Integrating Xplor Pay by Debitsuccess in to Discover is a great way to minimise the time spent processing payments manually, and with a one-time set-up process for your families, this convenience reduces the number of late or missed invoices.
TABLE OF CONTENTS
- Getting Set Up
- Viewing and Managing Xplor Pay Payments
- FAQ
Getting Set Up
Step 1 - Inviting Families
Pay Now
Once your Debitsuccess agreement has been signed, and the compliance process has been completed, your Payments Onboarding Specialist will connect your service via Payments > Integrations. At this stage, they will enable Pay Now for you.
Pay Now allows Bill Payers to make ad-hoc payments via the Home app, separately to your billing cycle.
For more information, please see here.
Sending Invitations
Your Payments Onboarding Specialist will give you the option to send an invitation email to your families at this time, however if you opt out, you can always come back later and send via the Active Bill Payers tab.
- At the top of the list, tick the checkbox next to 'Bill Payer Name' to select all, or tick the box next to the name to send to an individual.
- Click 'Send to Selected'.
- Done!
This will send a link to your families and prompt them to enter any missing details that may have prevented them from signing up with Debit Success.
The template for this email can be found and edited via Centre Setup > Templates > Bill payers missing details.
Please see here for instructions on adding direct debit details on the family's behalf, and here if you would like to send a guide to your Bill Payers that will show them how to enter their details via Home.
Please note: If a Bill Payer agrees to the Terms and Conditions, but does not provide any bank/credit card details, a payment will generate, however both the service and the parent will be notified of a failed payment, and 'Pay by direct debit' will be unticked in the Bill Payer profile.
Step 2 - Automatic Debiting Settings
Any Bill Payers that have added their bank or card details will have the balance of their account (or the amount specified in their limit) automatically sent to Debit Success on a weekly basis (only if there is an outstanding balance).
Default Billing Day
To set your default billing day, navigate to Centre Settings > Centre Details tab > Invoice Settings.
From here, select a default day that you would like your families to be debited.
Custom Bill Payer Billing Day
You may also set a custom billing date for individual Bill Payers, that will override the default settings for your service.
Navigate Child Record > Contacts > Bill Payer > Contact Details tab > Bill Payer Details.
From here, select the custom day you would like them to be debited.
Viewing and Managing Xplor Pay Payments
Viewing and Cancelling
Upcoming Xplor Pay Payments can be viewed and if necessary, cancelled by navigating to Payments > Scheduled Payments.
Select the week start date and the status (if relevant), then click 'Get Scheduled Payments'.
Amount Owing: The current balance of the account, as of the time this report is generated.
Payment Day: This column will reflect the custom day (if set) for bill payers, or the default day.
Schedule Status: The status of the payment being sent to Debit Success.
Payment Status: Whether the payment is processing, completed or declined.
Payment Amount: The amount the bill payer is scheduled to pay (this will reflect any Direct Debit amounts/limits entered in the bill payer's profile).
To cancel a payment, select the check box next to the bill payer/s name/s, then click 'Cancel Payment's' at the bottom of the table.
Please note, you will only be able to cancel a payment before 5:00am the morning of the payment day for the bill payer/s.
Reporting
To view a list of previous or upcoming payments, go to Reports > Finance Reports > DebitSuccess Direct Debits.
Payment progress from invoicing through to settlement/rejection can be tracked via the 'Status' column.
Debit Success will also send a daily Payout Report to the email address listed on the Management Agreement.
Rejected/Declined Payments
If a Bill Payer's payment declines, this will be visible on the Dashboard under Centre Alerts.
The Bill Payer will also receive an email letting them know their most recent payment has been rejected
Once a payment has been rejected, Discover will attempt to debit the outstanding balance the following week (alongside any additional balance invoiced after the most recent rejection).
After three failed payments, 'Pay by direct debit' will be unticked in the Bill Payer profile.
Pay Now vs Scheduled Payments
Payments made via Pay Now and those made via Direct Debit will appear differently in in Bill Payer Accounts.
FAQ
What is the difference between the Xero integration and Debit Success?
With Xero, families make manual deposits to your centre bank account, and Discover connects to Xero to bring these payments through to the family account. At first, you may need to manually match the payment to the bill payer account before Discover learns which payments are associated with which accounts.
Discover and Debit Success' systems work together to debit the bill payer directly, so the integration automatically knows which payment came from which family. Because of this, there is no need to manually match payments.
When can I begin debiting my families?
Once you have invited your families, or if they have added their bank details of their own volition, Discover will automatically begin scheduling them in for payments.
It can be helpful to check the upcoming payments in Payments > Scheduled Payments from the Monday after you receive the Go-Live email from your Payments Onboarding Specialist.
What process should I follow once I am live?
Once you have set up your Default Billing Day and invited families, Discover will largely automate the process for you.
Regularly checking your Scheduled Payments (as above) can help you ensure your families are being billed correctly and allow you to cancel any payments if needed.
If a family payment declines, you and the family will both be notified, but payments will continue as normal from the following week (as long as the Bill Payer's bank/card details are correct and there is not stop placed on the account).
How long will it take for debited funds to land in the centre bank account?
Payments will typically take two business days to settle into your nominated bank account.
You will receive a Payout Report from Debit Success that will detail a breakdown of the lump payment.
How can I set a debit limit for my families on Payment Plans?
If you need to set a maximum amount to be debited for a specific family (ie for a payment plan), navigate to the Child Record > Contacts > Bill Payer > Contact Details tab > Bill Payer Details.
From here, enter a maximum amount you would like the family to be charged per invoice cycle, into the Direct Debit Amount box.
Why can't I see a parent/s in the Active Bill Payers tab?
If you do not have parents/guardians showing in your Active Billpayers tab, navigate to the Child Record > Contacts > Bill Payer > Contact Details tab > Bill Payer Details and ensure that the 'Pay by Direct Debit/Credit' box is ticked.
Can I set up my Bill Payers to only be debited fortnightly/monthly/on a certain date?
This depends on your invoicing and when charges are added to your Bill Payer's account. If there is any balance on their account, the system will schedule a payment for that week, even if it is off-cycle. You can stop payments via Payments > Scheduled Payments if needed.
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