services. This option allows you to: * Add up to 30 line items with item name, unit price, and quantity * Apply taxes and discounts per item * Add freight or duty charges (if applicable) * Add customer information (optional) * Enter card details and billing address * Add shipping address (optional) * Apply sales tax rate (if applicable) Payment Confirmation -------------------- After a successful payment, you'll see: * Transaction ID * Amount charged * Date and time * Options to send an email receipt, take a new payment, and view transaction details What Happens After Payment -------------------------- When you process a payment: * The transaction is created immediately in the system * The customer receives confirmation (if email address was provided) * Funds queue for settlement to your account * The transaction appears in the Transactions list for tracking and management Take Quick Payments {#vas-smb-taking-quick-payments} ==================================================== Process simple, non-itemized payments directly in Payment Center. Quick payments are best for simple, one-time charges without detailed line items. To process a quick payment: 1. Choose Payment CenterTransactions 2. Click or tap Take a Payment 3. Choose Quick payment (non-itemized) 4. Choose currency and amount 5. Enter a description for the transaction 6. Check the Authorize only box to run as an Authorization transaction 7. Add customer information 8. Enter card details and billing address 9. Enter shipping address 10. Enter the sales tax rate 11. Click or tap Charge #### RESULT After a successful payment, the system displays: * Transaction ID * Amount charged * Date and time * Options to send an email receipt, take new payment, and view transaction details #### AFTER COMPLETING THE TASK The transaction is created immediately, the customer receives confirmation (if email provided), funds queue for settlement, and the transaction appears in the Transactions list. Take Itemized Sales {#vas-smb-taking-itemized-sales} ==================================================== Process detailed payments with multiple line items directly in Payment Center. Itemized sales are best for detailed billing with multiple products or services. To process an itemized sale: 1. Choose Payment CenterTransactions. 2. Click or tap Take a Payment. 3. Switch to Itemized sale. 4. Enter a description for the transaction. 5. Check the Authorize only box to run as an Authorization transaction. 6. Add up to 30 line items, including item name, unit price, and quantity. 7. Apply taxes and discounts for each item as needed. 8. Add freight or duty. 9. Add customer information. 10. Enter card details and billing address. 11. Enter shipping address. 12. Enter the sales tax rate. 13. Click or tap Charge. #### RESULT The transaction is created immediately with all line item details, the customer receives confirmation if email provided, funds queue for settlement, and the transaction appears in the Transactions list. After a successful payment, the system displays: * Transaction ID * Amount charged * Date and time * Options to send an email receipt, take new payment, and view transaction details #### AFTER COMPLETING THE TASK Refund Transactions {#vas-smb-refunding-transactions} ===================================================== Issue full or partial refunds for settled transactions. Refunds require settled transactions and cannot exceed the original transaction amount. To process a refund: 1. Choose Payment CenterTransactions. 2. Locate and choose the settled transaction to refund. 3. Click or tap Refund in the transaction details. 4. Choose full or partial refund amount. 5. Confirm the refund. #### RESULT The refund is processed and funds typically appear on the customer's card in 5-10 business days. Void Transactions {#vas-smb-voiding-transactions} ================================================= Void pending transactions before settlement. Use voids when cancellation happens immediately, before settlement. Voids release funds faster than refunds and prevent settlement. After settlement, issue a refund instead. To void a transaction: 1. Choose Payment CenterTransactions. 2. Locate and choose the pending transaction to void. 3. Click or tap Void in the transaction details. 4. Confirm the void. #### RESULT The transaction is voided and no funds are transferred. Capture Authorizations {#vas-smb-capturing-authorizations} ========================================================== Capture authorized funds before they expire. Authorizations place a hold on funds but do not capture them immediately. You must capture the authorization to collect the funds. Authorizations usually expire after 7 days. Capture promptly to avoid losing the hold. To capture an authorization: 1. Choose Payment CenterTransactions. 