Skip to main content

Aiwyn Payments configuration options

Maggie Shipley
Updated

This page lists every Payments configuration option available.

Each option is chosen during implementation.

Emails

Setting What it controls Permitted values Who sets it Example
"From" email address for invoices The sender address shown on outbound invoice emails Static or dynamic Set during implementation Static: billing@
examplefirm.com
"From" email address for payments The sender address shown on payment-related emails Static only — dynamic is not available for this option Set during implementation payments@
examplefirm.com
Maintain CCd recipients Whether recipients CCd on the invoice email from the practice management system are carried through to the Aiwyn invoice email Yes / No Set during implementation Yes
Static CC/BCC recipient(s) Fixed addresses copied on every invoice email One or more email addresses Set during implementation billing@
examplefirm.com
Payment notification email recipient(s) Firm-side addresses notified when a payment is made One or more email addresses Set during implementation billing@
examplefirm.com
Firm name as it appears on invoices and in portals The firm name string rendered on invoice emails, Client Portal and Firm Portal Free text Set during implementation A-Team Accounting
Firm address as it appears in the footer of emails The postal address block in the email footer Free text, single line Set during implementation 2923 S Tyron St, Unit 200, Charlotte, NC 28203

Client Portal

Setting What it controls Permitted values Who sets it Example
Credit card processing fee The surcharge rate added to card payments at checkout Must match your firm’s contracted card fee rate. Set during implementation 3.5%
Require late fee payments Whether a client must pay accrued late fees when paying an invoice Yes / No Set during implementation No
Display previous payments Whether the client sees their payment history in the Client Portal Yes / No Set during implementation Yes
International card payments Whether cards issued outside the firm's country are accepted, and whether the additional 1% fee is passed to the payer -Pass the fee    
-Absorb the fee        
-Do not accept any international card payments Set during implementation Accept and pass 1% additional fee to payer at checkout    
Exclude credit card surcharge based on state Suppresses the card surcharge for payers in named US states A list of US states Set during implementation Exclude: CT and ME
Invoice date Which date is treated as the invoice date for display and aging Posted date or send date Set during implementation Based on send date
Net terms The number of days until an invoice is due A number of days Set during implementation 30
Display aging or due upon receipt Whether the Client Portal shows invoice aging buckets or labels invoices due upon receipt Display aging / Due upon receipt Set during implementation Display aging
Excluded payment types Payment methods removed from the Client Portal checkout Only debit cards may be excluded Set during implementation Debit card
AutoPay buffer days The number of days between an invoice becoming payable and AutoPay charging it A number of days (must be 1 or more days) Set during implementation 5
"Responsible Staff" The staff member shown to the client as their contact Static or dynamic but must come from your Staff list in your practice management system. Set during implementation Static — staff member "Billing Department"

Firm Portal

Setting What it controls Permitted values Who sets it Example
Firm admins can edit or remove credit card fees Whether a firm admin taking a payment on a client's behalf can change or waive the card surcharge True / False Set during implementation True
"Client Manager" seen on the Clients tab Which practice management system field populates the Client Manager column A field on the client record in the practice management system Set during implementation Map to "Bill Manager" of the client record in the PM system
"Client Partner" seen on the Collections tab Which practice management system field populates the Client Partner column. Applies when statements are not automated. A field on the client record in the practice management system Set during implementation Map to "Partner" of the client record in the practice management system
Enable Quick Payment Links Whether staff can generate Quick Payment Links, which client record holds the links, and which staff may generate them Yes / No, plus a placeholder client ID and a named staff list Set during implementation Yes; placeholder client ID 12345; staff to enable: John Smith, Jane Smith, Tony Stark, Fred Flintstone

Files and reports

Setting What it controls Permitted values Who sets it Example
Daily payment files recipient Who receives the daily payment file One or more email addresses Set during implementation billing@
examplefirm.
com
Bounce email report recipient Who receives the report of bounced invoice emails One or more email addresses Set during implementation billing@
examplefirm.
com
Reconciliation method Whether payments are reconciled at intent or at deposit Intent or Deposit Set during implementation Deposit
Import payment export file or manually reconcile Whether payment data is imported into the practice management system by file or keyed manually Import file (requires a template) or manual reconciliation Set during implementation Import file: template needed
Aiwyn payment identifier The reference format written against each payment for matching in the practice management system -AIW for most firms    
-999999 for firms using CCH ProSystem. Set during implementation AIW-####    

Related

 

Related articles