Welcome to Xplor Pay Bill Payer Profile Set Up

Modified on Fri, 14 Nov at 9:26 AM

TABLE OF CONTENTS

Step 1. Choose your Default Billing day
Step 2. Set up the Bill Payer Profile
Step 3. Adding in Billpayer Account Information

Step 1. Choose your Default Billing day

Go to Centre/Service Settings
Scroll down to Invoice Settings
Find Default Billing Day

This will be the day Debit Success does a sweep of the account balances to check for an Outstanding amount to process. Once a parent adds their billing details via the chosen option, the system will do a sweep on the chosen day, every week, and pick up any outstanding amount on the ACCOUNT.

From here, select a default day that you would like your families to be debited.

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).

Step 2. Set up the Bill Payer Profile

Go to Child Menu
Select the Bill Payer

Make sure you have the following before proceeding:

First and Last Name
Home Address
Phone Number (10 digits, no country code)
Date of Birth
Email Address

If any of this information is missing, you cannot continue until you obtain it from the Billpayer.

Tick “Pay by Direct Debit/Credit”
This enables automatic payments for the family.
Set a Payment Limit (Optional)
Add a maximum payment limit if you want to cap transaction amounts.
Choose a Billing Day (Optional)
- To set a different weekly billing day for this family, select it here.
- Debit Success will process payments on the day set in the family’s profile, not the default billing day.
Scroll to the bottom and click “Save”
This saves the Billpayer’s details and activates their payment setup.

Step 3. Adding in Billpayer Account Information

Option 1. Direct Debit Request (DDR Forms)

When your service is first connected with Debit Success, a PDF Direct Debit Request (DDR) form is included in your Welcome Pack.

Print this form for families who can’t enter their payment details online.
Once completed, the family’s details can be entered into Discover manually.
This ensures the family can still be direct debited automatically according to your invoicing cycle.

When the Billpayer returns the paper form

Select the Children Menu
Select the Billpayer Name
Check the fields required from above
Scroll down and ensure Pay by Direct Debit/Credit is ticked

Select the Payment Methods tab
Create Payment Method
Tick 'I agree to the terms and conditions'*
Submit Form.

A confirmation will show, and Credit Card or Bank Details can now be added under the 'Create Payment Method' tab.
Select one of the Payment methods at the top of the page - Credit Card Details or Bank Details
Enter the Information Provided
Select Create.

The Parent/Guardian will then receive an email confirming their details have been added.

*The Terms and Conditions are outlined on page 2 of the DDR form.

2. Sending Invitations

Start by going back to Step 2 above and checking the Billpayer Profile Information.

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 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. !!

3. Via the Home Mobile App

Please note that only Bill Payers will have access to set up direct debit, and the Discover Bill Payer Profile Steps still need to be actioned first in Step 2.

If your family is enrolled at an Xplor Pay/DebitSuccess centre and you are a bill payer, you will see a menu option titled "Setup Debit Debit". Tap it to begin the direct debit payment configuration.
If you have not setup an account with DebitSuccess yet, you'll need to complete some basic information and agree to the billing terms. If you have any concerns about these terms, please reach out to your service.
On the next screen, you can choose to enter your credit card details or your bank details
Once you have saved your banking details successfully, the administrator can set up your family's preferred billing schedule, or the schedule required by the service
You can edit your banking details through this tab at any stage
Please get in touch with the administrator if you have any issues and they will be able to assist or get in contact with support on your behalf

Please note: Only bill payers will be able to see financial information through their Home App. It is expected behaviour that only parent/guardians with children enrolled in a Xpay enabled centre will have access to Setup Direct Debit/Change Direct Debit menu items.

Please note, if your Parent Account is connected to more than one centre you will need to add your payment information at each individual service.