2. Filter by Type: Authorization. 3. Choose the authorization to open transaction details. 4. Click or tap Capture. 5. Confirm the capture amount. #### RESULT The authorization is captured and funds are transferred during settlement. Handling Transactions Held for Review {#vas-smb-handling-held-transactions} =========================================================================== Learn how to review and make decisions on transactions flagged by fraud detection. When fraud detection flags a transaction, review the details and decide whether to accept or reject it. Prompt review improves customer experience and reduces abandonment. To review a transaction held by fraud detection: 1. Select Payment CenterTransactions. 2. Locate transactions with status "Held for Review". 3. Select the transaction to review details and risk indicators. 4. Choose an action: * Accept to process the payment * Reject to cancel it 5. Confirm your decision. #### RESULT The transaction shows the status of Review Completed. Accept Transactions Held for Review {#vas-smb-accepting-held-transactions} ========================================================================== Accept and process transactions flagged by fraud detection. When fraud detection flags a transaction as low-risk after review, you can accept it to process the payment. Prompt review improves customer experience and reduces abandonment. To accept and process a transaction flagged by fraud detection: 1. Choose Payment CenterTransactions. 2. Locate transactions with status Held for Review. 3. Choose the transaction to review details and risk indicators. 4. Review the transaction details, customer information, and risk indicators. 5. Click or tap Accept to process the payment. 6. Confirm your decision. #### RESULT The transaction is processed and the status changes to Review Completed. The payment proceeds to settlement. Reject Transactions Held for Review {#vas-smb-rejecting-held-transactions} ========================================================================== Reject and cancel transactions flagged by fraud detection. When fraud detection flags a transaction and you determine it is high-risk after review, reject it to cancel the payment. Prompt review improves customer experience and reduces abandonment. To reject a transaction held for review: 1. Choose Payment CenterTransactions. 2. Locate transactions with status Held for Review. 3. Choose the transaction to review details and risk indicators. 4. Review the transaction details, customer information, and risk indicators. 5. Click or tap Reject to cancel the payment. 6. Confirm your decision. #### RESULT The transaction is canceled and the status changes to Review Completed. The payment is not processed. Sending Transaction Receipts {#vas-smb-managing-transactions-overview} ====================================================================== Learn how to send or resend receipts to customers from transaction details. You can send an email receipt for a transaction. Verify the customer email address before sending receipts. To send an email receipt: 1. Select Payment CenterTransactions 2. Select the transaction for which you want to send a receipt. 3. Verify the customer email address in the transaction details. 4. Click or tap Send Receipt. #### RESULT The receipt is sent to the customer's email address. Transaction Management Best Practices {#vas-smb-transaction-management-best-practices} ====================================================================================== Follow these best practices to effectively manage your transactions and maintain healthy payment operations. Recommended Review Schedule --------------------------- Daily : Review held transactions. Capture pending authorizations. Weekly : Monitor refunds. Review declines and sources. Monthly : Reconcile transactions. Analyze trends and fraud patterns. Understanding Invoices {#vas-smb-invoices-overview} =================================================== Invoices are professional billing documents used to request payment from customers when payment is not taken immediately. What This Section Covers ------------------------ * What an invoice is and when to use one * Invoice types supported in Payment Center * Invoice statuses and lifecycle * Core invoice components * How invoices integrate with transactions * Payment tracking and reminders What Is an Invoice? ------------------- An invoice is a formal request for payment that allows you to bill customers after goods or services are delivered. Invoices help you peform these tasks: * Offer payment terms (e.g., Net 15, Net 30) * Provide clear documentation for customers * Track unpaid, partially paid, and