Recurring Payments Manager

The Recurring Payments Manager allows Firm Admins to quickly create new Recurring Payment Plans or update existing Recurring Payment Plans regardless of who set them up (the Firm Admin or the Client Portal User). When a Firm Admin creates a new or existing Recurring Payment Plan, an automatic email notification is sent to the Firm and Client Contact(s).

Included in this Article:

• Creating a new Recurring Payment Plan for a Client
• Notifications when a new Recurring Payment Plan is setup for a Client by a Firm Admin
• Updating an existing Recurring Payment Plan for a Client
• Notifications when a Recurring Payment Plan is edited by Firm Admin

Creating a new Recurring Payment Plan for a Client

To create a new Recurring Payment Plan for any Client (even if they do not have a Client Portal User), a Firm Admin can do the following:

1. Log into the Aiwyn Firm Portal
2. Select the Clients tab along the left side menu
3. Find the Client account by entering their Client Name or Client Number in the search bar
4. Under the Actions column on the far right, select the three small dots and select "Client Portal View"
5. Once in the Client Portal, select the Settings tab along the top menu
6. Under Recurring Payments section, select "+New Recurring Payment"
7. Enter the following details for the new Recurring Payment Plan:
   1. Recurring Payment Name
   2. Account
   3. Amount
   4. Frequency
   5. Start Date
   6. End Date (PRO TIP: Choose one day after the last date of payment)
   7. Add a new payment method using the client's payment method you have in hand OR select an existing one that may have been previously saved by a Firm Admin in that Client's Portal
   8. Receipt Recipient(s)
8. Select the checkbox to confirm you are authorized to make this change
9. Select "Save" button

Notifications when a new Recurring Payment Plan is setup for a Client by a Firm Admin

When a Firm Admin creates a new Recurring Payment Plan, an email notification is sent to:

• The Firm Admin who made the change (see Figure 1 below)
• The Client billing contact(s) OR the Client Portal User(s) linked to the Client account that the Recurring Payment Plan is made on behalf of (see Figure 2 below)
• If the same person matches more than one criteria above, they only receive one copy of the notification email.

Figure 1: Email notification sent to Firm Admin after they have created a new Recurring Payment Plan for a Client

Figure 2: Email notification sent to Client(s) after a firm admin creates a new Recurring Payment Plan on their behalf

Updating an existing Payment Plan for a Client

To edit an existing Recurring Payment Plan for a Client, a Firm Admin can do the following:

1. Log into the Aiwyn Firm Portal
2. Select the Payments tab along the left side menu, then select the Payment Plans tab
3. Viewing the existing Payment Plans, find the plan you would like to edit and under the Actions column to the right, select the three small dots and select "Edit client's recurring payments" (see Figure 3 below)
4. Next you'll be routed to the Client's Portal with the Recurring Payment Plan you've selected from the list pulled up (see Figure 4 below)
5. Proceed with editing any of the following for the Recurring Payment Plan:
   1. Name 
   2. Amount 
   3. Frequency
   4. Start Date (editable if date is in the future)
   5. End Date (PRO TIP: Choose one day after the last date of payment)
   6. Receipt Recipient(s)
6. Select the checkbox to confirm you are authorized to make this change
7. Select "Save Recurring Payment" button

Figure 3: Accessing a  Payment Plan to edit (from Firm Portal > Payments > Payment Plans)

Figure 4: Editing a Recurring Payment Plan inside a Client Portal

Notifications when a Recurring Payment Plan is edited by Firm Admin

Automatic email notifications will send when a Firm Admin has edited an existing Recurring Payment Plan:

• The Firm Admin who made the change (see Figure 5 below)

• The Client Portal User that created the Recurring Payment Plan, if applicable (see Figure 6 below)

• If the same person matches more than one criteria above, they only receive one copy of the notification email

Figure 5: Email Notification sent to Firm Admin when they edit a Recurring Payment Plan

Figure 6: Email Notification sent to Client(s) when a Firm Admin edits a Recurring Payment Plan

Additional Resources

• Modify or Skip a Single Recurring Payment
• Recurring Payment Plan Emails