Hello-Groom - Setting up and Using Text to Pay

Hello-Groom - Setting up and using Text to Pay

You are able to send a link to clients that lets them pay invoices before they pick up their pets, allowing for a faster checkout process.  Your clients will do all the heavy lifting.  You just click to send the link.  Your client can pay one invoice or multiple invoices and can leave a tip.  Once they submit the payment, the invoice is marked as paid in Kennel Connection.  The receipt will be in Financial, View Receipts and be on the closeout report and Receipts report.  There are no more steps needed by the employee to complete the task once the link has been sent.  You can also send links for deposits on appointments.    

In Hello-Groom, click on Setup, Payment Links Settings.

Check the box to Use Payment links.
Choose which option you'd like the payment link to default to.  It can be sent as a link in an email or an SMS text message.  
Click the box for "Send an email to" if you'd like to receive an email when a payment is made via the link.
Click the box for "Receive push notifications on Hello-Groom" if you'd like the system to notify via with a ding and message popup that a payment is made via the link.
If you'd like to send a link for clients to make deposits, check that box.
If you'd like to send a link for clients to pay open invoices, check that box.
We have default messages here but you are able to edit these as needed.  Please note any information that shows in brackets such as [[ClientName]] will load that information for you.
Be sure to hit Save when done.





Now you are ready to send the links.

Deposits

If this is a deposit, open the appointment screen and click the Deposit button.



Enter the deposit amount, choose Payment Link as the method, choose email or SMS and hit Process.  



The appointment will now show this message about the deposit and the link will be sent once you save the appointment.



Your client will receive this email or text.  They click Pay Now.



This will take them to the payment screen.  If the client already has a credit card on file, they can click to use it.  Or they can add a new credit card on this screen and use it to make payment.  When your client adds a new card on file, this will also update in the database so they will be able to use it next time and you will be able to click to use it when paying invoices.



If the payment is successful, your client will see this message.



The receipt will show in Financials, View Receipts and on the closeout report.  This is now a credit on this client's account that can be used to pay invoices.



Invoices

When you are on an invoice, you have two options:

Save Invoice for Payment Link will let you choose multiple invoices.
Save Invoice and Pay will let you choose multiple invoices and will let you apply credits/deposits before you send the link.



Save Invoice for Payment Link will open this screen where you can opt to send just this invoice, or you can click on the Older invoices to display the list and click to send multiple invoices.



At the bottom, it will default to send to whichever option was chosen as the default, either by SMS or email.  However, you can change that here.  For example, if this client normally receives an email but today decides they want to receive it via SMS, you click that option.  It will load their SMS number but you can change it before sending.

Please note:  If you change the SMS number, it will update in the database and that will be the number that confirmations and auto reminders go to.  You'll need to change it back to the original number if needed.  

So for example, let's say you have a client named Carol and she has her number setup for SMS messages.  But her daughter Jane wants to pay for this stay and asks that you send the link to her.  You can change the Text to Pay link to send her to number instead.  But once you send it, Carol's record now has Jane's number.  So after you send the Text to Pay link, you'll want to go back into Carol's record and update it with her number.


Save Invoice and Pay will bring you to this screen where you can choose multiple invoices and you can use deposits/credits at this stage.

For example, I want to pay the $23.90 and $45 invoices so I check the Pay boxes for those.  I also want to use the $35 credit so I click the Apply box for that.  I can now click Pay $39.30 button.



I then choose Payment Link as the payment method and hit Process.



Your client will receive this message.  They click Pay Now.



They will get this screen where they can see the invoice totals and also that a credit was applied.  They are able to click to open both invoices to see all the details.



They can either use a card they already have on file or enter one.  They click Confirm Payment and the next screen is the Tips screen.  They choose their option and click Proceed to Payment.  



There will be a confirm payment screen to verify what it is to be charged.



They will get a successful message once the payment is processed.

The invoice will be marked as paid and the receipt will be in Financials, View Receipts and on the closeout report.

You can also click to send links from the invoice list.

Click on Financial, View Invoices.
Find the invoice and click the down arrow.  Click on Send Payment Link.



This will open the screen where you can send one invoice or many invoices.

You can look back at what links have been sent, what has been paid (Closed), what is still open, and can also resend links if needed.  This is in Financials, Payment Links History. 

Please note:  Text to pay links will expire after 30 days. 



If a client has already paid their invoice and they click to use the link again, they will get the successful message to let them know the invoice(s) is already paid.



If you send the link and then take payment through Hello-Groom, your client will receive the successful message if they try to use the link.

If you opt to cancel the payment link your client will receive this message if they click on it.



Applying a deposit to Text to Pay

If your client has a deposit on file, you'll need to apply it to the invoice before you send the payment link so they only pay the balance due.

In this example, the client has paid a $35 deposit and his invoice is $75.

Click to pay the invoice.  Check the Pay box for the invoice and the Apply box for the deposit,
Change the amount of the invoice to $35.  This tells Hello-Groom that you only want to use the deposit amount right now and you're not taking any extra payment.



Now I can click to send the payment link.  The client will only be paying the $40 balance.


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