paid balances * Maintain accurate records for accounting The difference between an invoice and a transaction is that invoices request payment that can be paid later, while transactions process immediate payments. When a customer pays an invoice, a transaction is automatically created and linked to that invoice. When to Use Invoices -------------------- B2B billing : Businesses expect invoices for professional transactions. Examples include consulting and wholesale. Services : Use invoices to bill after delivery of services. Examples include freelance work and professional services. Payment terms : Invoices allow delayed payment arrangements. Examples include Net 30 and Net 60 terms. Project milestones : Use invoices to bill for completed work at specific project stages. Examples include construction and design projects. Recurring services : Invoices support periodic billing cycles. Examples include retainers and maintenance contracts. Invoice Types ------------- Payment Center supports two invoice types: Single Item (Non-Itemized) : Best for simple, flat-rate charges. Includes: * Total amount * Description * Due date * Customer information * Shipping/Freight * Tax and Discount Itemized : Best for detailed billing and transparency. Includes: * Line items with quantity and unit price * Subtotals, discounts, taxes * Optional shipping and duty * Grand total Invoice Components ------------------ **Required** * Invoice number (auto-generated or custom) * Customer name and email * Currency * Price (Single item or Total Itemized Price) * Due date **Optional** * Description or notes * Line items * Discounts * Taxes * Shipping or freight * Duty Invoice Statuses \& Lifecycle ----------------------------- Draft : The invoice is created but not yet sent. The invoice is editable but there is no active payment link Sent : The invoice is delivered to the customer. The payment link is active. Partial : The invoice is partially paid and a balance remains. Paid : The invoice is fully paid. The invoice is locked. Transactions related to the invoice are linked together. Cancelled : The invoice is noo longer payable and the invoice link is deactivated. **Lifecycle Examples** * Standard: Draft → Sent → Paid. * Partial: Sent → Partial → Paid. * Cancelled: Draft/Sent → Cancelled. Delivering Invoices ------------------- * Email (default): An invoice with the payment link is sent. * Payment link sharing: A link can be copied and shared. Payment Tracking ---------------- For each invoice, you can view: * Payment status (unpaid, partial, paid) * Payment history (dates, amounts, methods) * Remaining balance Partial Payments (Optional) --------------------------- When enabled: * Customers can make multiple payments. * The balance updates automatically. * The status changes to Partial until fully paid. Invoice Reminders ----------------- Automatic reminders can be enabled: * Before due date * After the invoice is due Enabling reminders helps reduce late payments and improve cash flow. Invoice and Transaction Integration ----------------------------------- * Payments automatically create transactions. * Invoice and transaction records remain linked. * The integration supports reconciliation and audit trails. Invoice Numbering Rules ----------------------- * Each invoice must have a unique number. * Invoice numbers are auto-generated if the field is left blank. * Custom numbers are allowed. Invoice numbers cannot be changed after creation. Invoice List Overview {#vas-smb-invoice-list-overview} ====================================================== The invoice list provides a comprehensive view of all invoices and their statuses. Information Displayed --------------------- The invoice list shows: * Status * Invoice number * Customer * Amount and balance * Due date * Created date Search and Filter Capabilities ------------------------------ You can search by invoice number, customer, or amount. You can also filter by status and date range and sort by any column. Invoice Details View -------------------- Selecting an invoice opens a detail panel with: * Invoice information * Line items, if itemized * Payment link * Payment history * Status-specific actions Creating Invoices {#vas-smb-creating-invoices-overview} ======================================================= Payment Center supports creating both single item and itemized invoices to bill your customers. Invoice Types ------------- Payment Center supports two types of invoices: Single Item Invoice : Use for flat-rate services or simple charges without itemization. This invoice type contains a single line item with one price. Itemized Invoice : Use for multiple products or services that require detailed billing. This invoice type supports up to 30 line