# Introduction

![](/files/-LNq7P2M7hAK3cC42JA8)

PayorCRM helps businesses improve their cash-flows by managing their payment follow up process better.


# Connecting PayorCRM to your Accounting Software

PayorCRM application can connect to multiple accounting software to automate receivables functions in your business

1. [Integrating with QuickBooks online](https://help.payorcrm.com/connecting-to-qb-desktoponline/quickbooks-online)
2. [Integrating with QuickBooks Desktop](https://help.payorcrm.com/connecting-to-qb-desktoponline/quickbooks-desktop)
3. [Integrating with Netsuite](https://help.payorcrm.com/connecting-to-qb-desktoponline/netsuite)
4. [Integrating with other accounting softwares](https://help.payorcrm.com/connecting-to-qb-desktoponline/other-accounting-software)

If you are using an accounting software different from QuickBooks , Reach out to us at <solutions@payorcrm.com> .We are adding new accounting software integrations constantly.


# QuickBooks Online

1. &#x20;Subscribe to the platform (<https://www.payorcrm.com/#sec-8163>) or reach out to us at <solution@payorcrm.com> if already subscribed&#x20;

<figure><img src="/files/B05vzv57MA5dkKkTTiNJ" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/zGHN3TpXKyVAltrq2Qxq" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/wR2a4j9D41bbatbRKCfT" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/CjAMmAVaeN7hBjpBPiue" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}
To create multiple accounts for multiple companies within QuickBooks (QB), repeat the steps above, ensuring that you select a new company each time on the Intuit company selection page.
{% endhint %}

{% hint style="info" %}
To switch between multiple companies, Use the drop down menu in the top right corner of the screen
{% endhint %}

<figure><img src="/files/FqViXu15ldKckd5J3dQg" alt=""><figcaption></figcaption></figure>


# Data sync

![](/files/-M76lBMi2ubtuWiQPx6I)


# Sync Processing fees

To add processing fees as an item to invoices paid using Cards, Create a service item called "Processing fees" within QB Online by following the steps below

1. Within QuickBooks, Click on "Sales" menu
2. Go to "Product/Services" tab. Click on "New" button and select "Non-Inventory" item
3. Enter the Name as "Processing fees" **(Ensure that the name is entered exactly as given here)**
4. Check "I sell this product/service to my customers" Checkbox
5. In the "Sales Tax" section, Select "Non Taxable". Click on "Save" button

{% hint style="info" %}
The feature is not enabled for older accounts by default. Reach out to <support@payorcrm.com> to enable this
{% endhint %}

&#x20;

<figure><img src="/files/lWUYE9k41tyzsrWJDv6K" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/0IDSak44eJ1O5FdPWa27" alt=""><figcaption><p>On QB generated invoice, The processing fee item appears as above after the sync</p></figcaption></figure>


# QuickBooks Desktop

## Connecting to QuickBooks Desktop

To be able to connect to QuickBooks Desktop you may need to complete the following steps

Open QuickBooks Desktop and Go to File -> Update Webservices

![File -> Update Webservices](/files/-LrPaiqr0M-eFzg8tTQR)

* Click on the "Add an application" button and select the qwc file for your account. Reach out to <solutions@payorcrm.com> to obtain your account's QWC file.

<figure><img src="/files/eWgIAN5WJjaPN615PsIs" alt=""><figcaption><p>Click on "Add an application" button</p></figcaption></figure>

* In the next screen that appears you would need to select the radio button as shown in the pic below to ensure your data is updated on the PayorCRM portal

![](/files/-MNiXxiXMyGEnERtf9I8)

* On the below screen, click on the password field and add your QWC access password

<figure><img src="/files/XXr9fqkE4GnX6XqgxeLs" alt=""><figcaption></figcaption></figure>

* Click on the button "Update selected"(top-left) after selecting "PayorCRM Integrator" to refresh the data on PayorCRM portal

![Click update selected](/files/RpqC5lqdXI7ShmmS5255)

* Login to PayorCRM to check if all your data(invoices and customers) are visible on the portal. Refresh the page in case you are not able to see the data. The first sync may take up to a few hours depending on the amount of data that needs to synced.

{% hint style="info" %}
Unable to sync ?

1. To troubleshoot - Make sure QuickBooks is in Single User Mode, You are logged into QuickBooks as an Admin User and Make sure the Admin user has a password since the Web connector will not work properly if the Admin user has no password.
2. You may also try using QuickBooks troubleshooting tool to test syncing data with QB's own app. See link below. ( Download QB QWC file and sync ) - <https://test.developer.intuit.com/QBWC/TroubleshootQBWC/index.aspx>
   {% endhint %}

.

{% code overflow="wrap" %}

```
To ensure that the sync works in the background—even if the company file is  not open (the QuickBooks application should be open) — add the <CompanyFile> tag to the QWC file. (You can open the QWC file in Notepad to edit it.)

....
<QBType>QBFS</QBType>
<CompanyFile>C:\Your QB directory\companyfilename.qbw</CompanyFile>
<Scheduler>
..

To find your company file location, open your QuickBooks company file and press F2. Then, copy and paste the file location.
```

{% endcode %}


# Data sync

![](/files/-M76lBMi2ubtuWiQPx6I)

{% hint style="info" %}
Deletion of invoices are not synced . We recommend either of the below approaches in-case you would like to delete an invoice

1. Void the invoice on QB . Ensure that the invoice is voided on PayorCRM by initiating a manual sync and then delete the invoice on QB
2. Delete the invoice on QB . On PayorCRM go to "Invoices view" (Auto-collect) - Select invoices you would like to Void - Click on "More" - "Void invoices"
   {% endhint %}

## Payments Sync

Any payments made within the app will sync to QuickBooks Desktop. The transaction details will appear under the 'Undeposited Funds' account, and the corresponding invoices will be marked as closed. (See example below.)

<figure><img src="/files/QrY7JGl5J3dfOJcdjtEn" alt=""><figcaption><p>Transaction data synced </p></figcaption></figure>

<figure><img src="/files/6u6YcH4hgyqarbmyf9OH" alt=""><figcaption><p>Transaction data synced </p></figcaption></figure>


# FAQ - QB Desktop Setup/Sync

## I cannot find newly added invoices or customers in the app

This is most likely due to QuickBooks web-services application not syncing data to the app

To ensure that the sync is happening automatically ensure that&#x20;

* QuickBooks webconnector application is running in the background in your computer
* Ensure that the current company file open in QB Desktop application is the one that you would like to be synced

## How do i manually sync data to fix any sync issues

Click on PayorCRM option in the below screen and click on "Update Selected" button to manually sync.&#x20;

Note - Please ensure that the correct company file that needs to be synced is open on QB Desktop before following the above step

![](/files/-Lu3NggjdnkVBpsrsNtZ)

## What happens if I delete/have to delete an invoice in QuickBooks Desktop?

Invoice deletions are not synced to PayorCRM for older accounts. (Please reach out to us if you would like to enable deletions sync for older accounts.) For new PayorCRM accounts, you may continue to delete invoices within QB Desktop.

There are two ways to go about removing invoices for older accounts.

