Billing and payments within a case

Receiving payments in an integrated way within your cases adds efficiency, flexibility and convenience for you and your clients. This guide looks at how to setup your incoming bank account, create and share invoices and have the recipient(s) pay quickly and easily through your platform.
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Written by Nathan Polito
Last updated February 5th 2020

Requirements You will need your own MODRON Spaces account. If you don’t already have your own account, we invite you to try the platform totally free.



Step 1. Setup your Incoming Payment Account

First you need to setup your Incoming Payment Details so that you can receive funds to your nominated bank account. Following steps 1-6 covers this setup process. If you have already setup your Incoming Payment Account, you can skip to Step 7 which looks at creating an invoice.

You can access all the settings for your platform by clicking on the 3 vertical dots icon at the top left of your screen (as seen above). You will then be presented with the Settings screen where you will be able to manage accounts, preferences and notifications. By clicking on the Payment Setup option you will be presented with the Payment Setup screen.
Step 2. Select the Setup Account option
Once you are in the Payment Setup screen you can click the Setup Account option to progress setting up your Incoming Payment Account.
Step 3. Enter the Account Owner details
Once you are in the Setup Payment Account screen the first step requires you to enter the Account Owner details and accept the terms of the Stripe Connected Account Agreement. Click Next when you are done to progress to the next step (you can make changes to the details you have entered at any time.
Step 4. Enter the Legal Entity details
You should now be on the next step of the Setup Payment Account screen. This step requires you to enter the Legal Entity details including the details of the business or company who will be receiving payments through the platform. Click Next when you are done to progress to the next step (you can make changes to the details you have entered at any time).
Step 5. Enter the Payment details
You should now be on the final step of Setup Payment Account screen. This step requires you to enter the Payment details. Please enter the details of the bank account you will be receiving payments into. Our platform will automatically handle all payouts into your nominated bank account. Click Submit when you are done to finalise the setup process (you can make changes to the details you have entered at any time).
Step 6. You should have now completed your Incoming Payment Account setup
You should now have completed the setup of your Incoming Payment Account. You can review and edit the details you have provided at any time by clicking on the Manage Account option as seen below.
Step 7. Create an invoice for payment of services

To create an invoice, you first need to have a case created. If you need help with how to create your case, check out this blog post here.

From within your case you then navigate to the appropriate Space for sharing your invoice. For this guide we will share an invoice in a Space we have created called Applicant Space which has been set as a Space for the Applicant and the Operations Team to collaborate. By creating and posting an invoice to this space it will be private and confidential to the Applicant, although you could post your invoice in any Space within your case that makes sense relative to the intended recipient.

At the bottom-right of a Space is what we refer to as the Omnibar as seen above.
Click on the Omnibar, then you will see the option to Create Invoice - click on that option to get started.
Step 8. Complete the necessary details of your invoice
Once you click the Create Invoice option, the Create Invoice screen will open. Here you complete the necessary details of your invoice.

First select who will be the recipient of your invoice, please note that only those users with access to the space will be available to select here.

Then you also need to add a description for your line item, a quantity and a price. You can add additional line items by clicking the Add line item option. At any time, you can click the Preview Invoice option to see what your invoice will look like to the recipient.

Step 9. Preview your invoice and submit it when you are satisfied
Once you click the Preview Invoice option you will see a preview of your invoice. When you are finished previewing your invoice you can click the Cancel option to go back to the create invoice screen. From the create invoice screen you can make further changes to your invoice or, if you are satisfied you can click the Submit button to post your invoice to the Space.
Step 10. Your invoice is posted to the Space
Once you have posted your invoice to the Space, the person(s) with access to the Space will be able to view the invoice but only the recipient(s) you specified will have the option to pay the invoice.
Step 11. The recipient(s) can quickly and easily pay the invoice
The recipient(s) of the invoice can make a payment at any time by clicking on the Pay Invoice option. They will be presented with the Pay Invoice screen where they will be able to enter their credit card details and then click the Submit option.
Step 12. You are notified when the payment has been made and the funds are deposited into your nominated bank account
Once the recipient(s) has made the payment of the invoice you will be notified, and they will receive a receipt. The funds will automatically be deposited into your nominated bank account that you would have set up in the previous steps of this guide. A 3% fee is deducted from the total payment to cover the associated costs of facilitating the transaction through the platform.
Conclusion

If you have followed the steps, you will have setup your Incoming Payment Account and will have created and shared an invoice that the recipient(s) could then pay for through the platform. Any number of invoices can be sent at any time throughout a case giving you flexibility and control to implement milestone payments etc.

“Accept all major debit and credit cards from customers in every country. Supports processing payments in 135+ currencies, allowing you to charge customers in their native currency while receiving funds in yours. Have a think about the potential use cases in your own dispute resolution processes.”

If you don’t already have your own MODRON Spaces account, sign up for a free trial and see how easy it is to setup your own Spaces, your way.

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