Setting Up Portal Payments - User Guide

Summary

ServiceBox offers several ways to accept payments from customers. This article focuses on Portal Payments — a feature that allows customers to pay invoices electronically through a secure link. Below, you'll find steps to set up this functionality and how it appears to your customers.

 

ServiceBox Payments

To use Portal Payments, you must first apply for a merchant account through our partner, PaySafe. Once approved, you'll be able to activate and configure ServiceBox Payments on your account.

For information on applying for a merchant account, click here.

 

What are Portal Payments?

Portal Payments give ServiceBox users the ability to send a payment link to customers electronically, so they can pay invoices using a credit card immediately—no need for mailing cheques. The customer receives an email and can click a link or "Pay Now" button to complete the payment.

As part of this release, we’ve included the following:

• ServiceBox Payments – The technology powering our payments feature. You'll need to sign up for a PaySafe merchant account to take payments. Click here for more about our partnership.

• Portal Payment Settings – After your merchant account is approved, you can configure the payment portal settings to match your business.

• Email Payment Link/Button – Add a payment link to invoice emails, or include a “Pay Invoice Now” button at the bottom of invoices. This significantly reduces the time it takes to get paid—from weeks or months to minutes.

• Portal Access – Customers can open the emailed invoice online and pay using a credit card.

• Completed Payments – Payments received through the portal automatically update invoice status in ServiceBox, and can update work order status if configured.

Here is a sample of an email body that can be sent to a customer:

 

Here is a sample of what the Portal Payment will look like on an invoice:

 

Portal Payments Settings

Credit Card Processor

Once your merchant account is approved, go to Username → Settings → Invoices → Payments. Under the Credit Card Processor section, you’ll see:

• Merchant Account Name – The name of your merchant account

• Merchant Account ID – The unique ID associated with your merchant account

• Application Status – Will display as “APPROVED” when your account is active, or “ENABLED” if still pending

There is also a field called "Bank Account Validate". This is used to validate the bank account you entered during the application process using a microdeposit.

To validate:

1. Click the "Initiate Microdeposit" button to send a $0.25–$1.00 test deposit to your company bank account.

2. If the deposit doesn’t appear after 1–3 business days, contact PaySafe support to validate via a void cheque.

   • Email: customersupport@paysafe.com

   • Phone: 1-888-709-8753

3. Once you see the microdeposit in your bank account, enter the amount into the field and click "Validate Microdeposit".

If successful, your Application Status will change from “ENABLED” to “APPROVED”.

 

 

For more information on the merchant account setup, click here.

 

Portal Payments Setup

Once your merchant account is set up and configured, go to Username → Settings → Invoices → Portal Payments Setup. In this section, you can configure how email correspondence and receipts will be handled for payments made through the portal.

 

 

Portal Settings

1. Set Invoice Status To – Choose what status the invoice should update to after payment. This can also trigger downstream actions, such as updating the related work order status (if configured).

Portal Email Settings

1. Email Receipt – Check this to send a confirmation email to the customer after payment.

2. Include Paid Invoice – Attach a copy of the paid invoice in the receipt email.

3. From Name – Enter the sender name for the payment confirmation email.

4. From Email – Set the email address the receipt is sent from.

5. BCC – Add an additional recipient to receive a blind copy of the receipt.

6. Email Details – Set the subject and body of the email. Use the “Insert” dropdown to include fields like invoice number, company name, and more.

7. When downloading or sending an invoice – Choose which details are included when a customer downloads or receives the invoice via the portal.

 

Send Portal Payments Link to Your Customers

Once ServiceBox Payments is enabled, every invoice will have a unique portal payment link. To allow customers to pay online, add this link to your invoice emails.

To do this, go to Username → Settings → Invoices → Email Setup, then find the Invoice Email Settings section.

In the Email Body, use the Insert dropdown. At the bottom of the list, you’ll see the following options:

• Payment URL – Adds a text link to the payment portal

• Payment Button – Adds a clickable “Pay Invoice Now” button

Once inserted, your customers will see one of these options in their invoice email and can click to pay.

 

Once you include these in your email you will see options that look like this:

Portal Payments Overview

When a customer clicks the payment link or button, they’ll be taken to a secure payment portal where they can:

• Review the invoice details (based on the invoice type in ServiceBox)

• Download a PDF copy of the invoice

• Enter their credit card information to pay

 

 

 

Clicking "Pay Invoice Now" opens the payment screen. Here, the customer enters their credit card information and clicks "Pay Now".

 

 

If the payment is successful:

• The "Pay Now" button is removed from the invoice

• A message appears: "Payment has been received"

• The customer receives a confirmation email (if email receipt is enabled)

• They can also download a copy of the paid invoice for their records by clicking "Download as PDF"

 

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