**Void invoices on QB Desktop instead of deleting the invoice (recommended)**

When an invoice is voided on QBD, The invoice amount as well as the due amount of the invoice is changed to $0. The invoice will then be automatically voided in PayorCRM system during the next sync

**Void invoices on PayorCRM manually after deleting the invoice in QB Desktop**

PayorCRM application also provides the ability to void invoices manually. Go to invoices view -> Select the invoice(s) to be voided -> Click on "Void invoices" button (see image below).

{% hint style="info" %}
Important : After an invoice is manually voided on PayorCRM, Please make sure that the same invoice is **deleted/voided** on QB Desktop.
{% endhint %}

<figure><img src="/files/21Rw461J5xiAimwmFZVw" alt=""><figcaption></figcaption></figure>


# Sync processing fees

To sync processing fees with QB Desktop, Reach out to us at <solutions@payorcrm.com> to enable this feature

Once the feature is enabled, ensure you have a **processing fee item** created in QuickBooks Desktop. Follow the steps below to create the item:

1. In QuickBooks, go to **Lists** → **Item List**.
2. From the **Item** dropdown, click **New**

<figure><img src="/files/WL669aMs4fk1O4UYLyvO" alt=""><figcaption></figcaption></figure>

Provide item details as given below and click "ok"

* Item type - Service
* Item Name - "Processing fees"  ( Enter the text exactly as given here. To avoid errors copy and paste the text)
* Account - Select any income account
* Tax code - "NON" ( required if you have sales tax enabled for certain customers or states)

<figure><img src="/files/3RB5vUcPXFTYOwFqiMBf" alt=""><figcaption></figcaption></figure>


# Netsuite

To integrate PayorCRM with your Netsuite instance, We will need the following information

* Consumer Key and secret
* Token Key and secret

Reach out to us at <solutions@payorcrm.com> to integrate your Netsuite instance with PayorCRM


# Obtain Consumer Key and secret

<figure><img src="/files/wTG9MGVSUusQ1KjiVEU5" alt=""><figcaption></figcaption></figure>


# Obtain Token key and secret

<figure><img src="/files/OExY2lzZAPaueBKqIviG" alt=""><figcaption></figcaption></figure>


# Add PDF generation Restlet code to Netsuite

Download the below Restlet code (Right click -> Save link as->Extract the .js file from the zip file) and follow the steps given below.&#x20;

The Restlet code allows Invoice PDFs to be shared with customers through PDF download links on the application.

{% embed url="<https://www.payorcrm.com/wp-content/uploads/2024/06/getInvoicePdf.zip>" %}

<figure><img src="/files/brWegaoGYxqoBxeqmvN1" alt=""><figcaption></figcaption></figure>


# Optional Steps


# CC Processing fees sync

Follow the below steps to add a "processing fees" item in Netsuite. Ensure that the Item ID for processing fee item is setup for your account to sync processing fees automatically charged for Credit card transactions

<figure><img src="/files/OLDQamyJzm3N2GtZ8cqN" alt=""><figcaption></figcaption></figure>

The item ID listed in the URL (see below highlighted) needs to be added to the application to allow "CC processing fees" to be synced back to Netsuite

<figure><img src="/files/wyW4vjrHI5XYCRPSpFZL" alt=""><figcaption></figcaption></figure>

### Invoice view with CC processing fees

By syncing CC surcharge for every transaction, The processing fees will be added to the invoice automatically as shown below

<figure><img src="/files/OIPnTO5I4zjCS7Bxfqfv" alt=""><figcaption></figcaption></figure>


# Obtain Netsuite subsidiary id

<figure><img src="/files/7iTkQKgU9IJejXK0mdi4" alt=""><figcaption></figcaption></figure>


# Other accounting software

Reach out to us at <solutions@payorcrm.com> to integrate your accounting software with PayorCRM


# Setting up payments

To setup payments go to the settings section as shown below and follow the steps as provided (sub-sections under "setting up payments" ) for each of the payment providers we support

<img src="/files/-LNq7Hwnl5NDG46mu70R" alt="" data-size="original">


# Setting up Stripe

Follow the below steps to obtain the secret key. The secret key needs to be shared with <solutions@payorcrm.com> to add the same to your account

<figure><img src="/files/NRUleamYHlQtl8OQ482K" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}
To locate the API keys section, you can also use the search feature at the top of your Stripe Dashboard.

<img src="/files/GvvfwjeJ49G6yTUxghME" alt="" data-size="original">
{% endhint %}

{% hint style="info" %}
Note: Please ensure that Stripe wallet(known as "Link") option is disabled <https://dashboard.stripe.com/settings/link> as this feature is not supported. This feature is enabled by default on Stripe.
{% endhint %}


# Setting up PayPal

You will need to create an app in the PayPal account to generate a client ID for your account.&#x20;

* Go to the developer PayPal website and create an account or sign in.
* After Sign In, go to <https://developer.paypal.com/developer/applications/> My Apps & Credentials and click “Create App” button to create an application. Fill in the necessary details and select Create App.

![](https://moontech.zendesk.com/hc/article_attachments/360017401571/4269e5a11__1___1_.png)

![](https://moontech.zendesk.com/hc/article_attachments/360017401531/427e3800f__1___1_.png)

* Once the App is created it will have a toggle for sandbox and live .

![](https://moontech.zendesk.com/hc/article_attachments/360017401551/4743285e-0312-11e7-811e-e83c64a38778__1___1___1_.png)

* Switch the toggle to Live.

![](https://moontech.zendesk.com/hc/article_attachments/360017516412/428efd80c__1___1_.png)

On PayorCRM app go to Settings (left menu) - Payment Integration

* The client id value from PayPal should be filled in the "PayPal Merchant id" field on the app (see screenshot below)
* The secret key value will have to be filled in the "PayPal secret key" field on the app

![](/files/-M9sbZMY9X4guFSP2fcb)

{% hint style="info" %}
Please note that customers can pay using PayPal only by logging into the customer portal and not via email reminders.
{% endhint %}


# Setting up Authorize.Net

**Credit Card Payments**

To accept credit card payments through Authorize.net , Please ensure that Customer Information Manager (CIM) is enabled for your account

To enable Customer Information Manager (CIM) service:

1. Log into your Merchant Interface at [https://account.authorize.net](https://account.authorize.net/).
2. Click **Customer Information Manager** in the main left side menu.
3. Click **Sign up for Customer Information Manager (CIM) Now**.
4. Click the checkbox labeled **I have read and understand the Terms of Service**.
5. Click **I Agree**.

**ACH payments**&#x20;

Authorize.Net also supports ACH payments along with credit card&#x20;

To be able to accept ACH payments using PayorCRM ,

* You must be a US based merchant selling to customers in the US.
* You must have an Authorize.Net account configured in PayorCRM
* Your account must be enabled for [eCheck.Net](http://www.authorize.net/solutions/merchantsolutions/merchantservices/echeck/)  processing by Authorize.Net
  * To use eCheck.Net you must submit the [eCheck.Net application](http://www.authorize.net/files/echecknetapplication.pdf)  and undergo an underwriting process.

