TimeSolvPay

In this article:

1. Sign up for TimeSolvPay
2. Link TimeSolvPay to a Bank Account
3. Create a Stored Payment Method
4. Enter Payment for Client with Payment Method on File
5. Request a Payment Method
6. ACH Transaction Statuses
7. Managing Transactions
   1. Search, View, and Export TimesolvPay Transactions
   2. Unlinking Website Transactions
8. Recurring Payments
9. Gross Funding
10. Refund via TimeSolvPay
11. ACH Rejections & Failures
12. Chargebacks
13. Charge via Client Portal
14. Website Payments
15. Receiving Trust Payments via TimeSolvPay
16. TimeSolvPay Deposit Reports
17. TimeSolvPay Reconciliation Overview
18. Email Notifications

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Sign up for TimeSolvPay

Users can access the TimeSolvPay Portal from within TimeSolv. Existing TimeSolv users do not need to create additional login credentials, as TimeSolv login credentials can be used to log in to the TimeSolvPay portal.

To sign up for TimeSolvPay, click on TimeSolvPay>Settings tab.

Click on the GET STARTED button.

The initial Surcharge Splash screen briefly describes surcharging and the option to enable it. By default, ‘Proceed with Surcharging‘ is set to ‘No‘, and takes you to the Enrollment process without the Surcharging option. 

Selecting ‘Yes‘ from the dropdown displays the ‘Continue’ button to start enrollment with Credit Card surcharging.

The checkbox for acknowledgment should be checked before you can ‘Start Enrollment.’

Once the enrollment is initialized, several details must be provided before submitting your application. 

First off, fill in your business details.

Fill in Payment details (how your business accepts payments).

Fill in the principal signer information (to whom the deposits are sent), including operating and Trust account details.

Review your application and click Submit.

After you have submitted your application, the firm must wait for approval. While the Operating account will now be visible in TimeSolv, the Trust account will only be visible once the application is approved.

Close the registration window and click on ‘Refresh.’ Once the application is approved, the ‘Status’ will appear as ‘Active.’

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Link TimeSolvPay to a Bank Account

Once your application status is approved and ‘Active‘, a ‘Link‘ button will appear next to it. Click on it to link up your bank account.

Click on Clients>Settings, scroll to the bottom of the screen, and check if your linked bank account shows under the ‘Operating Bank Account’ field. 

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Create a Stored Payment Method

Click under Clients>Clients & Matters>[Client name]<Payment Settings.

Click on the ‘Enter Credit Card‘ or ‘Enter Bank Account‘ buttons respectively.

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Enter Payment for Client with Payment Method on File

Click on Payments>Payments screen.

Select the Client-Matter with a stored payment method on file. 

The Payment Method field will auto-populate to the payment method on file.

Enter all the respective payment details and click ‘ Save.’ This will charge the specified payment amount via TimeSolvPay.

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Request a Payment Method

The user will be taken to a new screen that displays the following:

• A list of Contacts, their associated Client/Matter names, and their payment on file status.
• The option to select one or more Contacts and request a payment method.
• The option to filter is based on whether the Client/Matter has a payment method on file. 

Selecting one or more Contacts and clicking the ‘Request Payment Method’ button sends an email to the respective Contact(s) notifying them that the firm has requested their payment information to process future invoices automatically.

The ‘Payment on File‘ status is changed to ‘Requested’ when the above email has been sent out. 

On clicking the link in the email, the user is taken to the ‘Payment Methods‘ screen in the Client Portal without requiring a login.
The email link will automatically expire after a payment method has been added.

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ACH Transaction Statuses

The Payments list in TimeSolvPay will tell the user if the ACH transaction is currently in the settling process, has been settled and funded to your account, or has been reversed. Each status will be shown under the payments list and will be displayed as the following:

 

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Refund via TimeSolvPay

To refund a payment processed via TimeSolvPay, click on Payments>Payments screen. 

Click on the Refunds button on the top right of the screen.

Under the Refundable Payments tab, you can view a list of payments eligible for refund or use the search bar to narrow your list.

If the payment has yet to go through, this means the payment has not been settled and, therefore, cannot be refunded. In that case, the only option is to void the payment or wait for the settlement to process a refund. A payment settlement typically takes up to 24 hours from the time it is processed. 

 

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ACH Rejections & Failures

When a TimeSolvPay ACH Transaction fails for some reason, it would be a while before the exact reason can be identified, and this causes dissatisfaction among the customers. With the new implementation, an email with appropriate details gets sent to the Firm Admin as soon as there is a failed ACH Transaction.

At the same time, the Transactions screen marks the transaction with the status “Voided/Reversed” and an error icon is displayed next to it. If the payment was allocated, it gets reversed.  Hovering over the icon shows a brief message on the type of failure which caused it to be marked as such.

