Aiwyn Payments Marketing & Communications

Launching Aiwyn Payments to your clients is an exciting new service you will want to communicate to your firm and clients in a variety of methods. Below are suggestions, resources, and samples your marketing department can utilize for a successful Aiwyn Go Live.

Please check your firm's Implementation Plan's Important Links section for specific links, chosen settings and allowable payment methods, and more, which are documented for your firm based on your team's preferences. Incorporate this information into your materials as applicable.

Video: Preparing for Aiwyn Go Live Communications

Communication Timeline

Logo Specs and Placement

Two logos are needed:

• Standard Horizontal Logo (banner)
  • File Type: EPS or SVG (Vector File Format) where all text is converted to outlines.
  • Note: PNG file formats have the potential to render poorly and appear pixelated
• Square "Logomark" Logo (favicon)
  • File Type: EPS or SVG (Vector File Format), File size must be under 25KB. Due to the placement and sizing, this logo should be graphical in nature with no words, as in some areas it renders down quite small.
  • Note: PNG file formats have the potential to render poorly and appear pixelated

Note: Aiwyn is unable to provide graphical design services.

The Standard Horizontal Logo is placed in emails, as a banner:

The Square Logo is placed in multiple areas of the Client and Firm Portals:

Sign In Page:

Portal (corner); renders small:

Sample Marketing & Communications Materials

Feel free to use the samples below to help you develop your internal and external communications.

• Internal Pre-Live Email to Firm Staff
• Internal FAQs for Firm Staff
• Optional: Partner/Stakeholders Meeting
• Bill Payment Landing Page
• External Pre-Live Email to Clients
• External Go-Live Email to Clients

Internal Pre-Live Email to Firm Staff

Hello [FIRM CONTACT],

We are excited to announce a new online payment portal for [FIRM] clients coming soon. Aiwyn is an easy to use system for our clients and AR/Billing team that will enhance the client experience and facilitate faster invoice payments while streamlining our internal processes.

To learn more about Aiwyn, please visit our internal FAQ page [LINK TO FIRM FAQ] or watch this quick video below:

[LINK TO INTRO VIDEO]

If you have any questions, please let me know.

Thank you,

[PRIMARY FIRM CONTACT/FIRM PARTNER]

Internal FAQs for Firm Staff

• What is Aiwyn.ai?
  • Aiwyn is a software company that focuses on the client and firm experience in an effort to automate and simplify the billing and A/R process for accounting firms.
• What types of Payments does Aiwyn.ai accept?
  • [REVIEW YOUR IMPLEMENTATION PLAN’S IMPORTANT LINKS SECTION FOR YOUR CHOSEN CREDIT CARD FEE RATE, IF YOU WILL ACCEPT DEBIT CARDS, AND IF YOU WILL ACCEPT INTERNATIONAL CREDIT CARDS. CRAFT THE MESSAGE BELOW BASED ON THE INFO]
  • Aiwyn accepts credit, debit, and ACH bank transfer payments from clients.
• What systems will Aiwyn.ai replace?
  • Aiwyn will replace [INSERT PAYMENT SYSTEM].
• What are the benefits to the Client to set up an Aiwyn User Account?
  • Clients will have the ability to create an account within Aiwyn that will link to their [INSERT PM SYSTEM] Account(s)
    • Connect multiple client numbers to one Aiwyn Payment Portal account
    • Pay multiple invoices with one transaction
    • Save a payment method to their Aiwyn account for future use
    • Schedule a payment plan using the recurring payment functionality
    • Make partial payments
    • View a pdf copy of their invoice from their Aiwyn Account

• Do Clients need to create an account in Aiwyn to make a payment?
  • No, all clients will still have the ability to make a one-time payment without creating an account.

• Can clients view previous payments in the payment portal?

•  
  • [REVIEW YOUR IMPLEMENTATION PLAN’S IMPORTANT LINKS SECTION FOR YOUR FIRM’S CHOSEN SETTING TO DETERMINE ANSWER TO THIS QUESTION]

• Aiwyn – PM Integration
  • [INSERT PM SYSTEM] syncs with Aiwyn in near real time.
• When does a copy of the invoice sync to a Client’s Aiwyn account?
  • When an invoice email is sent to a client through [INSERT PM SYSTEM], it is routed to Aiwyn who in turn sends it to the client with a 1-Click Invoice Email, with the PDF of the Invoice attached to the email.
  • The client is able to view and download the PDF of their outstanding invoice in their portal.

Optional: Partner/Stakeholders Meeting

While optional, we find having an internal partners meeting a week before or after Go Live can help to inform everyone of the change to Aiwyn. We recommend having your Billing/AR Lead run this meeting, and you can invite your Aiwyn Implementation Manager as a technical support who can answer any questions.

As a courtesy, we have created a suggested Presentation Template that can be used to build your own presentation to guide this meeting. Please access this link and make a copy of the presentation, then customize it based on your needs, branding, etc.

Bill Payment Landing Page

Suggested layout, copy, and links to include:

With our secure online payment portal powered by Aiwyn, you can make payments to Invoices, save payment methods, add multiple accounts to your portal and much more!

External Pre-Live Email to Clients

Subject: Coming Soon! [FIRM]’s New Online Payment Portal

Body:

Hi [CLIENT FIRM NAME],

We are thrilled to announce a new online payment portal is coming soon! With Aiwyn, you will be able to make payments online, pay using ACH/Bank Transfer for no processing fees, save payment methods, add multiple accounts to your payment portal, and much more!

Invoice Emails will come with a 1-Click Button you can select to quickly access the online payment portal with the Invoice pulled up automatically. Here is what your Invoice Emails from us will look like:

[INSERT “Sample Invoice Email” IMAGE PROVIDED BY AIWYN]

Once it has officially launched, we will let you know. In the meantime if you have any questions please feel free to let us know.

Thank you,

[INSERT FIRM CONTACT SIGNATURE]

External Go-Live Email to Clients

Subject: [FIRM]’s New Payment Portal

Body: 

Hi [CLIENT FIRST NAME],

We wanted to let you know of a change we are making to make your life easier. We are going live today with our new online payment portal, Aiwyn, which will allow you to save payment methods, set up recurring payments, link multiple accounts and more!

Click here to watch our Intro Video [INSERT CLIENT INTRO VIDEO]

Invoice Emails will come with a 1-Click Button you can select to quickly access the online payment portal with the Invoice pulled up automatically.

To learn more, please visit our Bill Payment page [INSERT YOUR BILL PAYMENT LANDING PAGE URL].

If you have any questions, please feel free to let us know.

Thank you,

[INSERT FIRM CONTACT SIGNATURE]

Videos

After User Testing and soon before Go Live, Aiwyn provides you with a customized, branded, Client Intro Video, about 4 minutes long. This provides your internal firm staff and your clients with an introduction to the Aiwyn experience.

Feel free to utilize the video throughout your communications to internal staff and your clients as it is branded to your firm.

A link to the video will be provided to you by your Implementation Manager as well as added to the Important Links section of your Implementation Plan.