### Configuring Authorize.Net with PayorCRM to accept Credit card and ACH payments <a href="#configuring-authorize-net-with-chargebee" id="configuring-authorize-net-with-chargebee"></a>

Follow the steps to configure Authorize.Net to accept Credit card and ACH Payments

Step 1 : On the left menu in PayorCRM click on settings

Step 2 : Under Accounts Setting > Under Pay with Credit card > Select the Processor as Authorize.Net

Step 3: Click on Active Check Box and enter the Authorize.Net Login ID and Authorize.Net Transaction key

![](/files/-LO-59onvutKyJQxeRsj)

Step 4 : Click on Save

Step 5 : To setup ACH payments under Pay with Bank to Bank Transfer > Select the processor as Authorize.Net and enter the login Id and transaction key as above

**API Login Id** - The API Login Id can be found in your Authorize.Net Merchant Interface under *Account > Settings > Security Settings > API Login ID and Transaction Key*.

**Transaction Key** - The Transaction Key can be obtained by providing the Secret Answer to your Secret Question. Once you have that in place, copy the Transaction Key and enter it in PayorCRM.

#### Turn off Test Mode

Authorize.Net has a test mode in its production account which lets you test your connection with the payment gateway without carrying out actual charges. By default, your payment gateway account is set to "Test Mode". To carry out live transactions, ensure your Live Mode is turned on. To do this, in your Authorize.Net account, navigate to *Account > Settings > Security Settings > General Security Settings* and set the mode to *Live* as shown below:&#x20;

!["](https://www.chargebee.com/docs/assets/screenshots/images/authorize/testmode.png)


# Setting up QuickBooks Payments

If you have a QuickBooks Payments account (QuickBooks Merchant Services account ) , You can straightaway start accepting payments through PayorCRM&#x20;

**Step 1 :** To enable QuickBooks payments on PayorCRM go to the settings menu -> General settings

![](/files/-LQoIfP9w4yNUS_DKuKP)

**Step 2 :**  Click on the "Enable QuickBooks Payments" button

![](/files/-LQoJbVEg166_pANWV1e)

**Step 3 :** You will be then redirected to the QuickBooks authentication page as shown above.Click on the connect button to start accepting payments via QuickBooks Payments on PayorCRM

{% hint style="info" %}
[**Note**: ](#user-content-fn-1)[^1]If enabling payments for a QBO-linked account, make sure to select the same company that is linked to your PayorCRM account.
{% endhint %}

### Viewing Payment Settlement Status

The QuickBooks Merchant Service Centre keeps a complete record of your payment activity. You can check the status of all your processed payments here. This includes payments processed in PayorCRM

1. Sign in to the [**Merchant Service Center**](https://merchantcenter.intuit.com/portal/portal/qbms/Init).
2. From the homepage, select **Activities & Reports** and then **Deposits**.
3. Select the date range in the **Dates** field.
4. Select **Search**.

This lists all your daily deposits and the totals. To see the individual payments that are part of a deposit, select the **arrow** ▼ in the **Fee** column.

To see your monthly statement:

1. Go to the homepage.
2. Select the **Activity & Reports** tab and then **All Statements**.
3. Find the month you want to see and select **View**.&#x20;

#### Check for payment issues

Successful deposits have **Funded** in the Status column.

If there's an issue with a deposit, you'll see **Withheld** or **Batch Deposit Returned** in the Status column. Select the **arrow** ▼ in the **Fee** column to review details. You'll get an email from QuickBooks with steps to fix the issue.

{% hint style="info" %}
You can visit Intuit merchant centre [merchantcenter.intuit.com](http://merchantcenter.intuit.com/) to view the settlement status of all transactions triggered through the application as well as refund any customers
{% endhint %}

[^1]:


# ACH - Integration with your bank

To process ACH transactions, Your PayorCRM account can directly connect to your bank to trigger ACH payments. You may reach out to <solutions@payorcrm.com> to set this up.

### Advantages of this option

**Lower Fees**

You will pay around $0.50 to $1 per transaction (varies by bank)

**Faster Funds settlement**&#x20;

With the Direct Bank Integration option, Funds are always settled **the next working day.**

{% hint style="info" %}
Not suitable for accounts with lower ACH payment volumes
{% endhint %}

### Process flow(Simplified)

<figure><img src="/files/owYMPyGETBllw8Ct1WA6" alt=""><figcaption></figcaption></figure>

### Usual implementation steps

1. **Introduction to Bank Point of Contact (Task Owner: You)**:
   * You will introduce us to your Bank Point of Contact or Account Manager (Bank POC) via email.
2. **Configuration Inputs and SFTP Details (Task Owner: PayorCRM)**:
   * PayorCRM will request the necessary configuration inputs from your bank. These include the details mentioned below, as well as information about the bank’s SFTP (Secure File Transfer Protocol) configuration.
3. **Test ACH File Generation (Task Owner: PayorCRM)**:
   * PayorCRM will create a test ACH (Automated Clearing House) file using dummy data. This file will be shared with the bank via the SFTP location set up in the previous step.
4. **Bank Validation (Task Owner: Bank)**:
   * The bank will validate the test ACH file to ensure its accuracy and compliance with ACH standards.
5. **Go-Live Approval (Task Owner: Bank)**:
   * Once the bank confirms the validity of the test file, they will give the go-ahead for the system to go live.
6. **Account Setup for Live Transactions (Task Owner: PayorCRM)**:
   * PayorCRM will configure your account to start processing live ACH transactions.
7. **Testing Live Transactions (Task Owner: You)**:
   * To verify the live transaction process, you will create a test transaction using a dummy customer and a $1 invoice.

{% hint style="info" %}
To view the contents of the ACH file generated by the system in a human readable form use the link - <https://www.payorcrm.com/nacha-file-parser/>
{% endhint %}

During implementation, We may require the following information from your bank to set this up. This would of course be handled by PayorCRM team

* Immediate Destination (record 1: 4-13):&#x20;
* Immediate Origin (record 1: 14-23):&#x20;
* Immediate Destination Name (record 1: 41-63):&#x20;
* Immediate Origin Name (record 1: 64-86):&#x20;
* Company Name (record 5: 05-20):&#x20;
* Company Identification (record 5: 21-40):&#x20;
* Company Entry Description (record 5: 41-50):&#x20;
* Originating Dfi (record 5: 80-87):&#x20;
* SFTP account details:
* SEC code to be setup as WEB
* Unbalanced file / Balanced file


# ACH - US Bank

{% hint style="info" %}
To process incoming ACH payments(ACH Debit/Collect) through US Bank, You will have to sign up to SinglePoint® Essentials (<https://www.usbank.com/business-banking/business-services/epayments-money-transfers/ach.html>)
{% endhint %}

### Create an account by going to <https://developer.usbank.com/>

### Enabling the Origination API (ACH)

#### Step 1: Access API Dashboard

#### Step 2: Go to the "Projects" menu

* Complete the "Verify organisation" step

#### Step 3: Create Project

* In the projects menu
* Click "Create Projects"
* Provide a Project name and description (for e.g.: "Use ACH origination API to accept payments from customers")

#### Step 4: Edit project

* Click on "View" button next to the project name
* Click on "API products" tab
* Click on "Get started" and Choose "ACH originations" under "Products"
* US Bank may take a few days to enable access to the API

#### Step 5: Obtain API Credentials

* Click on API key tab
* Copy both the API key and Secret


# Setting up Braintree card processing

Reach out to <solutions@payorcrm.com> for steps to setup Braintree


# Setting up Cybersource card processing

Share the following with <solutions@payorcrm.com> to setup Cybersource

* Merchant ID
* Key
* Shared Secret

To obtain the above details, Follow the steps given below

<figure><img src="/files/jF9NAyKYRtC2KdLM8gJx" alt=""><figcaption></figcaption></figure>