items, each with its own description, unit price, and quantity. Discounts and Taxes (Key Rules) ------------------------------- When applying discounts and taxes to invoices, follow these rules: * Choose either invoice-level or line-item level discounts * Choose either invoice-level or line-item level taxes * Mixing levels is not supported You cannot apply both invoice-level and line-item level discounts or taxes within the same invoice. Invoice States -------------- After creating an invoice, it exists in one of the following states: Draft : The invoice is editable and not visible to the customer. Draft invoices can be modified or deleted before sending. Sent : An email is sent to the customer with a payment link. The payment link is active and the customer can make payment. Invoices remain editable until paid or cancelled, allowing you to make changes as needed. Optional Features ----------------- When creating invoices, you can enable the following optional features: Partial payments : Allow customers to pay invoices in multiple installments. Shipping or freight charges : Add delivery costs to the invoice. Invoice numbers : Assign custom invoice numbers for your tracking system. Create Single Item Invoices {#vas-smb-creating-single-item-invoices} ==================================================================== Create simple, flat-rate invoices in Payment Center. Use single item invoices for flat-rate services or simple charges without itemization. To create an invoice for a single item: 1. Choose Payment CenterInvoices. 2. Click or tap Create Invoice. 3. Enter customer name and email. 4. Enter invoice number. 5. Add the description, currency, and due date. 6. Choose Single. 7. Add the price. 8. Add shipping or freight, discount, and tax as needed. 9. Enable partial payments. 10. Choose to save as draft or send immediately. #### RESULT Your single item invoice is created. If sent, the customer receives an email with a payment link. If saved as draft, the invoice remains editable until sent. Invoices remain editable until paid or canceled. Draft invoices are not visible to customers. Create Itemized Invoices {#vas-smb-creating-itemized-invoices} ============================================================== Create detailed invoices with multiple line items in Payment Center. Use itemized invoices to charge customers for multiple products or services that require detailed billing information. > Note these important considerations when creating an invoice: > > * Choose either invoice-level or line-item level discounts. > * Choose either invoice-level or line-item level taxes. * Mixing levels is not supported. To create an itemized invoice: 1. Choose Payment CenterInvoices. 2. Click or tap Create Invoice. 3. Enter the customer name and email. 4. Enter the invoice number. 5. Add the description, currency, and due date. 6. Choose Itemized. 7. Enter the invoice details. 8. Add up to 30 line items, including the item name, unit price, and quantity. 9. Apply discounts or taxes for each item as needed. 10. Add shipping or duty. 11. Choose to save as draft or send immediately. #### RESULT Your itemized invoice is created with all line items. If sent, the customer receives an email with a payment link. If saved as draft, the invoice remains editable until sent. Invoices remain editable until paid or canceled. Draft invoices are not visible to customers. View Invoice Details {#vas-smb-managing-invoices-overview} ========================================================== Learn how to view detailed information about invoices. To view invoice details: 1. Select Payment CenterInvoices. 2. Locate the invoice you want to view. 3. Click on the invoice to open the details panel. #### RESULT The invoice details panel appears with invoice data, line items (if itemized), payment link, payment history, and available actions. Edit Invoices {#vas-smb-editing-invoices} ========================================= Edit invoices and understand which fields can be modified. Invoices can be edited if in Draft, Sent, or Partial status. Paid and Canceled invoices cannot be edited. > These fields cannot be edited after creation: > > * Invoice number > * Currency > * Payment history 1. Choose Payment CenterInvoices. 2. Locate and choose the invoice to edit. 3. Click or tap Edit. 4. Modify the editable fields as needed. 5. Save your changes. #### RESULT The invoice is updated with your changes. Send and Resend Invoices {#vas-smb-sending-invoices} ==================================================== Send draft invoices and resend existing invoices to customers. Invoices in Draft, Sent, or Partial status can be sent or resent. Paid or Canceled invoices cannot be sent. To send or resend an invoice: 1. Choose Payment CenterInvoices. 