A filed ACH Transaction Email with the following information is sent out to the Firm Admins, notifying them of the event: 

Subject: Failed ACH Transaction 
Body: 
A failure occurred when attempting to process the following ACH payment: 

Date: <DATE> 
Amount: <AMOUNT> 
Reference: <REFERENCE>  
(For linked transactions, displays the reference from the Payment record. For unlinked transactions, displays the Client Name from the Stax transaction meta.) 
Notes: <Notes>  
(For linked transactions, displays the Notes from the Payment record. For unlinked transactions, displays the Notes/Invoice # from the Stax transaction meta.) 
Payment Method: <Bank XXXX> 
Client-Matter: <CLIENT-MATTER> 
Reason: <REASON FROM STAX> (displayed in bold) 

The funds have been reversed to the payor. Please contact your bank to resolve this issue, and for more details regarding the failure. 

 

Chargebacks

Debit or credit card chargebacks are when a disputed charge to a merchant’s account is refunded to the customer’s bank account. Chargebacks are often described as forced refunds, as retailers can only contest a chargeback after it occurs.

Once a chargeback is received:

1. Login to TimeSolvPay
2. Navigate to Reports
3. Open the Disputes Manager
   

4. Click on the Upload Docs button on the Chargeback you would like to respond to:
5. Click on the left-hand box containing the image with the upward arrow and Submit:

 

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Charge via Client Portal

To charge payments via the Client Portal so that your Clients can pay you directly via TimeSolvPay, click under Clients>Clients & Matters>[Client name]>Contacts>Edit link against the Contact. 

Click here on ‘Enable Payments in the Client Portal’ to learn how to enable Payments from the Client Portal. 

If the Client Portal is not enabled, click here on Grant Access to Client Portal.

You can also access the Client Portal from the Invoices sent to you if you have enabled the Client Portal link and QR Code to appear on the Invoices.

To learn how to set up the Flexible Template to show the link, see the Main Page options on the Flexible Billing Template.

 

While on the Clients>Clients & Matters>[Client name]>Contacts>Edit screen, scroll to the bottom and click on ‘ View Portal.’ This will automatically log you into the Client Portal and out of TimeSolv.

Under the ‘Invoices‘ tab, click on the checkbox against the invoice you want to be charged. Ensure the payment amount is accurate under the ‘Payment‘ column, as this amount will be locked once you click on the ‘Pay‘ button on the top right of the screen. 

Clicking on the ‘Pay‘ button takes you to the ‘Make Payment‘ screen, where you can select a ‘Payment Method.’

If you do not have a Payment Method stored, click here on ‘Storing Client-Matter Credit Card/Bank Account/eCheck on File‘ to learn more. 

Payments can be made by: 

• Using a Stored Payment Method 
• Entering New Payment Details 

Your saved Card is listed, and you can select it to use the Pay via Card button.

A message is displayed towards the bottom of the ‘Make Payments’ screen informing the users about the incurring surcharge:  

When you click on the ‘Pay via Card’ button, a ‘Review Payment‘ screen allows you to review the amount and surcharge applicable before you make the payment. 

Clicking on the ‘Pay’ button initiates the payment, with the button displaying the total amount the Card will be charged. 

Once you charge the payment, log back into your TimeSolv account and click on the Payments>Payments screen. At the bottom of the screen, select the ‘Status‘ as ‘All‘; once you hit the Search button, the Payment should be listed. 

The balance should also appear as paid under the Invoices>Sent screen.

 

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Website Payments

Website Payments is another avenue for firms to collect payments through their website. The Firm’s customers can access the Payment form by following the link on the firm’s website and pay outstanding invoices or make retainer payments. 

Clicking the TimeSolvPay>Settings>Website Payments button opens a pop-up with the form’s link. Copy this link and paste it into a new browser tab to open the TimeSolv Website Payments form.

The ‘Pay as Guest’ option notifies the user that Credit Card payments are subject to a surcharge. A Review Screen with credit card details and billing information is displayed when clients select the ‘Credit Card Payment’ option to make the payment. 

The amount field is a numeric field and will not accept non-numeric characters like commas, etc.

When you click on the ‘Review’ button, the ‘Card Information‘ screen allows you to review the amount and surcharge applicable before you make the payment. 

Clicking on the ‘Pay’ button initiates the payment, with the button displaying the total amount the Credit Card will be charged. 

Once you charge the payment, log back into your TimeSolv account and click on the Payments>Payments screen. At the bottom of the screen, select the ‘Status‘ as ‘All,’ and once you hit the Search button, the Payment should be listed. 

The balance should also appear as paid under the Invoices>Sent screen.

 

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Receiving Trust Payments via TimeSolvPay

If you have a Client configured to receive portal payments in a Trust Account ( Clients>Clients and Matters>[Client name]>General>Receive all Payments in: Trust), send their invoice via the Invoices>Drafts screen.

Once the invoice is sent, head into Clients>Clients & Matters>[Client name]>Contacts>Edit link against the Contact. 

Scroll to the bottom of the screen and click on ‘ View Portal.’ This will automatically log you into the Client Portal and out of TimeSolv.

Under the ‘Invoices‘ tab, click on the checkbox against the invoice you want to be charged. Ensure the payment amount is accurate under the ‘Payment‘ column, as this amount will be locked once you click on the ‘Pay‘ button on the top right of the screen.

Under the Client Portal Payments>Payment History screen, the payment you processed should appear as a Trust transfer. 

It should also appear as a Trust transfer when viewed under Payments>Payments>Status: Allocated and Payments>Trust screens.

 

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TimeSolvPay Deposit Reports

Viewing Payment Details in Deposit Reports

Within TimeSolvPay, you can review payment details for each transaction included in your deposit. With this feature, you can better track your transactions and deposits. This is especially useful for reconciling payments with your accounting software.

To access the Reports, log in to TimeSolv and navigate to TimeSolvPay>Settings>TimeSolvPay Portal. This will open the TimeSolvPay portal in a new tab. Select “Reports” from the navigation on the left.

 

To view payment details:

1. Open your Deposit Report
2. Click the icon under the right-hand column of the transaction
3. You will be able to view the payment details associated with the deposit

Viewing Daily Fees in Deposit Reports

To view daily fees:

1. Open your deposit report
2. Click the icon under the right-hand column of the transaction
3. You will be able to view the payment details associated with the deposit
4. Fees will be totaled in the bottom left-hand corner.

 

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TimeSolvPay Reconciliation Overview

We understand the importance of ensuring your business can reconcile against your bookkeeping software. TimeSolvPay includes all of the transactional reports necessary to run your business confidently. 

TimeSolvPay Dashboard: A Quick View of Your Deposits over the Last 7 Days

The TimeSolvPay dashboard provides a quick overview of your deposits in the last seven days. You can click on a specific day to be taken to the payments list. Once you are on the payments list, you can see every transaction included in the deposit.

To Access Your Past Batch and Deposit Reports: 

1. Log in to TimeSolvPay
2. Select Reports from the main toolbar
3. Select Deposit Report
4. Select the date range for the batch you would like to review
5. Click into the batch to see the transactions that are included in the batch

How to Match Your Deposit Report with Your Payments List for Daily Reconciliation

When reconciling your transactions, you should review two key places in the TimeSolvPay platform. 

Payments List: The payments list includes all transactions processed within a given date range. The total net amount that is listed when looking at a specific date range in the payments list should match that of the batch amounts listed in the Deposit Report.

Deposit Report: The deposit report is the total amount deposited into your bank account for a given date range, separated by batch. If you have multiple batches in a day, the total amount of each batch listed in the deposit report should match the total number stated in your payments list.

There may be times that your deposit report includes batches from previous days (see the example above). The reason is that the batch may have been reported after the cut-off time for that day, so the batch was reported in the TimeSolvPay deposit report the next day.

When reviewing your deposit report for a specific date range, it is important to look only at the batches listed for your date range. This is especially important if you have multiple batches in a day.

When looking at the example above, the total net sales listed in the payments list is $1,169.16. The total amount listed in the deposit report is $3,235.16 because there are batches from the prior day listed due to being submitted after the cut-off time. When looking at the two deposits with the correct date range listed, you will see that their total matches the net amount stated in the payments list ($1,169.16).

If There Is a Discrepancy: 

Suppose the deposit amount does not match what you have reported in receipts for the day or what you have reported in your payments list. In that case, you can use the deposit report to identify the transaction(s) causing the discrepancy. 

The most common discrepancies are: 

1. A transaction is missing from the batch
2. A transaction is included multiple times in the batch 

To find the transaction that is causing the discrepancy:

Determine the amount of the difference between the reported deposit and the total net amount of payments you have recorded.

1. Look through your payments list to see if there was a transaction for that amount.
2. Cross-reference with the transactions listed in your deposit report 

If you find a discrepancy, please contact our support team for assistance immediately. 

For expedited assistance, when speaking to a support representative regarding a discrepancy, please include the missing transaction or counted multiple times in your batch. This way, the support team can immediately identify and correct the issue. The time for resolution may be delayed if the support team has to reconcile the batch to identify the transaction(s) in question.

 

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Email Notifications

Emails on Failed Transactions