# Other payment service providers

### PayorCRM also integrates with other major payment processors&#x20;

* Chase Paymentech - Tampa Processing Platform (USD, CAD)
* Elavon (USD, CAD)
* First Data Merchant Services (FDMS)
* First Data Omaha (USD, CAD)
* First Data Nashville (USD, CAD)
* Global Payments - East Processing Platform (USD, CAD)
* Heartland Payment Systems (USD)
* TSYS Acquiring Solutions (USD)
* Heritage WorldPay (USD)
* Vantiv / WorldPay Core (USD)
* EVOSnap (USD, CAD)
* NAB EPX (USD, CAD)

Reach out to us at <solutions@payorcrm.com> to integrate your current payment service provider with PayorCRM


# Setting up Invoice reminders

To setup automated invoice reminders you will need to&#x20;

1. [Setup an Email template ](https://help.payorcrm.com/setting-up-invoice-reminders/customising-email-templates)
2. [Setup an Email automation rule](https://help.payorcrm.com/setting-up-invoice-reminders/create-custom-email-automation)

**Email Rule** - This defines the rule based on which the application determines which invoice(s) needs to be sent in a reminder email and on what day it needs to be sent as well as the customers it needs to be sent to.

Example of an email rule - Send all customers categorized as "slow paying " email reminders 5th or 10th day the invoice is overdue

**Email Template -** This feature allows you to customize the look and feel of an email reminder completely&#x20;

##


# Quick step by step Tutorial

<figure><img src="/files/R2tFBOHSct0bOUc191do" alt=""><figcaption></figcaption></figure>


# Sample Email reminder rules

#### 1. **Invoice reminder rule to send all invoices due in 5 days to all customers \[ Applies to all customers ]**

![](/files/-LW4l0XW4gipdw3b2-xX)

###

#### 2. Invoice reminder rule to send all invoices overdue by 3 days to all customers **\[ Applies to all customers ]**

![](/files/-LW4lsWxUMA8dDo4KN9m)

###

#### 3. Invoice reminder rule to send all invoices overdue by 3 days or 5 days or 10 days  to all customers **\[ Applies to all customers ]**

![Note : Please ensure that "OR" condition is selected in this case](/files/-LW4x0lCvBGmuDLq1Fzf)

###

#### 4. Invoice reminder rule to send all invoices due in 1 day to customers of the category "VIP customers" **\[ Applies to VIP customers ]**

![](/files/-LW4veetBqr1kKxl7kBK)

###

#### 5. Invoice reminder rule to send all invoices due in 4 days to customers of the category "VIP customers"  or "Repeat customer" **\[ Applies to VIP customers / Repeat customers ]**

![Note : Please ensure that "OR" condition is selected in this case](/files/-LW4yb71UR5tyb_Ccn0-)

If you need help with setting up a rule different from the above , Please reach out to us at <solutions@payorCRM.com>.


# Setup Email Templates

PayorCRM provides complete flexibility to customize your emails using the email template editor. The following guide covers some of the key steps in customizing your email template:

* [Adding a new template](#adding-a-new-template)
* [Adding merge tags to the template](#adding-merge-tags-to-the-template)
* [Adding images, logos, text, and other elements](#adding-images-logos-text-and-other-elements)
* [Import or Export Html template](#import-or-export-html-templates)

## Adding a new template

Click on "**Invoice reminder**" on the left pane -> Click on "**Email Templates**" in the sub-menu&#x20;

<figure><img src="/files/cuKuITjslXOwtPRMgf8E" alt=""><figcaption></figcaption></figure>

Click on "**Add template**" button to add a new template

<figure><img src="/files/XBeXmnXESLBL4ajsL2lP" alt=""><figcaption></figcaption></figure>

Click on **Expand button** to open the email template editor in full screen view

<figure><img src="/files/zqfcA2SamxnSOUeZKe9g" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/XOcpLdyJSPEha6i87EXT" alt=""><figcaption></figcaption></figure>

## Adding merge tags to the template

Email template editor allows you to add dynamic templates that are replaced with auto-generated content before the email is sent.

PayorCRM supports the following dynamic fields

* **First name** - The first name as defined in your customer data
* **Last name** - The last name as defined in your customer data
* **Invoice list** - List of unpaid invoices that are due/overdue will be displayed within the body of the email
* **Individual invoice pdf** - The unpaid invoices will be attached as individual pdfs along with the email.&#x20;
* **Customer company name** - Company name as defined in the Customer list
* **Total amount**  - Total due amount&#x20;
* **Payment buttons** - Payment buttons that will help your customer pay you from right within the email .See details here - <https://help.payorcrm.com/how-customers-pay.html>
* **Pay with credit card only button** - This merge tag will add the "pay with credit card option" when a reminder email is sent
* **Pay with bank account only button** - This merge tag will add the "pay with bank account option" when a reminder email is sent
* **Login Register button** - This merge tag will be replaced with a login register button which your customer can use to sign up / sign in to your customer portal

Please note that the dynamic fields can be added on any part of the email template. To add the above dynamic fields to your email template follow the below steps.

**Step 1**  - Click on the **Open blocks** button in top right corner&#x20;

<figure><img src="/files/bg4IwMlY0FBbawKmkcgx" alt=""><figcaption></figcaption></figure>

**Step 2** - Expand **"Merge tags"** section to see the list of merge tags available. Drag and drop the tags to the body of the email template

<figure><img src="/files/IA14azX0haXY414CEjcG" alt=""><figcaption></figcaption></figure>

## Adding images, logos, text, and other elements

Before adding an element to the template, ensure that you have a section element added to the template.&#x20;

The section element serves as a container in which the element (images, logos, text, etc.) resides. Adding a section element makes it easier for you to centre or right-align your content in an email.

**Step 1** - To add a section element, click on the **'Open Blocks'** button in the top right corner.

<figure><img src="/files/bg4IwMlY0FBbawKmkcgx" alt=""><figcaption></figcaption></figure>

**Step 2** - Drag and drop the section element into the body of the template.

<figure><img src="/files/WVwgtaqlGPLMCgVfsHDe" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/ZCVFaQ02rkNuO3fH0h5K" alt=""><figcaption></figcaption></figure>

**Step 3** - To add an image or text, drag and drop the image or text element into the previously added section element.

<figure><img src="/files/HzaYu3nVWLDOVGFd2neo" alt=""><figcaption></figcaption></figure>

## Import or Export Html templates

To import an HTML template, click the Import button(red box) and paste your code in the space provided. Add merge tags to the template as required.

<figure><img src="/files/Ty4kp9aS2jnK81HbRNAD" alt=""><figcaption></figcaption></figure>

To export the template, click on the Export button(red box) and copy the HTML code provided to export and modify.

