MyBridgePay Recurring Billing Quick Reference Guide

Overview

This Quick Reference Guide (QRG) is built to give you an overview of MyBridgePay’s Recurring Billing module and will help you establish new billing contracts and charge your customers at predetermined intervals without the need of intervention for each payment.

Customer Billing Contracts

Under Customer Billing Contracts, you are able to view and manage current and inactive Recurring Billing Contracts.

Open

To set your first billing contract, click Create New Billing Contract. The following popup appears:

Open

Below is the key for these fields for setting up a new Billing Contract:

Billing Contract Name = how you want this contract to appear in the listing of all contracts

Customer Account = a dropdown of all active customer accounts you have previously created

Contract Template = a dropdown of all active contract templates you have previously created

Amount = the price that will be charged

Tax Amount = the taxes charged on the transaction being paid

Billing Freq. Template = a dropdown of all active billing frequencies you have previously created

Start Date = the date you wish the billing contract to take effect

End Date = the date you wish the billing contract to disable

• NOTE: You can leave this blank and check the radio option to the right of the textbox for no end date. By checking this option, the contract charge the client 120 times before stopping.

• NOTE: Once a contract hits the "End Date" set, the contract is set to failed. This happens even if the Retry Wait Time and Max Payment Attempts is not reached.

Number of Payments = the number of payments you wish to be attempted for this contract. If left blank, this will default to 120.

Retry Wait Time (in days) = the number of days that are taken before retrying a failed payment

Max Payment Attempts = the maximum number of attempts for a payment method before subsequent methods are tried.

Last Billing Date = will populate the last time this billing contract was charged

Email Customer On Decline = will trigger an email to be sent to the email address entered in the Customer Account tab that had a declined payment on their billing contract

Email Customer On Approval = will trigger an email to be sent to the email address entered in the Customer Account tab that had an approved payment on their billing contract

Email Merchant On Decline = will trigger an email to be sent to the email address entered in the Contract Template tab for declined payments

Email Merchant On Approval = will trigger an email to be sent to the email address entered in the Contract Template tab for approved payments

Customer Accounts

Under Customer Accounts, you can view and manage all of your customer account profiles.

To build a new customer account, click on the Create New Customer Account button on the top left. A popup window will appear.

In this pop-up, you are able to enter the account holder’s name as well as the external account number that you may be using to reference this recurring biller outside of BridgePay. Once you have entered at least the Customer Account Name, click Save. As you click save, you can start to work into the wallet.

Once you click Create Wallet, a new popup window appears.

Under this, you are able to put in the appropriate information for the wallet you are creating. Only First Name, Last Name, and Email are mandatory fields, but all the rest may be important to your organization for the need of. After you input that information and click save, another addition to the popup window appears for Payment Methods.

To set a payment method, you must first click on the “Add Payment Method” option on the left of the new blue bar that appears for Payment Methods. You have the option for Credit Cards or ACH. NOTE: You will only be able to collect and process ACH payments if you have a separate ACH processor connected to your BridgePay merchant account. You are able to include multiple payment methods so that if the first wallet fails, the second payment type can be processed and so on.

If you choose Credit Cards, another new popup window appears:

Below is the key for these fields for Credit Cards.

Account Holder Name = Name on the credit card being added

Address = Billing address of the card being added

City, State, ZIP = the matching city, state, and ZIP to the address on the card

Description = whatever information you want to add to describe the payment you’re adding. This will be displayed in the wallet list.

Account Number = the card number you are wanting to add

Expiration Date = the month and year on the card

Max Failures = the number of times this payment method will be attempted before another payment type is chosen.

If you choose ACH, the following popup window appears:

Below is the key for these fields for ACH.

Account Holder Name = Name on the bank account being added

Address = Billing address of the account being added

City, State, ZIP = the matching city, state, and ZIP to the address on the account

Description = whatever information you want to add to describe the payment you’re adding. This will be displayed in the wallet list.

Account Number = the bank account number you are wanting to add

Routing Number = the matching routing number for the bank account you are adding

Account Type = the option to choose either a Checking or a Savings account

Max Failures = the number of times this payment method will be attempted before this payment method is marked as inactive.

When you have finished entering your information, click Save and this payment information will be added to the Wallet of the Customer Account you added and will appear in the list of wallets for the Customer Account.

Contract Templates

Under Contract Templates, you are able to set the dollar amount and contact information for a recurring payment that can be signed up for in a Wallet.

When clicking Create New Contract Template, a popup window appears.

If you are creating your first contract, you will need to fill out the Contact Details on your popup. If you have already created a contact, you will see that person’s name appear in the Contract Template Contact field.

Billing Frequency Templates

Under Billing Frequency Template, you are able to set the interval of time between each payment that is collected for a payee’s wallet.

When clicking Create New Billing Frequency, a popup window appears with two fields on the top.

• Frequency Name

  • a text field for the title for the frequency amount you are creating

• Interval

  • a dropdown that allows you to choose Daily, Weekly, Monthly or Yearly. By default, Daily is chosen first.

Once you have chosen the frequency you desire, a new set of questions appear for the option selected.

• Daily

  • Allows you to set an interval of days before the payment is tried.

    • Ex: If you enter 1 as your interval, wallets with this frequency will be billed their amount every day. If you enter 5 as your interval, wallets with this frequency will be billed their amount every 5 days.

• Weekly

  • Allows you to set an interval of weeks before the payment is tried. It also allows you to choose the day of the week (Sunday through Saturday) that the payment is tried.

    • Ex: If you enter 1 as your interval of weeks and choose Monday as your date, then wallets with this frequency will be billed their amount every Monday.

    • You have the ability to choose more than one day of the week, meaning that you can have the payments be charged on any combination of days for your weekly payment.

• Monthly

  • Allows you to set on which date of the chosen month you want a payment to take place

    • Ex: You can choose to have the frequency take place on the 15th of every 3rd month.

  • You also have the ability to choose the which day of the week of a given month you want the payment to take place

    • Ex: You can choose to have the frequency take place on the Second Saturday of every 2nd month.

• Yearly

  • Allows you to set how many years take place between your one payment

    • Ex: You can choose to have payments take place every 2 years on January 1st

  • It also allows you to choose the exact day that the payment takes place on, based on your year interval.

    • Ex: You can choose to have the payments take place on the Second Saturday of April

Virtual Terminal

When you click Virtual Terminal, our Virtual Terminal pops up to allow for transactions to be run through the Recurring Billing platform. If the Virtual Terminal is not enabled on the merchant account you are drilled into, you will be unable to use that. To enable that, go to Account Management, drill into your account in question and under Processing Applications, turn on the radio option for Virtual Terminal to be enabled. For tips on how to use the Virtual Terminal, click here.

The major difference between the regular Virtual Terminal and the Virtual Terminal in Recurring Billing is the ability to use a Wallet for payment.

Once you have selected Wallet and your Payment Type, click Find Wallet.

Once you do so, you can click Search outright to pull up all Wallets. However, you can filter that out by using the search boxes for Contract Number, Customer Account Number, Wallet Name, Account Holder Name, and Last 4 digits of the account in question. Once you choose your wallet, the Virtual Terminal will appear that will allow you to enter the payment amount and process the transaction.

Table of Contents: