Table of Content
Table of Content
What is Payments+ & Payabli?
Payments+ is a digital payment tool that is natively embedded within the BuildOps’ platform to enable faster and more efficient collection of payments from your customers.
BuildOps Payments+ is enabled by our partner Payabli. Upon an application, approval, and an onboarding email, you will be able to immediately start using Payments+ at no additional cost. You can include a custom payment link whenever you email out invoices or quotes, or take payments directly within BuildOps platform.
You will also receive access to the Payabli portal (through an automated password reset email from Payabli) and access more advanced reporting features or set up payment transaction email notifications if needed.
What are the key current features of Payments+? What else is in the pipeline?
Does Payments+ charge fees?
There is no additional cost for Payments+ besides a platform fee that is amongst the lowest in the industry. Your BuildOps contract will not change.
Our standard platform fee schedule:
ACH & Echeck: 1%, capped at $10
Card: 2.9% + $0.30 for Absorb (Merchant *you* pay)
3.25% + $0.30 for Pass Through (Customer pays)
Please note that:
Your direct bank-to-bank ACH is outside of Payments+ and is not subject to this fee.
Additional 0.35% processing fee for American Express.
You may choose to either pass on Credit Card processing fees to your customers as a Platform Fee, or absorb them and raise your Pricebook markup slightly to account for the overhead. Your customers might be discouraged from using digital payments if you choose to pass on the fees (resulting in more paperwork and longer cash flow cycles).
From a compliance perspective, we highly recommend that, at a minimum, you absorb the ACH fees and have at least 1 fee-free payment option available.
Why do I have to fill out an application for Payabli?
Payments+ is enabled by our third-party payment processing provider, Payabli. Payali is regulated by various digital payment regulations and requires merchants to fill out an application before account activations.
Application link: https://boarding.payabli.com/boarding/app/buildops-00136
Does BuildOps offer mobile payment options?
Yes. BuildOps will enable you to take payments directly in the field by mid-April 2024. You can accept a payment and have that payment auto-generated in BuildOps for the back office.
However, we do not have mobile invoicing, so the tech would be accepting payment without an invoice yet. The back office would need to create an invoice afterward.
While taking payments in our mobile app, we do have the customer signature screen showing the total labor and material cost as a substitute, but this is not an official invoice.
Are there notifications available for Payments+? Will there be a notification for users in BuildOps that a Payment has been made?
Yes. We will set up notifications during Payments+ onboarding so alerts go straight into your email inbox in real time.
How long does it take for the collected payments to be deposited into my bank account?
We process deposits in daily batches. Your funds will be deposited into your bank account and will be fully available within 2 business days (assuming the payment is collected before our daily cut-off at 4 pm EST). Funds that are collected after 4 pm EST will be included in the following day’s batch processing.
Can we process large transactions on customers’ credit cards?
Yes. Depending on your specific application, you may be authorized to transact up to $50K (this limit can be lifted as well by reaching out to Payabli) in a single credit card transaction. However, we suggest you reach out to our payment partner Payabli for confirmation before making the transaction: [email protected] If you frequently encounter transaction limits, you can request a temporary or permanent increase by contacting the Payabli Risk Team. Be prepared to provide required documentation for review during this process.
Will there be a hold for large payments in my account?
Most transactions will go through and be deposited within 2 business days without delay. However, for unusually large transactions, they might go through further review for fraud prevention. You will be notified within 24 hours if a hold is placed on a payment and more information is requested. As soon as you provide proper documentation (invoices, work records, etc.), the hold will be removed and your fund will be batched for processing with any other payments.
What are processing fees? Who pays for them?
How do I process a refund?
You can log into Payabli Paypoint (https://paypoint.payabli.com/) to locate the transaction in Reports > Transactions and process a refund directly from there.
If you use QuickBooks:
In BuildOps:
Unapply Payment from Invoice (ie go into Payment, click Edit, load Invoices, cancel amount, Save & Post)
Create Overpayment Adjustment to zero out Payment. Save & DO NOT EXPORT
Invoice now has full Balance available again.
In QuickBooks:
Delete Payment in QuickBooks
Can I process a pre-authorization?
Yes. You can log into Payabli Paypoint (https://paypoint.payabli.com/) to process a pre-authorization. Create a payment and then select “Authorize” instead of “Sale”
Can I save a customer’s credit card for repeating transactions?
Yes. You can log into Payabli Paypoint (https://paypoint.payabli.com/) to re-run credit cards that customers had saved during their last check-out process.
You will be able to re-run saved credit cards directly within BuildOps by July 2024.
