Using Xplor Pay minimises manual payment processing and helps reduce late or missed invoices. Before inviting families, ensure all Billpayer profiles in Discover are fully completed—billing details cannot be added until all mandatory fields are populated.
You should also send communication to families advising them that automatic payments are being introduced.
If parents are responsible for transaction fees, include this in your message. Let them know:
A one-time admin fee will be charged when their account is first set up
A transaction fee will apply each time a payment is processed (this is based on the payment method the parent has chosen)
Table of Contents
- Step 1. Set your Default Billing Day
- Step 2. Check the Billpayer Profiles
- Step 3. Inviting Families
- Step 4. Viewing and Managing Xplor Pay Payments
- Reporting
- FAQ
Step 1. Set your Default Billing Day
When a Billpayer adds bank or card details, their outstanding balance (or their chosen limit) will be automatically debited weekly, starting from the week they add their details.
Set Default Billing Day:
Go to Centre Settings > Centre Details > Invoice Settings and choose your service’s default billing day.
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Step 2. Check the Billpayer Profiles
Go to Reports > Children > Contact Report
Select dates
Report fields: Email, Mobile, Address, DOB
“Which Contact”: select Billpayer
If any of the following is missing, obtain the info before continuing:
First & last name
Home address
Phone number (10 digits, no country code)
Date of birth
Email address
To update and enable Direct Debit:
Go to Children Menu → select Billpayer
Enter any missing details
Tick Pay by Direct Debit/Credit Card
Optional: set Payment Limit
Optional: choose a Custom Billing Day (overrides default)
Click Save
Custom Billing Day (alternative path):
Child Record > Contacts > Billpayer > Contact Details > Billpayer Details → select billing day.
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Step 3. Inviting Families
Your Payments Onboarding Specialist can send invitation emails on your behalf. If you choose not to at setup, you can send them later via the Active Bill Payers tab.
At the top of the list, tick Bill Payer Name to select all, or tick individual Bill Payers.
Click Send to Selected.
This sends families a link to enter any missing details required to complete their Debitsuccess setup.
The email template can be edited under Centre Setup > Templates > Bill Payers Missing Details.
If needed, you can view instructions for:
Adding direct debit details on behalf of a family here
Sending Bill Payers a guide for entering details via Home here
Note: If a Bill Payer accepts Terms & Conditions but does not add bank/card details, a payment will attempt but fail. Both the service and the parent will be notified, and Pay by Direct Debit will be unticked in their profile.
Pay Now
Once your Debitsuccess agreement is signed and compliance is complete, your Payments Onboarding Specialist will enable Pay Now under Payments > Integrations.
Pay Now lets families make one-off payments via the Home app, separate from their usual billing cycle.
For more information, please see here.
Once Parents add in their Bank Account OR Credit Card Details, a payment will be picked up for the next week for the Selected day.
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Step 4. Viewing and Managing Xplor Pay Payments
Go to Payments > Scheduled Payments.
Select the week start date and (optional) status, then click Get Scheduled Payments.
Key fields:
Amount Owing: Current balance at the time of generating the report
Payment Day: Custom billing day or default billing day
Schedule Status: Status of the payment sent to Debitsuccess
Payment Status: Processing / Completed / Declined
Payment Amount: Amount scheduled, including any direct debit limits
To cancel a payment:
Tick the box next to the Bill Payer’s name → Click Cancel Payments.
Cancellations are only possible before 5:00am on the payment day.
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Reporting
View past and upcoming payments via:
Reports > Finance Reports > Debitsuccess Direct Debits
Payment progress appears in the Status column.
Debitsuccess also sends a daily Payout Report to the email on the Management Agreement.
Rejected/Declined Payments
Declined payments appear under Centre Alerts on the Dashboard.
Parents also receive an email notification.
Discover will re-attempt the payment the following week.
After three failed payments, Pay by Direct Debit is automatically unticked in the Bill Payer profile.
Pay Now vs Scheduled Payments
These payments appear differently in Bill Payer accounts—Pay Now is ad-hoc; Scheduled Payments are automated debits. 
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FAQ
What is the difference between the Xero integration and Debit Success
Xero: Families pay manually; Discover matches payments.
Debitsuccess: Payments are automatically debited and matched; no manual matching required.
When can I begin debiting my families?
As soon as families add their bank details or after you send invitations.
Check Payments > Scheduled Payments from the Monday after receiving your Go-Live email.
What process should I follow once I am live?
Set your default billing day → Invite families → Monitor Scheduled Payments routinely.
If a payment declines, both you and the family are notified; payments resume the following week.
How long will it take for debited funds to land in the centre bank account?
Funds typically settle within 2 business days.
Debitsuccess provides a daily payout report.
How can I set a debit limit for my families on Payment Plans?
Child Record → Contacts → Bill Payer → Contact Details → Bill Payer Details
Enter the maximum amount into Direct Debit Amount.
Why can't I see a parent/s in the Active Bill Payers tab?
Check that Pay by Direct Debit/Credit is ticked in the Bill Payer’s profile.
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