<figure><img src="/files/DgHuSvNJeEPpd2OSjivi" alt=""><figcaption></figcaption></figure>


# Using the default Invoice Reminder

When you create an account on PayorCRM . The app creates a set of email automation rules which can be activated by just one click

To activate them

1. Click on "Invoice reminders" in the menu on the left and select "Email Automation"
2. Click on the "Active" / "Inactive" toggle button to activate
3. Voila ! PayorCRM will send email reminders automatically to all your customers based on Invoice due /overdue days

![](/files/-LNq7IUaWSvkEaBalZjE)


# Rule creator UI

The rule creator UI allows advanced rules to be created based on business need .The below guide will help users create advanced rules&#x20;

The below screenshot shows the UI of the rule creator view

![](/files/-LNq7IS-Q-LAsBgEnrc3)

**AND / OR operator (1)** - The 'AND' , 'OR" operator defines whether you want the rules to be  AND'ed or OR'ed

**Add Rule / Add Group (2)**

Add rule - Adds a single rule ( for eg: Invoice overdue by 10 days)

Add group - Allows you to add a rule group containing multiple rules within

**A Single Rule (3)**  - A single mathematical rule ( for e.g. Amount > 100 )

Item 3 shows an example of a rule added in the rule creator ( invoice amount greater than 1000)

**A Rule group (4)**

Item 4 shows an example of rule group ( invoice due in 5 days OR Invoice overdue by 10 days )

###


# Sending an invoice reminder manually

PayorCRM app allows you to quickly send email reminders to your customers manually

1. Select the invoices you want to add in the reminder and click on the "Send Reminder" button

![](/files/-LlbMAWBfP_m8kNJLDGo)

2\. Select the template to use to send the reminder along with the email id to which the reminder needs to be sent.

![](/files/-LlbNFaIazIoC6VkhQ9y)

{% hint style="info" %}
Tip : You can use manual reminders to test how your email reminders are received by your customers .&#x20;

You have to change the email id field to your own email address to receive the email reminder
{% endhint %}


# Setting up Automated statements

Unlike Invoice Reminders , Automated statements feature allows you to set up rules to send an aggregated list of all invoices that are open as of a particular day               ( For e.g : First day of the month , Every Tuesday of a week etc)

**Difference between Invoice reminders & Statement reminders**

**Invoice reminders** - These are reminders sent based on trigger events such as - "invoice due in x days" or "invoice overdue by y days"

For e.g - Send invoice reminders for invoices that are due in 5 days

**Statement reminders** - These are reminders sent based on a trigger event such as "Day of the week" or "Day of the month" .

For e.g - Send all open invoices on the 1st day of every month


# Quick step by step tutorial

<figure><img src="/files/5CqTtDyFj0N7sHJUkIg8" alt=""><figcaption></figcaption></figure>


# Sample Statement rules

#### 1. Send statements on day 1 of the month to all customers. Include all invoices which are overdue between 0 to 300 days

<figure><img src="/files/7h5sEsJF5L9FgJSxN8KR" alt=""><figcaption></figcaption></figure>

**2.Send statements on Monday every week to Customers categorised as "Cat1". Include invoices that are overdue by up to 300 days or due in the next 30 days**

<figure><img src="/files/8D9XKzBYzw5LlicvAb6Y" alt=""><figcaption></figcaption></figure>

#### 3. Send (daily) all invoices which has never been emailed to the customer and are due in 30 days

<figure><img src="/files/FtJre1y1kSwMfwTnbr3p" alt=""><figcaption></figcaption></figure>


# Enabling Default Statement Automation Rules

When you create an account on PayorCRM . The app creates a set of default automation rules which can be activated by just one click

To activate them

1. Click on "Invoice reminders" in the menu on the left and select "Statement Automation"
2. Click on the "Active" / "Inactive" toggle button to activate
3. Voila ! PayorCRM will send statements automatically to all your customers based on either the first day of the month or every monday depending on the rule activated

![](/files/-LoLuA4DVvgKTfO1W_MY)


# Setting up Auto/Recurring payments

PayorCRM allows you to setup Auto/Recurring payments using ACH / CC payment methods

Before setting up Auto/Recurring payments you will need to make sure you have setup payments in your payorCRM account. Go to  <https://help.payorcrm.com/setting-up-payments> to do that

1. To setup Auto/Recurring payments click on the Menu "Auto Payments" as shown below

![](/files/-LPtQyjmjrjx-1dlb1b7)

&#x20;2\. Click on the "Add rule" button to create a rule.This opens up a popup where you can define the customer , the trigger and payment method to be used for Auto payments

![](/files/-LPtSDrT4bGRO80tcWdN)

3\. In the pop-up window that opens,  Select the customer you want to accept auto recurring payments from along with the payment method ( Card / Bank account ) and the exact card/bank account to be used for processing the payment

![Select bank account to be used for Auto Payments](/files/-LPtTIXRDCS44fKJuDED)

4\. Select Auto Payment type. This defines the condition that triggers auto-payments

You have the following options to choose from

* Charge all invoices
* Charge invoices with amount less than

**Charge all invoices** - All invoices generated for that particular customers automatically get processed using the saved card or Bank account

**Charge invoices with amount less than** - This rule processes only those invoices that has payment amount less than the specified value.

5\. Charge on - This field is used to specify the trigger when the invoice needs to be processed .You could specify the no of days before or after due date on which the invoice needs to be processed.

![](/files/-LPtVwg5SaluiNKbJv1E)


# Inviting customers to your Billing portal

To allow your customers to login to your billing portal and view invoices/pay invoices , You will need to first invite them .There are two ways to invite customers.

1 . [Inviting customers automatically](https://help.payorcrm.com/inviting-customers-to-the-portal/inviting-customers-automatically)

2 . [Inviting customers manually](https://help.payorcrm.com/inviting-customers-to-the-portal/steps-to-invite-customers)

![](/files/-MASHRxFqkEFKmE79lDW)


# Quick Video Tutorial

1. Test Customer Invite by Inviting yourself

{% embed url="<https://youtu.be/GMNeNWilWn4>" %}

2\. Send Invites to multiple customer's to their primary email id

{% embed url="<https://youtu.be/87_cbNuLoL4>" %}

3\. Send Invites to all your Customers to their primary Email id

{% embed url="<https://youtu.be/d8p09ktDcfI>" %}


# Inviting customers automatically

You can automatically invite customers by sending them an invite link along with automated invoice reminders

To add an invite link to invoice reminders&#x20;

1. Go to **Invoice Reminders - > Email Templates**

![](/files/-LZNt0xP6V8wSiXFIyx9)

2\. Click on **Edit email template**

![](/files/-LZNttxJcqOEQOAVId25)

3\. Click on the button **Merge tag**&#x20;

![](/files/-M4Y2zg7RbDDFbaP5cwz)

4\. Select **Customer login/Register button**

![](/files/-M4Y3QyTN4btOS1Thm_O)

5\. The merge tag to add Login/Register button will be added as below

![](/files/-M4Y420goNpKUYlwykdQ)

6\. When the customer receives the email reminder they will see the below buttons to Login/Register

![](/files/-M4Y6WypYX1v2h3rQ3K7)


# Inviting customers manually

**Inviting Selected customers**

Step 1 : Select the customers you would like to invite and click on "Invite selected customers" button

![](/files/-LO2mfsOAgoYIEtDE_AK)

Step 2 : Selecting the credentials pattern

1. Generate Username From : Specify what the login id for the customer should be&#x20;
2. Generate Password From : Select how the password should be formed from the list of possible patterns.

For Eg : Selecting "Random" for Generate Password will generate a random 6 digit alphanumeric value as password.&#x20;

![](/files/-LO-BvLXuQO36L6WxVhk)

Step 3 : Select to which email id the invite should be sent . You can either chose to send the invite to the Customers email id  or to Another email id of your choice . If you click on Another email id, you will be able to specify the email id to which the invite should be sent.

