Create, Use, and Manage Quick Payment Links

Quick Payment Links let you collect retainers, deposits, consultation fees, and other payments without requiring the payer to sign in to the Client Portal or pay an existing invoice.

Before you begin

• Your firm must have Quick Payment Links enabled.
• You need firm-portal access with permission to create payment links.
• A payer does not need a client account, portal login, or invoice.
• Payments made through a Quick Payment Link are recorded as non-invoice payments and may need to be allocated afterward.

Copy the generic link

Use the generic link when the payer should enter their own details and payment amount.

1. In the firm portal, open Payments. In Aiwyn Practice, open Accounts Receivable.
2. Click Share payment link in the top-right corner.
3. Confirm that the Quick Payment Link section is selected.
4. Click Copy Link.
5. Paste the link into an email or another message to the payer.

The generic link is your firm's default payment portal URL. It is reusable and does not contain payer-specific information.

Create a pre-filled link

Pre-fill a link when you want the payment form to open with some or all payer details already entered.

1. Open the Share payment link modal.
2. Check Pre-fill payee information.
3. Complete any of the following fields:
   • Select a Client — associates the payment with an existing Aiwyn client. Click Clear to remove the selection.
   • Company name — displays the company name on the payment form.
   • Amount — sets the payment amount. Leave this blank when the payer should choose the amount.
   • Email — enters the payer's email address.
   • Payment description — explains what the payment is for, up to 140 characters.
4. To prevent the custom link from being used for more than one successful payment, turn on Limit to one payment. Leave it off to create a reusable link.
5. Click Copy Link.
6. Send the copied link to the intended payer.

Pre-filled values are embedded in the URL. Send a pre-filled link only to its intended recipient. Click Reset before creating a link for a different payer.

What happens after the payer pays

The payer opens the link without signing in, completes any fields that were not pre-filled, chooses an available payment method, and submits the payment. After a successful payment:

• The payer sees an on-screen confirmation.
• The payer and firm receive payment receipts by email.
• The payment appears in the firm portal for review.
• If Select a Client was used, the payment is associated with that client.
• If no client was selected, the payment may appear unallocated and must be identified and reconciled.
• A link limited to one payment stops working after the first successful payment. An abandoned or unsuccessful attempt does not consume the link.

Allocate the payment in Aiwyn Practice

If the payment should be applied to an invoice:

1. Open Accounts Receivable.
2. Click the Unallocated badge above the transaction list.
3. Locate the payment using the payer's company name, reference, or another known identifier.
4. Open the payment.
5. If needed, associate it with the correct client.
6. In Allocation, select the invoice or invoices the payment should pay down.
7. Save the transaction.

A filled green Allocation dot indicates that the payment is fully allocated. A yellow dot indicates that part of the payment remains unallocated.

Manage custom payment links

Use Payment link history to review, copy, edit, or deactivate custom links created by your firm. The firm's default generic link is not included in this history.

Open Payment link history

1. Open Settings.
2. Select Billing, then Payment Links.
3. Find the Payment link history card below the payment-link settings.

The history lists custom links newest first.

Review a link

A one-payment link that has already been used cannot accept another payment. A deactivated link cannot accept new payments even if it has remaining uses.

Copy an existing link

1. Find the link in Payment link history.
2. Click Copy link in the row, or open the row's action menu and select Copy link.
3. Paste the copied URL into your message to the payer.

Edit a link

1. Find the link in Payment link history.
2. Open the row's action menu.
3. Select Edit link.
4. Update the available link details.
5. Save the changes.

Deactivate a link

Deactivate a link when it was sent to the wrong recipient, is no longer needed, or should not accept another payment.

1. Find the live link in Payment link history.
2. Open the row's action menu.
3. Select Deactivate link.
4. Confirm the action.

The row changes to Deactivated, and subsequent payment attempts using that URL are rejected. The deactivate action is not available for a link that is already deactivated or for a one-payment link that has reached its limit.

Enable or disable Quick Payment Links for the firm

Use the Enable Payment Links setting under Settings → Billing → Payment Links to control whether the feature is available for the firm.

Related

• Quick payment links reference
• Quick Payment Link field reference
• Record and allocate payments