Who should I contact if I have failed transactions or processing questions?
Please send an email to [email protected] For specific error messages such as "No tier is available for the amount, mode 0 or 2," check whether the payment amount exceeds your transaction limit. If it does, contact the Payabli Risk Team at [email protected] to request a limit increase. Additionally, ensure the invoice has an outstanding balance before generating payment links, as errors can occur if the invoice is already marked as paid.
If we pass through the fees to our customers, will they see the added fees listed separately on the payments page?
Yes. The fees are added as a line item before they make the payment. It’s also shown to them on the email receipt they receive.
If we choose to absorb the fees / build the fees into our Pricebook, will the fees be shown in BuildOps?
No, the fees will not be visible in BuildOps. When a payment is made by a customer, it will be auto-generated in BuildOps for the full amount, and you will receive the payment in full in your bank account.
Then, once per month, your bank account will be debited (in a single transaction) the total fees for the prior month.
If you prefer to have fees deducted from each payment being deposited into your bank account instead, please contact [email protected]. Note that for a total of $100 in payments made by customers in one day, you would then receive $100 minus fees in a single transaction.
If my business is based in Canada, can I use BuildOps Payments+?
Yes. But you can only process credit cards.
Will my customers receive a confirmation email upon a successful transaction?
Yes. Confirmation emails will be automatically sent to your customers. Make sure to have them check the spam folder as well if they can’t don’t see it immediately.
How should I deal with ACH returns?
First, log into your Payabli Paypoint portal. Then go to Settings -> Reports & Notifications. Make sure ACH Returns notifications have been turned on
Second, go to the left side panel inside Payabli Paypoint and check ACH Returns & Chargebacks report under Reports to review all failed transactions.
Lastly, you need to make the adjustments inside BuildOps.
For Quickbook users, if the invoice and payment have already been synced to your QuickBooks, you can no longer edit the payment record directly. Instead:
Go to Settings -> Adjustment Types
Create a new Adjustment Type Name “ACH Return” and set the “Adjustment Transaction Type" to Overpayment. Set the appropriate GL Account and GL Offset Account according to our documentation below
Unlink the returned payment from the original invoices
Go to Adjustment under Accounting
Create a new Adjustment and use the Adjustment Type that we just created
View a list of unapplied payments and link this adjustment to the payment to bring it down to $0
Manually sync this adjustment to your accounting system
Read more about creating accounting adjustments to already synced payments:
user guide: Adjustment Integration.pdf
To recollect the failed payment from the customer, you’d have to have them go to the payment page or send them the invoice with the payment link again and reauthorize their credit card or ACH.
How do I make an adjustment to a Payments+ payment record after already syncing it to our Quickbooks?
When an ACH return, or chargeback, or partial/full refund happens, you would need to adjust the associated Payments+/Payabli record inside BuildOps to reflect the new amount ($0 in most cases).
Usually, you can directly make edits to the payment record. However, once the payment record has been synced to Quickbooks along with the invoice, you can no longer edit the payment record and would have to instead create an adjustment (see more detail in the question above).
Unapply the Payment (edit payment, load invoices, cancel amount applied)
Go to Accounting -> Adjustments
Create a new Adjustment
Then apply it to the specific payment and bring it down to $0 or the new amount
Read more about creating accounting adjustments to already synced payments:
user guide: Adjustment Integration.pdf
Why was an ACH payment “Returned” about a week after the original payment was processed with a reason of: “No Account/Unable to Locate Account”?
This can happen sometimes when a bank account is entered for an ACH payment, and although it may be a valid account/routing number, it did not match the account type or Account Holder Name once the bank went to clear the payment.
This can also happen if the account has been closed, or similar events can happen if there are insufficient funds or other issue with the clearing of those funds out of the customer’s bank account.
How do I collect deposits for Quotes?
You can turn on this feature by yourself inside “Payments+ Settings” under your main menu drop-down on the left side. To process a credit card transaction using the payment link feature in BuildOps, generate an invoice, use the 'Email Invoice' action, and proceed to 'Step 2' to generate the payment link. Share this link with the customer for payment processing.
For each quote deposit, you can choose to collect full or partial payments (1-100% or a $ amount).
After your customer has completed the quote deposit payment process, a payment record will be created inside your BuildOps account under “Accounting -> Payments”. However you will still need to manually create an invoice to apply this quote deposit payment against.
The payment numbers that were created from Quotes will have format:
PAYABLI_Q_<quoteNumber>
PAYABLI_VQ_<quoteNumber>
Q - Quote
VQ - VersionedQuote