Pay links, card holds, saved cards and mandates
Ask for money with a pay link on your own payment provider. Hold a deposit on the card, and charge a saved card or mandate each billing cycle. Every request follows its payment to Paid, Held, Failed or Refunded by itself.
PLANSEvery plan
The problem it solves
- Staff read card numbers over the phone or chase bank transfers for every advance.
- A monthly hire is billed, then someone has to remember to charge the card.
- A booking is cancelled and the refund is forgotten, or made twice.
How it works
- Set up your own online payment provider for the Entity. The money goes to your account, not through us.
- On an order press Ask for Payment: the amount (the order total to start with), a date and a note, then Make the Link. A payment request is made with its pay link.
- The customer pays on the payment page, or from Payments on the customer pages or in the app. The request turns Paid, or Held on the Card for a deposit where the provider captures by hand.
- If the customer saves the card or a mandate while paying, it becomes the order's Saved Card / Mandate, when the order has none yet.
- Tick Charge the Saved Card on the billing cycle. Each invoice of the cycle is posted and charged to that card. When the charge cannot be made, a pay link is made instead and the salesperson gets a to-do.
- Cancel the order and its requests follow: waiting links are cancelled, holds released and payments refunded through the provider.
Everything it does
Payment requests
- Kinds: Advance on an Order, Invoice and Deposit
- Statuses: Waiting, Held on the Card, Paid, Failed, Refunded, Cancelled
- Cancel a request while it is Waiting or Failed; a paid or held one is refunded or released instead
- Rental > Billing > Bills > Payment Requests, with filters Waiting, Paid and Failed; the order shows a Pay Requests button
Card holds
- With a provider set to capture by hand, a deposit asked online is held on the card, not taken
- Take from Hold takes part or all; part only when the provider allows part captures
- Release Hold lets the rest go; the amount still held shows on the deposit
Saved cards and mandates
- Saved Card / Mandate on the order's Term tab, from the customer's saved cards and mandates
- Filled by itself from the first card or mandate saved while paying a link of that order
- No saved card, a provider that is off, or a refused charge: a pay link for the invoice. Also a to-do saying the card was not charged
- Tolls and fines charged at once use the same saved card (Growth)
When an order is cancelled
- Card holds are released through the provider
- With Give Money Back When an Order Is Cancelled on, paid requests are refunded through the provider
- With it off, or when the provider cannot refund or refuses: the order gets a to-do to refund or keep the money. The cancel still stands
Who uses it
Counter or billing staff (Rent User)Make links, follow requests, cancel waiting ones, set the saved card on an order.
Rent ManagerSets billing cycles to charge saved cards and decides whether cancelled orders give money back.
CustomerPays from the link, the customer pages or the app, and can save a card or mandate while paying.
Where you use it
- Web: Ask for Payment on the order; Rental > Billing > Bills > Payment Requests; Charge the Saved Card on Rental > Billing > Bills > Billing Cycles
- Customer pages: /my/rentals/payments lists the customer's requests with a Pay button and what was paid
- The SmartMy Rental app: payments with Pay under My Rentals (built and in testing, not in the app stores yet)
- Not enforced: the date on Ask for Payment is kept with the request, and the link still works after it
What you control
Settings
- Online payment provider: per Entity, none until you set one up
- Give Money Back When an Order Is Cancelled: on to start with
- Charge the Saved Card: per billing cycle, off to start with
- Saved Card / Mandate: per order, empty until a card is saved or you pick one
Notifications
- Rental Payment Link: to the customer for every new request, with the amount and the link. WhatsApp first where you have a WhatsApp provider and message credits, otherwise email, then SMS, and in-app
- Rental Payment Received: a receipt to the customer when a request is paid, on the same channels
- Both go out at once; a person can switch off a channel, never the message, and in-app notices always arrive. App push is built and not switched on yet
- Messages to customers come with Growth; on Starter, copy the link from the request and send it yourself
Questions
Which payment providers can we use?
The online payment providers of the platform that you set up for your Entity. The money goes to your own account. A card hold needs a provider that captures by hand, and saved cards need one that saves cards.What happens when a saved card is declined?
The invoice stays posted and a pay link is made for it. The salesperson gets a to-do with the link, and with Growth the customer is sent the link.Do pay links expire?
Not yet. You can note a date on the request, but the link keeps working. Cancel a waiting request to stop it.Related features
BILLING AND PAYMENTSDeposits taken, topped up, used and refundedEvery confirmed hire that asks for a deposit gets its own deposit record, held on a liability account. You take it, top it up, use it for what the customer owes and refund the rest. The order cannot be closed while money is still held.BILLING AND PAYMENTSBilling in advance or in arrears, with Bill NowBill short hires at once with Bill Now, and long hires on a weekly, monthly, quarterly, yearly or end-of-hire cycle. Bill in advance or in arrears, grouped as you like. Rent stops at the call-off or return, and time billed ahead and not used comes back as a credit.CUSTOMERSCustomer pages: on hire, call off, extend, check reports and paymentsYour business customers sign in to a Rentals page that lists what they have on hire at each site. They call off with a call-off number, ask to extend, read and dispute check reports, pay what is asked and see their invoices.CUSTOMERSThe SmartMy Rental app for customersYour customers follow their rentals on the phone: what is on hire, call off, ask to extend, pay, and share check reports. They keep their licence and ID photos in the app, and book a car when you take bookings online.CUSTOMERSOnline booking page and website widgetEach Entity gets its own booking page, which also sits inside your website as a widget. Customers find a free car or class, choose cover and extras, give their licence details, book and pay. A booking not paid in time is cancelled and the car freed.TOLLS AND FINESTolls and fines matched to the renterTolls, speeding, parking and other notices come in by plate and time, one by one or from the operator's file. SmartMy finds the hire the car was on at that moment. It charges the customer with your admin fee, on the next bill or at once by saved card or pay link.
See your fleet on it.
Tell us how many cars or machines you hire out, from how many depots, and how bookings reach you today. We will set up your fleet with you on SmartMy Rental.