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.

1. Go to Paynode to find your payment settings.
2. Click on the Company tab and choose Settings or follow this link: Preferred payment methods 
3. 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

1. Go to Scheduled Trips and press the Edit button✏️ on the far right.
2. In the trip details choose the Invoice Tab to Create an invoice for incidental.
3. Add the line item to the invoice for the incidental.

4. 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.

5. 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.
6. Checkmark your Terms and Conditions to include them in your invoice.
7. Go to the Email button and attach the newly created invoice to send it to your client.

Complete payment for incidentals

1. 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.

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?

1. Copy your Trip ID number.
2. Add the trip ID number in the payment request's search field to connect your request to the trip.

Additional Information 

Paynode payments settings

How to create an Invoice for a Scheduled Trip

Request Payments Offering Multiple Payment options

When requesting payments through Paynode, you have the option to offer different payment options in a single payment request.

By offering multiple payment options you can: 

• Give your clients a flexible checkout experience by allowing them to choose their preferred payment method. This removes friction or the need to confirm a payment method prior to requesting payment.
• Streamline the payment process by reducing the number of touchpoints back and forth between you and the client. For example: you can secure payment via a credit card hold and provide clients with wire payment instructions all within a single & secure payment link.

How to manage multiple payment requests

• WIRE PAYMENTS

• • If the payment is received via wire, mark the payment as "Paid by wire" and release the credit card hold

Step 1.

Step 2. 

• CAPTURING CREDIT CARD HOLD

• • If your customer decides to pay you via credit card, capture the credit card payment via "Capture Hold"

• TRACK THE STATUS OF YOUR PAYMENT

• • Under the Incoming payment page you can get an overview on the status of your payment. To learn more, please click the link above.  

• STATUSES AND FLAGS

• • If you want to learn more about the different statuses and flags, please click the link above. 

Creating a Payment Request is the first step to getting paid.

Overview

A Payment Request includes information about

• Your customer

• The payment method

• The amount(s) to be charged

• The trip itinerary

• Terms and conditions and Cancellation Policy

You can Save your work as you go. Click Publish when it is ready to send.

Step by Step

1. Click on Payments→ Choose Incoming→Request Payment

2. Fill in your customer's details

3. Select the payment method

4. Add the amount(s) to be charged

5. Add the trip itinerary details (a minimum of one leg is required)

6. Add your documents

7. Finish

When you’re happy with all the details, just click Publish.

If you’re not yet ready, no problem! Just click Save.

Funds can be received from these countries

Supported Currencies

Receive funds locally - Get paid in a local currency, via local banks - faster and cheaper for your end clients.

Enable your customers to pay you through local banks, using local payment rails.

Local payment options have a same-day or next-day turnaround if received after the cutoff time for the currencies indicated below.

• USD (ACH and Fedwire) 
• EUR (SEPA)
• GBP (UK Faster Payment)
• CAD ( EFT)

Watch the video to learn how to include the new bank accounts on your invoices/wire instructions.

The wire payment has not arrived. How long does it take for the funds to arrive?

Funds are subject to the cut-offs and timelines of the sending bank used by your customer and the clearing system for the given currency.

Once the funds arrive at your Paynode Account, they are credited to your account in the timeline shown below, provided they are referenced correctly by your customer.

If the payment has not arrived within the expected timeframe, please consider the following:

Are there external factors, such as a public holiday, that may have delayed the payment?

• Check that your (beneficiary) bank details match the details in the payment confirmation.
• Check that the correct IBAN/BIC or ABA/Account/Routing numbers were used for the transfer sent.
• Check that your client and your client’s bank are located within the supported countries and regions for sending payments.

Still, need help?

We process wire payments the same day they are received, or the next day if they arrive after the cut-off time for processing.

• If the funds do not arrive by the expected date, contact the sender to inform them that the funds were not received and to ask about the settlement date of the wire transfer to get an idea of when to expect your wire payment.

The support we can provide for locating payments depends on the payment route - SWIFT (priority) or Regular (local) - and the provided tracking information.

All payments are managed and tracked by the sending bank. Therefore, have your client provide you with one of the following information to help locate the wire payment.

Below is a list of the tracking information or proof of payment (POP) that we require.

SWIFT (priority) payments

• SWIFT GPI screenshots

• MT103 - this is a standardized SWIFT payment message. It is accepted as proof of payment and includes all payment details such as date, amount, currency, sender, and recipient

• UETR Reference - this is a unique reference associated with each payment that is kept and shared by each bank involved in the payment

Regular (local) payments

Have your client provide you with a trace id, which shows that the funds have left the sender´s account.

• Fedwire - request the proof of payment containing the IMAD/OMAD number.

• ACH - request the ACH transaction trace number.

• Faster Payments - request the Confirmation of Payment.

• SEPA – request a trace id.

Payment Request Statuses

A payment request status indicates where it is in its life cycle.

Payment Request Flags

Flags notify you of important and time-sensitive information on a payment request.

Under company settings, you have the option to add an automatic percentage adjustment to be applied per payment method.  This adjustment could be a percentage increase or a percentage decrease.

Where you locate the wire instructions for your currency accounts, and how to update them to your quote/invoice templates in Schedaero.

Where you locate the wire instructions for your currency accounts, and how to update them to your quote/invoice templates in Trip Manager.

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