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You can now request or require clients to provide a "Card on File" during the checkout and booking flow.
Card on File allows you to store card details in a digitally secure and PCI compliant way. Once collected, the card can then be used at a later point in time to either place a hold or directly charge the card for any charges relating to the trip.
With a Card on File,
🖊️ Your client only needs to add card details once during the booking process.
⚙️ Your teams will be more efficient as they no longer need to chase clients for authorizations prior to the trip or for incidentals post trip as they can simply charge the card on file.
🔒 You no longer need to worry about your teams collecting & storing client card details in non-compliant ways.
📁Card details will be stored on file for 60 days following the completion of the trip.
Frequently Asked Questions
How do I add the Card on File option to my payment requests?
Card on File requires to be set up under your Paynode payments settings. To set up the Card on File payment method follow the steps below.
- Go to Paynode to find your payment settings.
- Click on the Company tab and choose Settings or follow this link: Preferred payment methods
- Under Preferred Payment Methods follow the steps to add and set up the Card on File as a default to your payment requests.
After configuring the card on file settings, the Card on File payment option will automatically be pre-selected on your payment request.
How does a Card on File work?
Request payment with the Card on File
- Send the payment request to your client with a combination of payment methods including a Card on File.
Collect Authorization for Card on File
- At payment checkout, your client will be notified to authorize their card to be put on file for the trip regardless of other payment methods offered in the amount of 0.00.
- A receipt of the authorized Card on File is sent to both you and your client.
- The payment request will be flagged Card on File for your convenience under your Incoming payments list.
Get paid later with the Card on File
- Your client’s card information will be stored for 60 days following the completion of the trip.
How do I get paid later with the Card on File for incidentals?
For Scheduled Trips, follow the steps below to help you create an invoice for the payment.
Invoice your client for incidentals within Schedaero or TripManager
- Go to Scheduled Trips and press the Edit button✏️ on the far right.
- In the trip details choose the Invoice Tab to Create an invoice for incidental.
- Add the line item to the invoice for the incidental.
- If the full payment of the trip has already been received and you need to charge for incidental, we recommend creating a new invoice for the incidentals in Schedaero/TripManager, then creating a payment request from there. As long as the invoice is created from the trip, the payment request can be paid using a Card on File captured from a previous payment request on that trip.
- When previous invoices for the trip were paid, add the paid items to the line items. This will subtract the paid items from the amount to be paid.
- Checkmark your Terms and Conditions to include them in your invoice.
- Go to the Email button and attach the newly created invoice to send it to your client.
Complete payment for incidentals
- After the email has been sent, you can go ahead and go to the Request Payment button to create your payment.
- If you Request payment from the Schedule Trip invoice, make sure your payment request is linked to the trip as shown below.
- You can also request payment directly from the Incoming payments page. Choose your trip and click on Create Payment.
2. Complete the payment by adding the incidental amount you’d like to charge and provide a reason for the hold or charge.
If you decide to put a hold on the card, you will see the available amount on the card and be able to select a percentage for the hold that will be calculated for you. The first two fields are predefined percentages (15% and 20%), while the third field allows you to input a custom percentage. Next, you will enter your reason for the hold or charge in the field below.
Depending on the agreement with your client, you can choose Apply Card Hold or Charge Card Now on the Card on File.
3. Confirm and once the card payment is complete, the payment status will change from OPEN to PAID.
Please note - if you don't use Schedaero or Trip Manager to invoice a trip, there is another workflow to add incidentals through card on file. Please read more through this link.
How does Card on File work for my client?
Your client will be notified to authorize their card to be put on file for this trip regardless of payment method in the amount of 0.00. Your client card information will be retained for each trip.
Will the invoice be marked paid under my Scheduled Trip?
To ensure your invoice is up to date within your Scheduled Trip overview, you must manually change the invoice status to "Paid" by choosing Update to Edit the invoice and marking "Paid" from the dropdown menu provided for invoice status.
How can I link the payment request to the trip ID with the Card on File?
- Copy your Trip ID number.
- Add the trip ID number in the payment request's search field to connect your request to the trip.
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