2. Locate and choose the invoice to send. 3. Click or tap Send (for Draft) or Resend (for Sent or Partial invoices). 4. Confirm the customer email address. 5. Complete the send action. #### RESULT The invoice is sent to the customer through email with a payment link. Cancel Invoices {#vas-smb-cancelling-invoices} ============================================== Unpaid or partially paid invoices can be canceled. Cancellation is permanent and payment links are deactivated. Partial payments are not refunded automatically. Refunds for partial payments must be processed from the Transactions section. To cancel an unpaid or partially paid invoice: 1. Choose Payment CenterInvoices. 2. Locate and choose the invoice to cancel. 3. Click or tap Cancel. 4. Confirm the cancellation. #### RESULT The invoice is canceled permanently and the payment link is deactivated. Understanding Pay by Link {#vas-smb-pay-by-link-overview} ========================================================= Pay by Link is a flexible payment solution that lets you create secure, shareable payment links and collect payments across any channel. What This Section Covers ------------------------ * What Pay by Link is and how it works * Payment link types (Fixed-Price and Customer-Set Price) * When to use Pay by Link instead of invoices or transactions * Key features and benefits * Common use cases What Is Pay by Link? -------------------- Pay by Link allows you to generate a secure payment URL that customers can use to complete a payment online. You can share links through: * Email and text * Messaging apps * Social media * Websites * QR codes (for in-person use) Unlike invoices, Pay by Link is optimized for quick, flexible, informal payment collection. How Pay by Link Works --------------------- 1. You create a payment link in Payment Center 2. A secure, unique URL is generated 3. You share the link with customers 4. Customers open the link and complete payment 5. A transaction is automatically created and recorded Both you and the customer receive payment confirmation. Key Benefits ------------ Fast setup : No website or integration is required. Share anywhere : Use in digital or physical channels. Reusable : The same link can be used repeatedly. Secure \& PCI-compliant : The payment processing is encrypted. Mobile-friendly : Pay by Link is optimized for all devices. Fully tracked : Payments appear in the Transactions view of the Payment Center. When to Use Pay by Link ----------------------- Social media sales : Sell without an e-commerce site. Remote services : Collect payment after booking. Event tickets : Set up simple ticket sales. Donations \& fundraising : Set up Pay by Link with flexible contribution amounts. One-off sales : Complete a fast, informal payment. In-person sales : Set up QR-based contactless checkout. Pay by Link Compared to Other Payment Methods --------------------------------------------- **Pay by Link Compared to Take a Payment** Use Pay by Link when: : * You need a shareable payment option. * Customers aren't present. * You want a reusable link. Use Take a Payment when: : * You processes payments directly. * The customer is present, either in-person or phone. * Payment details are already available. **Pay by Link Compared to Invoices** Use Pay by Link when: : * You need quick payment. * No itemization or payment terms are needed. * The interaction is informal. Use Invoices when: : * Formal billing is required. * Line items or Net terms are needed. * You are billing B2B customers. Types of Payment Links ---------------------- The Payment Center supports two link types: Fixed-Price Links : Fixed-price links are links with a set, non-editable price, which are best for payments for these items: * Products or services * Event tickets * Memberships * Consultation fees Customer-Set Price Links : Customer-set price links are links where the customer chooses the payment amount within limits you define. Customer-set price links are best for payments for these items: * Donations * Fundraising * Tips or gratuities * Pay-what-you-want models Link Type Comparison -------------------- Fixed-Price : Price control is by the merchant. The amount is fixed. Best use is for sales and events. The customer pays a flat amount. Donation : Price control is by the customer. The amount is flexible. Best use is for donations and tips. The customer enters the amount. Payment Link Status ------------------- Active : Link can be used for payments Inactive : Link is disabled Links are reusable. Each payment creates a new transaction. Invoices are single-use; Pay by Link is not. Payment Link Components ----------------------- **Required** * Link ID (auto-generated) * Link type * Amount (or minimum amount) * Currency * Status (Active/Inactive) **Optional** * Description * Maximum amount (donations) * Request phone number * Request shipping address Customer Payment Experience --------------------------- Customers: 1. Open the link on any device 2. See your business name and payment details 3. Enter payment information 4. Receive confirmation and receipt No login is required for customers to complete payment. Security Overview ----------------- Pay by Link includes: * PCI-compliant processing * Encrypted data transmission * Fraud detection and monitoring * No storage of sensitive card data Pay by Link List Overview {#vas-smb-pay-by-link-list-overview} ============================================================== The Pay by Link list provides a comprehensive view of all payment links and their details. Information Displayed --------------------- The list view shows: * Status (Active / Inactive) * Description * Link type * Amount * Created date * Link ID Search and Filter Capabilities ------------------------------ You can: * Search by description, amount, or ID. * Filter by status, type, or date. * Sort by any column. Link Details View ----------------- Opening a link shows: * Link ID and status * Description and type * Amount settings * Optional fields * Payment URL Using Pay by Link {#vas-smb-using-pay-by-link} ============================================== Learn how to create and use Pay by Link to collect payments through shareable links. Pay by Link enables you to generate a secure payment URL that customers can use to complete a payment online. You can share links through email, text, messaging apps, social media, websites, or QR codes. To use Pay by Link: 1. Create a payment link in Payment Center. 1. Select Payment CenterPay by Link. 2. Click Create Payment Link. 3. Choose either Fixed-Price or Donation type. 4. Complete the required fields. 2. Copy the secure, unique URL that is generated. 3. Share the link with customers. #### ADDITIONAL INFORMATION You can share through email, text, messaging apps, social media, websites, or QR codes. 4. Customers open the link and complete payment. 1. Customers open the link on any device. 2. Customers see your business name and payment details. 3. Customers enter payment information. 4. Customers receive confirmation and receipt. 5. Review the transaction. #### ADDITIONAL INFORMATION A transaction is automatically created and recorded. Both you and the customer receive payment confirmation. #### RESULT The payment is processed and appears in your Transactions list in the Payment Center. Create Payment Links {#vas-smb-creating-payment-links} ====================================================== Create fixed-price and donation payment links. Payment Center supports two link types: Fixed-Price and Donation. To create a payment link: 1. Choose Payment CenterPay by Link. 2. Click or tap Create Payment Link. 3. Choose the link type and complete the required fields. 1. For Fixed-Price Links: #### ADDITIONAL INFORMATION 1. Choose Fixed-Price 2. Enter item name, description, amount, and currency 3. Configure optional settings (phone number, shipping address collection) 4. Create link 2. For Donation Links: #### ADDITIONAL INFORMATION 1. Choose Donation 2. Enter item name and description 3. Set minimum (and optional maximum) amount 4. Choose currency 5. Create link #### RESULT Your payment link is created and is ready to share with customers. Edit Payment Links {#vas-smb-editing-payment-links} =================================================== Edit payment links and understand which fields can be modified. You can edit payment links after creation. Edits apply immediately for active links. The Link ID, Link type, Currency, and Payment URL fields cannot be edited. To edit a payment link: 1. Choose Payment CenterPay by Link. 2. Locate and choose the payment link to edit. 3. Click or tap Edit. 4. Modify the editable fields. * Description * Amount or minimum amount * Maximum amount (for donations) * Optional collection settings (phone, shipping address) 5. Save your changes. #### RESULT The payment link is updated with your changes. Activate Payment Links {#vas-smb-activating-payment-links} ========================================================== Activate payment links to enable them for customer use. Activating a payment link makes it available for customers to use for payments. Active links can accept payments and appear in customer-facing channels. To activate a payment link: 1. Choose Payment CenterPay by Link. 2. Choose the payment link you want to activate. 3. Click or tap Activate. 4. Confirm the status change. #### RESULT The payment link status changes to Active and is immediately available for customer use. Deactivate Payment Links {#vas-smb-deactivating-payment-links} ============================================================== Deactivate payment links to prevent them from being used. You can deactivate payment links when items sell out, events end, prices change, or testing is required Inactive links cannot be used for payments. To maintain records, links are never deleted. To deactivate a payment link: 1. Choose Payment CenterPay by Link. 2. Choose the payment link you want to deactivate. 3. Click or tap Deactivate. 4. Confirm the status change. #### RESULT The payment link status changes to Inactive and can no longer be used by customers. Share Payment Links {#vas-smb-managing-pay-by-link} =================================================== Share payment links with customers through various channels. Payment links can be shared through multiple channels to reach customers wherever they are. To share payment links: 1. Choose Payment CenterPay by Link. 2. Choose the payment link to share. 3. Copy the payment link URL. 4. Share the link through your preferred channel. * Email * SMS * Messaging apps * Social media * Websites * QR codes #### RESULT Customers can now access the payment link to complete their payment. Subscriptions {#vas-smb-subscriptions-overview} =============================================== Subscriptions allow you to automatically charge customers on a recurring schedule for predictable recurring revenue. What You Will Learn ------------------- * What subscriptions are and how they work * How Plans and Subscriptions relate * Subscription lifecycle and statuses * Payment retry logic and delinquency handling * How to create, manage, suspend, reactivate, and cancel subscriptions What Is a Subscription? ----------------------- A subscription is an active billing agreement between you and a customer that automatically processes payments on a recurring schedule. Unlike one-time transactions or invoices, subscriptions continue charging until they are completed, cancelled, or suspended. Subscriptions work like a gym membership or streaming service---customers sign up once, and payments are charged automatically at regular intervals. Why Use Subscriptions? ---------------------- Subscriptions are ideal for businesses offering ongoing products or services: * Memberships (gyms, associations) * SaaS products * Subscription boxes * Retainers or maintenance services * Premium content access Benefits for Your Business : * Predictable recurring revenue * Automated billing and retries * Reduced manual work * Improved cash-flow forecasting Benefits for Your Customers : * Automatic, convenient payments * No missed due dates * Uninterrupted service * Easy subscription management Subscription Components ----------------------- Customer : Every subscription is linked to a customer profile containing: * The customer name and email address * The securely stored payment method * Billing and shipping addresses, if applicable > A valid customer with a payment method is required before creating a subscription. Only the default payment method for a customer can be used to pay for a subscription. Subscription Name : A descriptive identifier to help you manage subscriptions: * By default, this field is auto-generated (for example, SUB-001) * Name can be customized during creation and edit (for example, Jane Doe -- Premium Membership) Plan : Plans define how customers are billed. Each Plan includes: * Amount * Currency * Frequency (daily, weekly, monthly, yearly, and so forth) * Duration (fixed number of billing cycles or ongoing) * Setup fee (optional) Plans are reusable templates. One Plan can power many subscriptions. Start Date : The start date determines when billing begins. Charges process at 2:00 AM local time. > * If set to today, the first payment processes immediately > * For future dates, the subscription stays pending. > * The start date cannot be changed after the first payment. Subscription ID : A system-generated and unique ID that is used for reporting and support. Subscription IDs cannot be edited. How Subscriptions Work ---------------------- Once active, the system automatically: 1. Processes the first payment on the start date 2. Calculates the next billing date 3. Charges the customer on each billing cycle 4. Sends payment receipts by email 5. Repeats until completed, cancelled, or suspended Plans vs. Subscriptions ----------------------- Plans : Purpose : Billing template Reusability : Reusable Customer Linked : No Processes Payments : No Subscriptions : Purpose : Active billing agreement Reusability : Unique relationship between Plan and Customer Customer Linked : Yes Processes Payments : Yes Subscription Status Lifecycle ----------------------------- Pending → Active → Delinquent → Suspended → Cancelled / Completed Pending : Waiting for start date (Payments: No) Active : Billing normally (Payments: Yes) Delinquent : Payment failed, retrying (Payments: Retrying) Suspended : Paused (Payments: No) Cancelled : Permanently stopped (Payments: No) Completed : Finished all payments (Payments: No) Delinquent Subscriptions \& Retry Logic --------------------------------------- When a payment fails, the system automatically retries based on billing frequency: Daily : Retry Interval: 1 hour, Retries: 1 Weekly : Retry Interval: Every 1 day, Retries: 3 Monthly : Retry Interval: Every 2 days, Retries: 5 Yearly : Retry Interval: Every 15 days, Retries: 3 Outcomes: * Retry succeeds → back to Active * All retries fail → Suspended Contact customers early when payments fail to avoid churn. Editing Rules ------------- Before First Payment (Pending) : Customer, Plan, Start date, Subscription name After First Payment : Subscription name only Core billing details are locked after the first payment. To change Plan or price, cancel and create a new subscription. Timing Restrictions ------------------- Subscriptions cannot be suspended or cancelled within 10 minutes before or after payment processing. This prevents billing conflicts. Create Subscriptions {#vas-smb-creating-subscriptions} ====================================================== Create subscriptions for recurring billing. You can create subscriptions for recurring billing. Before you create the subscription, you need an active plan, a customer with payment method, and the start date. To create a subscription: 1. Choose Payment CenterSubscriptions. 2. Click or tap Create Subscription. 3. Choose or create a customer. 4. Enter subscription name. 5. Choose an active plan or create a new plan. 6. Choose the start date. 7. Review and save the subscription. #### RESULT The subscription is created. If the start date is today, the subscription is active immediately. If the start date is in the future, the subscription is pending. View Subscription Details {#vas-smb-managing-subscriptions} =========================================================== View detailed information about subscriptions. To view subscription details: 1. Choose Payment CenterSubscriptions. 2. Find the subscription you want to view. 3. Click or tap on the subscription row. #### RESULT The subscription details panel appears with the customer information, plan and billing details, the subscription status and dates, and payment history for the last 12 months. Suspend Subscriptions {#vas-smb-suspending-subscriptions} ========================================================= Temporarily suspend subscriptions. Use suspension for temporary pauses in a subscription. When you suspend a subscription, billing stops immediately. All subscription data is preserved, and the subscription can be reactivated. To prevent billing conflicts, subscriptions cannot be suspended within 10 minutes before or after payment processing. To suspend a subscription: 1. Choose Payment CenterSubscriptions. 2. Choose the subscription to suspend. 3. Click or tap Suspend. 4. Confirm the suspension. #### RESULT The subscription is suspended and billing stops immediately. Reactivate Subscriptions {#vas-smb-reactivating-subscriptions} ============================================================== Reactivate suspended subscriptions. Reactivation is used for subscriptions that were suspended manually or becauswe of payment failure. To reactivate a subscription: 1. Choose Payment CenterSubscriptions. 2. Find and open the suspended subscription. 3. Click or tap Reactivate subscription. 4. If suspended due to payment failure: 1. Click or tap Change payment method. 2. Update the customer's default payment method. 5. Click or tap Reactivate Subscription. #### RESULT The subscription returns to Active status and billing resumes on the original cycle. No backcharges apply. Cancel Subscriptions {#vas-smb-cancelling-subscriptions} ======================================================== Permanently cancel subscriptions. Cancellation stops billing permanently and cannot be undone. A new subscription must be created to resume billing. Use cancellation when the customer ends service, when switching plans, or when service is discontinued. Subscriptions cannot be canceled within 10 minutes before or after payment processing to prevent billing conflicts. Canceled subscriptions cannot be reactivated. To cancel a subscription: 1. Choose Payment CenterSubscriptions. 2. Find and choose the subscription to cancel. 3. Click or tap Cancel. 4. Confirm the cancellation. #### RESULT The subscription is canceled permanently. No automatic refunds are issued. Issue refunds through the Transactions panel if needed. Proration depends on your terms.