*Tip : You may use the "Another Email ID" option to provide your own email id so that you can receive the credentials in your Email Id to test out the service by logging in as a customer.*

![](/files/-LO-CaOp7UpKEY4o4yjG)

Step 4: Once you click on Send Invitation . You will get a confirmation that the invitations have been sent.All your customers will get an invite with the credentials and the link to login to the portal.

*Please note : Customers who doesn't have selected the credential information ( for eg : Customer phone no ) available in our database will not receive their login credential.To fix the same you may provide the information through your Accounting Software linked to PayorCRM.The same will be synced to your PayorCRM account after which you may create the login.*

To check if a customer already has at-least one login ID , Check the column " Has Login" in the customers view\.If this value is set to true , it means that the customer has already been invited.A customer who has already been invited cannot be invited again.

![](/files/-LO-DukOBCeorIT-BoFE)

**Inviting all customers**

To invite all customers , Click on "Invite all customers" button and follow the same procedure as above.&#x20;

![Click on this button to invite all customers](/files/-LO-F09O1x27kd1hXOfu)

![](/files/-LO2mponOAyLhzSJieb4)

Please note that sending invites to more than a 1000 customers may take upto 2 hours. The "Has login " column may take time to update in that case even if the application may confirm that invites may have been sent . Please refrain from inviting using "Invite All Button" again until after a few hours.

**Customer Invite Email**

All your customers once invited will get a mail that looks like below\.They will then be able to login to the App and view invoices raised by you and Pay.

![](/files/-LO2t9oESqgQLeWMZe2D)


# Invite customer using self registration link

<figure><img src="/files/AM9npx9DkoKdd2ljjPKp" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/eVm9XO004QOHEcs1eyo6" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/egM4GUHZRZZvTdXEqANI" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/Q019KTLVqYm1hz0fcGTw" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/vIrw75sjXM21oZ33jsTS" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/x00ShSv5Jba5ph3OJxBK" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/hk77sMwib7Z6WXx1isg6" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/jQkYRTLLOxChIYojv5hC" alt=""><figcaption></figcaption></figure>


# Multi customer account access

To give the same user access to multiple customer accounts follow the steps below. The user should already have a login account for at least one customer entry.

<figure><img src="/files/T67jrNOQ9URfJcDMVGLY" alt=""><figcaption></figcaption></figure>

### Customer portal view

The Customer can switch between multiple accounts through the customer portal using the "Switch account" drop-down as shown below

<figure><img src="/files/a6PeCHRRrCAhCBWYzjJS" alt=""><figcaption></figcaption></figure>


# Manual Collections

Manual collections process involves following up customers manually for payments. This section provides information about the various tools PayorCRM provides within the application


# Track Invoice opens/Email opens

The app allows you to track customer email activity in two ways:

1. **Customer email open tracking (Step 5)** - This feature tracks the last date the customer opened the email.
2. **Invoice PDF link tracking (Step 3)** - This feature tracks the last date on which the customer opened the invoice PDF using the 'view PDF' link in the email reminders.&#x20;

Together, these features can help you track whether the customers are receiving and viewing the invoice reminders.

<figure><img src="/files/DZfi7tRhc2YKuYTHBjj7" alt=""><figcaption></figcaption></figure>


# Adding Collection Notes

The steps below show how to add collection notes for a customer so that you and your team can collaborate better when following up with customers for payments.

<figure><img src="/files/FennOsptKTvreH7ptU6W" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/Aux0cyI4uBP5d8yzjDuE" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/ktXAWvSAMJowrOtONBbd" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/s1zCPCV6of8RVydUWYl1" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/eg9ArooNs9pxRJqnVQMc" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/0jiI2RtwScKkAo636vAf" alt=""><figcaption></figcaption></figure>

Note : At the end of the day all the notes added on that particular day are sent to email addresses of all users within your company who has access to the application


# Share files with your customer

<figure><img src="/files/F074Op6irC2sibbFOfrJ" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/0ZhOlynfnclLKcXLzMqo" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/X3pxc1ZifTGgg0TFP7rv" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/jnMlfqNEVTGyxKwpACFH" alt=""><figcaption></figcaption></figure>


# Link Shared files to invoice

This feature will be enabled on request. Reach out to us at solutions\@payorcrm.com to enable this feature

<figure><img src="/files/qdP5mKQc6HRjG11EgsF3" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/rlbqFcBjnBlfj0c6PeyD" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/DbsxcumU6zvsfUueOEK3" alt=""><figcaption></figcaption></figure>

## Customer portal view

<figure><img src="/files/j0nbL2YuPMpKxxaT1TPz" alt=""><figcaption></figcaption></figure>


# Allocating follow up tasks manually

You can allocate follow up tasks to your team members as below

**Step 1 :** Go to Manual collect module - Select the customer who needs to be followed up&#x20;

![](/files/-M6neR8q0hEoJtnmxWBW)

**Step 2 :** Select a few invoices for which the follow up task is being created and click on "Create Follow up Task" button

![](/files/-M6oKrlcI1NpH-lKZ2ai)

**Step 3 :** Select the user to allocate the task to along with a "Task Title" and "Description" in the "Create Task" popup as below

![](/files/-M6oMgPysnSI_9zg8T5u)

On the day the task is due the user will receive a Task reminder email as below with invoices attached

![](/files/-M6oNTWSq9wZ8Z7eMJ0j)


# API integration

You can make API calls to PayorCRM using the API endpoint .To be able to do that you will need to first get your account's API Secret and API key Values.You can find these in the settings screen as shown below

![](/files/-LNq7I3bQUQIPTZodQln)

Copy the above credentials to make API calls with PayorCRM endpoints

## Authorization

Use obtained **API Key** and **API Secret** in header as **api\_key** and **api\_secret.**&#x20;

For Example:

```
    Content-Type:application/json
    api_secret: 6ed0a...3bad
    api_key: eyJ....MDk
```

## API Endpoints

### 1. Uploading Invoices List

Send a json post request to **/jsonApi/upload/invoices**. See below for attributes you can use.

```javascript
POST /jsonApi/upload/invoices
Content-Type:application/json
[{
    // body of post payload. See below
}]
```

For invoice available attributes are

```javascript
  "companyCode": {
    "type": "string"
  },
  "profitCenter": {
    "type": "string"
  },
  "customerName": {
    "type": "string"
  },
  "customerNumber": {
    "type": "string",
    "required": true 
  },
  "accountingDocNumber": {
    "type": "string"
  },
  "invoiceNumber": {
    "type": "string",
    "required": true
  },
  "postDate": {
    "type": "date"
  },
  "dueDate": {
    "type": "date"
  },
  "paymentTerms": {
    "type": "string"
  },
  "documentType": {
    "type": "string"
  },
  "postingKey": {
    "type": "string"
  },
  "debitCreditIndicator": {
    "type": "string"
  },
  "balanceAmount": {
    "type": "string"
  },
  "billAddr": {
    "type": "json"
  },
  "shipAddr": {
    "type": "json"
  },
  "currency": {
    "type": "string"
  },
  "invoiceAmount": {
    "type": "integer",
    "required": true 
  },
  "reasonCode": {
    "type": "string"
  },
  "reasonCodeDescription": {
    "type": "string"
  },
  "fiscalYear": {
    "type": "string"
  },
  "invoiceDate": {
    "type": "date"
  },
  "reference1": {
    "type": "string"
  },
  "reference2": {
    "type": "string"
  },
  "localAmount": {
    "type": "integer"
  },
  "itemText": {
    "type": "string"
  },
  "fiscalPeriod": {
    "type": "string"
  },
  "issueDate": {
    "type": "date"
  },
  "soldTo": {
    "type": "string"
  },
  "lineItem": {
    "type": "string"
  },
  "referenceDocNo": {
    "type": "string"
  },
  "status": {
    "type": "string"
  }
```

An example Invoice payload body would be

```javascript
{
    customerNumber: "23123123",
    invoiceNumber: "21321",
    invoiceAmount: 12112
}
```

### 2. Uploading Customers List

To upload customers list use endpoint **/jsonApi/upload/customers** and send post request containing array of **Customers**

For Example

```
POST /jsonApi/upload/customers
Content-Type:application/json
[{
    // body of customer. See below
}]
```

Attributes for customer object.

```
  "companyname": {
    "type": "string"
  },
  "firstname": {
    "type": "string"
  },
  "lastname": {
    "type": "string"
  },
  "phoneno": {
    "type": "string"
  },
  "emailaddress1": {
    "type": "string",
    "required": true
  },
  "customerno": {
    "type": "string",
    "required": true
  },
  "cocode": {
    "type": "string"
  }
```

An example Customer payload body would be

```
[{
    "companyname" : "Payorcrm LLC",
    "firstname" : "John",
    "lastname": "Doe",
    "phoneno": "+11122334455",
    "emailaddress1": "john@payorcrm.com",
    "customerno" : "231231201",
    "cocode": "XY22"
}]
```

> Please note that before uploading an invoice you make sure the customer already exists so that we can link that invoice to that customer. We use customerNumber field to link those invoices.


# How customers pay you

This guide will show you various ways your customers can pay you through the PayorCRM product


# From within email using saved card/bank acct

When a customer receives a payment reminder with list of overdue invoices, It will look like below

<figure><img src="/files/BLrFflM9kIyNyluCpTwX" alt="" width="373"><figcaption></figcaption></figure>

Clicking on the "Pay with card xxxxx" will trigger a confirmation email to the customer's email id as shown below

<figure><img src="/files/mqzsdsKsUyJHz8b3u60l" alt="" width="301"><figcaption></figcaption></figure>

Clicking on the confirmation link will complete the payment.


# Through Customer Portal

![](/files/a8wE1mXi0J1khFwVJceh)

Once the customer logs in they can make payments for invoice raised by you through the following ways

![](/files/-M7v_k_1Gxzz6_7mwsGW)

1.Pay using New Credit Card or a previously Saved Card

2.Pay using Bank account no ( In case of US, A US Bank Account Number and Routing Number) or using a previously Saved Bank Account Number&#x20;

![](/files/-M7vaTyo-fMLTlrqAD1a)

![](/files/-M7vb4B05HlcR24oyqQT)

Once the payments are made the paid invoices will appear in the payment transactions view for both you and your customers as shown below

![](/files/-M7vc0owrZfZK_8BjUOh)


# Branded Customer portal

You can get your Customer portal login link from **settings -> General Settings** as shown in the image below

![](/files/-M0n73hZ7FY_QWTUAD9D)

Add the customer portal link on your website as shown below.&#x20;

Sample branded customer portal login link - [Click here](https://app.payorcrm.com/#!/Customerlogin/5aa8122f4e5cdcf256ac02ef)

![](/files/-LOCi6txxP1WtZuMYU15)

![](/files/-LOCkSDO1LbqzBCtK4sm)

{% hint style="info" %}
To ensure that your logo appears on the customer portal you will need to upload your company logo by going to Profile(top right button) - Upload logo
{% endhint %}


# Miscellaneous


# Managing customer access

This section describes how you will be able to manage your customer users who have access to the customer portal

## Viewing customer users who have access to the customer portal

Go to the Customers menu -> click on the Access button next to each customer to see the users who have access to that particular customer.

![](/files/-MV01xdYtg_mOJtH9Q05)

In the screenshot below, you can see all the users who have access to a particular customer's portal.&#x20;

You can also remove a user's access by clicking the Delete button next to their email id.

![](/files/-MV02njrHrknPr9d1whb)

## Providing existing user access to another customer account

Search for the customer in the Customers view and click on the Access button next to the customer. Click on the 'Link Existing user' button and provide the login email ID of the existing user.

<figure><img src="/files/brR49PzH5SCgcfnLfroK" alt=""><figcaption></figcaption></figure>

Customer portal view with the option to switch between customer accounts

<figure><img src="/files/8bEVdp42GG4QVezYKNup" alt=""><figcaption></figcaption></figure>


# Advanced settings


# Using your own Email Server

PayorCRM gives you the ability to use your own email server to send emails. The app can connect to your email server via its SMTP service

{% hint style="warning" %}
Your Office 365 and G Suite accounts are not intended for mass email use. Utilizing these accounts for mass emailing violates your service terms and conditions.&#x20;

For optimal results, we recommend creating an account with a dedicated mass email service provider, such as Amazon SES, which offers a generous free plan, or SendGrid.
{% endhint %}

The following list provides information about the various configuration parameters used to enable this feature&#x20;

Secure email delivery using **TLS/STARTTLS**

* **SMTP Address–** is the hostname or IP address to connect to
* **Port** – is the port to connect to ( usual values are 587, 465, 25)&#x20;
* **User** is the username/email address of the email server account
* **Password** is the password for the email server account
* **Security type** if "Always On" the connection will use TLS when connecting to server. If "Opportunistic"  then TLS is used if server supports the STARTTLS extension. (In most cases set  to "Always On" if you are connecting to port 465. For port 587 or 25 keep it "Opportunistic" )

#### Steps to enable this feature

Under settings, Go to "SETTINGS ADVANCED" -> Select "Email Server Settings" -> Enter the above values -> SAVE

![](/files/-MQ6Z3lpRfCkpcgnH6x0)

{% hint style="info" %}
To test the SMTP setup, Go to collect view -> Select a customer -> select an invoice -> Send an invoice reminder to your own email id.

An email with the error message will be sent to your login email id if the SMTP connection fails.
{% endhint %}

**External links to common email server SMTP setup info**

<table><thead><tr><th width="161">Your email server</th><th width="309">Config</th><th width="253">Relevant link</th><th data-hidden>Usual config parameters</th></tr></thead><tbody><tr><td>Amazon SES </td><td></td><td><a href="https://docs.aws.amazon.com/ses/latest/dg/send-email-smtp.html">https://docs.aws.amazon.com/ses/latest/dg/send-email-smtp.html</a></td><td></td></tr><tr><td>Gsuite/Gmail without SMTP Relay*</td><td><p><strong>SMTP address:</strong> smtp.gmail.com</p><p><strong>Port:</strong> 587</p><p><strong>Security Type:</strong> "Opportunistic"</p><p><strong>User:</strong> Your Gsuite email address</p><p><strong>Pass:</strong> App password(See link to generate app password)</p></td><td><p>Make sure 2FA is enabled before generating app specific password. <a href="https://support.google.com/accounts/answer/185839">https://support.google.com/accounts/answer/185839</a></p><p>Use the link below to generate app-specific password - <a href="https://myaccount.google.com/apppasswords">https://myaccount.google.com/apppasswords</a></p></td><td></td></tr><tr><td>Gsuite/Gmail using SMTP relay</td><td><p><strong>SMTP address:</strong> smtp-relay.gmail.com</p><p><strong>Port:</strong> 587</p><p><strong>Security Type:</strong> "Opportunistic"</p><p><strong>User &#x26; Pass:</strong> As setup in Gsuite admin </p></td><td>Email service options : <a href="https://support.google.com/a/answer/176600?hl=en ">https://support.google.com/a/answer/176600?hl=en</a></td><td></td></tr><tr><td>Office 365 SMTP*</td><td><p><strong>SMTP address:</strong> smtp.office365.com</p><p><strong>Port:</strong> 587</p><p><strong>Security Type:</strong> "Opportunistic"</p><p><strong>User:</strong> Your account email address</p><p><strong>Pass:</strong> App password</p></td><td><p>Steps to create  app password </p><p><a href="https://support.microsoft.com/en-us/account-billing/manage-app-passwords-for-two-step-verification-d6dc8c6d-4bf7-4851-ad95-6d07799387e9">https://support.microsoft.com/en-us/account-billing/manage-app-passwords-for-two-step-verification-d6dc8c6d-4bf7-4851-ad95-6d07799387e9</a></p><p>Enable SMTP Auth for the email account - <a href="https://aka.ms/smtp_auth_disabled">https://aka.ms/smtp_auth_disable</a></p></td><td></td></tr><tr><td>Outlook*</td><td></td><td><a href="https://support.microsoft.com/en-au/office/pop-imap-and-smtp-settings-for-outlook-com-d088b986-291d-42b8-9564-9c414e2aa040">https://support.microsoft.com/en-au/office/pop-imap-and-smtp-settings-for-outlook-com-d088b986-291d-42b8-9564-9c414e2aa040</a></td><td></td></tr></tbody></table>

( \* - Not recommended for sending automated mass emails)


# Credit Card surcharge and Late fees

PayorCRM provides the ability to add a  credit card surcharge if a customer pays using his credit card or to add a late fee if the customer pays the invoice after due date.

Go to **Settings -> Settings Advanced tab -> Select "Surcharge and Late fees"**

**Credit Card Surcharge Percentage** This field allows you to provide a credit card surcharge as a percentage(For eg : If you would like to charge a 2.75% surcharge , you may provide the value 2.75 in this field)

**Late Fee Percentage** This field allows to provide a late fee as a percentage ( For eg : If you would like to charge a late fee of 1% , you may provide the value 1 in this field )

![](/files/-MQ6f3g1_msINk7kg3j3)


# IMAP settings

This document provides step-by-step instructions on how to retrieve IMAP (Internet Message Access Protocol) details for various well-known email servers, including Gmail, Outlook (formerly Hotmail), Yahoo Mail, and Apple iCloud.&#x20;

Please note that the below configurations may change. Check the email provider website for more details

***

### **1. Gmail (Google Mail)**

#### **IMAP Details for Gmail:**

* **IMAP Server:** `imap.gmail.com`
* **Port:** `993`
* **Encryption:** SSL/TLS
* **Username:** Your full Gmail address (e.g., `example@gmail.com`)
* **Password:** App-specific password. Make sure 2FA is enabled before generating app specific password. Use the link to generate app-specific password - <https://myaccount.google.com/apppasswords>

#### **Steps to Enable IMAP in Gmail:**

1. Log in to your Gmail account.
2. Click the **gear icon** (⚙️) in the top-right corner and select **"See all settings."**
3. Go to the **"Forwarding and POP/IMAP"** tab.
4. Under the **"IMAP access"** section, select **"Enable IMAP."**
5. Click **"Save Changes"** at the bottom of the page.

#### **Note:**

* You will need to have 2FA enabled to generate an **app-specific password** from your Google Account settings.

***

### **2. Outlook (Microsoft)**

#### **IMAP Details for Outlook:**

* **IMAP Server:** `outlook.office365.com`
* **Port:** `993`
* **Encryption:** SSL/TLS
* **Username:** Your full Outlook email address (e.g., `example@outlook.com` or `example@hotmail.com`)
* **Password:** Your Outlook account password.

#### **Steps to Enable IMAP in Outlook:**

1. Log in to your Outlook account.
2. Click the **gear icon** (⚙️) in the top-right corner and select **"View all Outlook settings."**
3. Go to **"Mail" > "Sync email."**
4. Under **"POP and IMAP,"** ensure that IMAP is enabled.
5. Click **"Save"** to apply changes.

***

### **3. Yahoo Mail**

#### **IMAP Details for Yahoo Mail:**

* **IMAP Server:** `imap.mail.yahoo.com`
* **Port:** `993`
* **Encryption:** SSL/TLS
* **Username:** Your full Yahoo email address (e.g., `example@yahoo.com`)
* **Password:** Your Yahoo account password or an app-specific password if 2FA is enabled.

#### **Steps to Enable IMAP in Yahoo Mail:**

1. Log in to your Yahoo Mail account.
2. Click on your **profile icon** in the top-right corner and select **"Account info."**
3. Go to **"Account security."**
4. Ensure that **"Allow apps that use less secure sign-in"** is turned on.
5. If 2FA is enabled, generate an **app-specific password** for your email client.

***

### **4. Apple iCloud**

#### **IMAP Details for iCloud:**

* **IMAP Server:** `imap.mail.me.com`
* **Port:** `993`
* **Encryption:** SSL/TLS
* **Username:** Your full iCloud email address (e.g., `example@icloud.com`)
* **Password:** Your Apple ID password or an app-specific password if 2FA is enabled.

#### **Steps to Enable IMAP in iCloud:**

1. Log in to your iCloud account.
2. Go to **"Settings" > "Apple ID" > "iCloud."**
3. Ensure that **"Mail"** is turned on.
4. If 2FA is enabled, generate an **app-specific password** from your Apple ID account settings.

***

### **5. AOL Mail**

#### **IMAP Details for AOL Mail:**

* **IMAP Server:** `imap.aol.com`
* **Port:** `993`
* **Encryption:** SSL/TLS
* **Username:** Your full AOL email address (e.g., `example@aol.com`)
* **Password:** Your AOL account password.

#### **Steps to Enable IMAP in AOL Mail:**

1. Log in to your AOL Mail account.
2. Go to **"Settings" > "Account info."**
3. Under **"Security,"** ensure that **"Allow apps that use less secure sign-in"** is enabled.
4. If 2FA is enabled, generate an **app-specific password** for your email client.


# Email Payment Link Errors

## Invalid Token

The Confirmation link has been used recently (in the last 5 minutes). The link can be re-used after 5 minutes.

The 5 minutes window ensures that the last payment processing has been completed.

## Invoice paid /Payment already made

&#x20;If you see this error message, It is a confirmation that the payment has already been made for that particular set of invoices.

## **Unknown Error**

We received an error while processing the payment. Usually the error is due to an issue with your card or bank account. Please check the raw error message received on the screen for details.

If you would like to retry using a different payment method, Use the "Pay with new card" or "Pay with new bank account" buttons in the original email reminder.

If you are still unable to resolve the error reach out to <support@payorcrm.com>. For some errors we may need to trigger the payment on your behalf to investigate.&#x20;