In this article, you will learn how to save a client's credit cards on file for future payments.
Allowing your clients to save their credit card information is a great way to streamline and simplify the checkout process for your clients when they are paying for your services.
In order to save a credit card on file, you will first need to enable online payments by signing up for Workiz Pay. To learn more about enabling online payments using Workiz Pay, please see this article.
Saving a card on file
In Workiz, cards can be saved on file in several different ways, both by you and your client. Cards can be saved when collecting payment or prior to collecting payment.
Before collecting payment
If you’d prefer to save the card on file before collecting payment, you can do so by manually entering the card details yourself or sending your client a secure request to have them save the card information online.
Manually entering card details yourself
As a Workiz admin, you have the ability to save card details right from a client profile page. Simply open the client’s page.
- Open the client’s profile page
- Select Actions > Add credit card
- Enter the card details and select Save card
Sending requests to save cards on file
If you don’t have the card information on hand, you can send your client a request to have them save the card on file online.
- Open the client’s profile page
- Select Actions > Request card on file
You must have an email address on file with a client in order to send this request.
- Select Send request
Your client will receive an email with a link to save their card on file online.
You will receive a notification once your client has saved the card.
Please be aware that:
- Any request you send to a client to save a card on file will expire five days after the request is sent. If a client doesn’t save their card within five days, they can request a new link for you to send. Requests for a new link will be visible within the Message Center.
- You can only send 20 requests per day.
When collecting payment
Card details can also be saved at the time of the transaction.
Entering manual payment
When manually entering a credit card payment directly on a job using the web app, you will see the option to save the card on file.
When entering payments using the mobile app, you will see the option to save a card on file for all payments.
Entering payment from the client portal
When you send your clients an estimate or invoice using the Workiz client portal, they will be presented with the option to save their card for future payments.
Enrolling clients in service plans
When enrolling a client in a service plan in Workiz, you will be presented with two options to collect payment: Sending payment request (via client portal) and entering the payment manually.
Charging cards saved on file
When your client chooses to save their card for future payments, your business will not have access to the payment details. The payment details will simply be stored as a payment option whenever that client is submitting a payment for future estimate deposits or invoices.
When processing payments with a card on file, the charges on your client's bank statement may include a "recurring" designation.
To avoid a potential dispute from a concerned client when seeing an unfamiliar statement descriptor, we strongly recommend that you communicate this to your clients whenever saving a card on file.
The credit card will be saved as a payment option when:
- Manually charging a client within Workiz
- Clients open invoices in the Workiz client portal
Managing cards on file
A client’s saved cards will be visible in their profile page. Here, you’ll have the option of adding new cards or removing older ones. You’ll also be able to quickly see which cards are expiring soon or expired.