Collecting a payment in Enrollsy means manually posting a transaction to a customer's account. This records either an electronic payment (credit/debit card or ACH) charged immediately to the customer's account, or a cash/check payment you've already received in person.
Note: This is also referred to as "charging someone's card/bank account."
Watch the video below for a full walkthrough, or follow the step-by-step instructions beneath it.
Where to Start a Payment
You can start a payment collection from two places in Enrollsy:
The Customer Billing Page — (Use this when you're already on the customer's account)
The Invoices tab (using the + button) — (Use this to quickly post a payment without navigating to the account first)
Option 1 — Customer Billing Page
On a customer's Billing page, click the Add Transaction button in the upper-right corner, then select Collect Payment from the dropdown menu.
Option 2 — Invoices Tab (+ Button)
From anywhere in Enrollsy, click the + button next to Invoices in the left sidebar, then select Collect Payment.
Note: If you access Collect Payment from the + button (not from inside a specific customer's account), you can search for and add more than one account in the payment window.
How to Collect Payment (Step-by-Step)
Once you've clicked Collect Payment, a new window will open. Follow these steps:
Step 1 - Search for Account
Search for the customer account(s) you want to collect payment for and select the correct one.
Step 2 - Choose What to Pay
Select one of the following payment options:
Pay the Account Balance — pays the full outstanding balance on the account
Pay Specific Invoices — select one or more individual invoices to pay
Pay a Custom Amount — enter any amount; it will be applied to the account and automatically synced to the next invoice(s) due. This is useful when a customer pays more or less than what is currently due — the amount is held on the account and applied when the next invoice comes due, so you don't need to manually assign it to a specific invoice.
Step 3 - Set Up the Transaction
Under Set Up Transaction, review and configure the following before posting:
Classification — change the company/program if your organization has more than one
Comments — add a public or private note to the transaction
Amount — click the pencil icon to go back and edit the amount
Payer — choose an existing payer from the list, or click the + button to add a new one
Payment Method — select the method (card, ACH, cash, or check)
Receipt — check the option to print a receipt after posting
Step 4 - Post the Payment
Click Post to complete the payment. The transaction will appear on the customer's Billing page under Transaction History.
For help reading the Transaction History, see How to Read the Transaction History.
Recording a Cash or Check Payment
The process for recording cash or check payments is identical to the steps above. In Step 3 — Set Up Transaction, simply select Cash or Check as the payment method.
TIP: After recording cash or check payments, you can group them into a bank deposit using the Deposits page. See How to Keep Track of Cash and Check Payments with Deposits for details.
How to Collect a Partial Payment
To post a payment for less than the full invoice amount, follow these steps:
Step 1 — On the customer's Billing page, click Manage next to Current Invoices.
Step 2 — Click Edit next to the invoice you want to partially pay.
Step 3 — In the Invoice Details view, click the + button in the upper-right corner.
Step 4 — Select Post Payment.
Step 5 — In the Total field, enter the partial amount you want to collect.
Step 6 — Select the payment method.
Step 7 — Click Post to record the partial payment.
What to Do if a Payment Fails
If a payment doesn't go through after posting, what happens next depends on the payment method used:
Credit/Debit Card declined — The transaction will not be recorded. You'll see a decline message on screen. Check that the card information on file is correct, then try again or ask the customer to provide an updated payment method. See How to Handle Declined Credit/Debit Card Payments for next steps.
ACH (electronic check) returned — Unlike card payments, ACH failures may not appear immediately. The transaction will initially show as posted, then update to "Failed" if the bank returns it. See Failed ACH Payments: What Happens & How to Run a Report to understand the return process and how to identify failed ACH transactions in your reports.