TimeSolvPay

In this article:

  1. Sign up to TimeSolvPay
  2. Link TimeSolvPay to a Bank Account
  3. Create 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
  8. Recurring Payments
  9. Gross Funding
  10. Refund via TimeSolvPay
  11. Charge via Client Portal
  12. Receiving Trust Payments via TimeSolvPay
  13. TimeSolvPay Deposit Reports
  14. TimeSolvPay Reconciliation Overview

Sign up to 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 to TimeSolvPay click on TimeSolvPay>Settings tab.

Screenshot 2022-02-05 at 23.54.28Click on the GET STARTED button.

There are several details that need to 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 (who the deposits are sent to) 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 the 'Refresh'. Once the application is approved the 'Status' will appear as 'Active'.


Link TimeSolvPay to a Bank Account

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

Click on Clients>Settings and scroll to the bottom of the screen and check if the bank account you've linked up is showing under the 'Operating Bank Account' field. 


Create Stored Payment Method

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

Click on the 'Enter Credit Card' or 'Enter Bank Account' button respectively.


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 in all the respective payment details and click ' Save'. This will charge the specified payment amount via TimeSolvPay.

 


Request a Payment Method

Firm admins can request payment methods from clients so that they can be automatically charged in the future.
To access the screen, click on the TimeSolvPay top navigation dropdown and select the 'Request Payment Method' option.
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The user will be taken to a new screen that displays the following:

  • A list of Contacts and their associated Client/Matter names along with their payment on file status.
  • The option to select one or more Contacts and request a payment method.
  • The option to filter based on whether the Client/Matter has a payment method on file or not. 

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

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

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



ACH Transaction Statuses

The Payments list in TimeSolvPay will tell the user if the ACH transaction is currently in the settling process, if the transaction has settled and funded to your account, or if the transaction has been reversed. Each status will be shown under the payments list and will be displayed as the following:
Waiting to settle: 
  • Status = Settling
Processed and funded: 
  • Status = Green check only - no additional status message
Unsuccessful: 
  • Status = Voided
Reason Code provided.

Note: The amount of time that the message will show as Settling is dependent on the funding schedule. The funding time on ACH transactions is 5 business days.

There are a number of reasons as to why the payment could have been reversed(voided). Examples of this include insufficient funds, the bank account is not authorized, etc.
If the transaction shows as voided, please reach out to the customer for another form of payment. 

Managing Transactions

Your transactions will automatically batch out at 8:00 pm EST every day. There is no action you need to take to settle your batch each day. Once your batch is settled, the deposits will fund your bank account on the next business day for credit card transactions and 5 business days for ACH transactions. For example:

Credit Card Transactions settled by 8:00 pm EST on:

  • Monday will fund on Tuesday
  • Tuesday will fund on Wednesday
  • Wednesday will fund on Thursday
  • Thursday will fund on Friday
  • Friday will fund on Monday
  • Saturday and Sunday will fund on Tuesday

ACH Transactions settled by 8:00 pm EST on:

  • Monday will fund on the following Monday
  • Tuesday will fund on the following Tuesday
  • Wednesday will fund on the following Wednesday
  • Thursday will fund on the following Thursday
  • Friday will fund on the following Friday
  • Saturday and Sunday will fund on the following Friday

Note: Bank holidays will increase the funding times* 

Deposits are funded to your bank account, and processing fees are debited shortly after.

Search, View, and Export TimesolvPay Transactions

To search and view TimeSolvPay transactions within TimeSolv, click under TimeSolvPay>Transactions.

Users can use the search facility to narrow down the list being viewed. The search allows users to specify:

  • Account Type
  • Show - All, Linked, Unlinked
  • Client-Matter
  • From and To Dates
  • Transaction Status - Charge, Failed Charge, Refunded, Voided
  • Payment Method - i.e. Credit Card (Manual/On File) or ACH (Manual/On File)
  • Source - i.e. Client Portal, TimeSolv, TimeSolvPay Portal, Invoice QR Code, Text Message etc.:

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To export TimesolvPay Transactions into an Excel file, click on the 'Export to Excel' link below the search facility.

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Clicking on the document icon against the listed transaction will pull up details of the transaction. 


Recurring Payments

You can have scheduled payments for configured on a Matter. 

Click on Matter>General>Get Recurring Payment Ref Code. Grab the code and paste in the TimeSolvPay's screen's 'reference number' field.

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All users who have acccess to payments can create and track recurring payments within the TimeSolv app by clicking on TimeSolvPay>Recurring Payments from the top menu bar. 

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Create a new recurring payment by clicking on the 'New Recurring Payment' button the top right.  

All Matters that have a payment method on file will be shown in the drop-down list. 

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Users have the option to:

  • Preview details of the recurring payment - The transaction details will be shown on the document icon.
  • Edit the details.
  • View history (of both successful and unsuccessful payments) - If there is an error against a recurring payment, click on the far end drop-down next to the entity and pull up the history which will show you where those errors took place. Users can retry the payment from this screen.
  • Pause the payment. 
  • Search recurring payments - The search drop-down for the ‘Client-Matter’ field will only show those Clients & Matters that have a recurring payment associated with them. 

Gross Funding

Your account has automatically been boarded to receive gross deposits.  Gross funding is when the deposits in your bank account match your daily batch totals.  

For example, if you ran $1,000 in transactions in a single day, and your fees totaled $29, you would see a single deposit of $1,000 to your bank account, followed by a single debit of $29.  The net amount would then total $971.

This makes reconciliation much simpler within your bookkeeping system of choice.

Transactions taken by 8:00pm EST each day will be funded to your bank account within 48 business hours for credit card transactions, and 5 business days for ACH transactions.


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 you can use the search bar to narrow down your list.

If the payment has not yet gone through, this means the payment has not 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. 

Once a chargeback is received:

  1. Login to TimeSolvPay
  2. Navigate to Reports
  3. Open the Chargeback Manager Report
  4. Click on the Upload Docs button on the Chargeback you would like to respond to:

 

  1. Click on the left-hand box containing the image with the upward arrow and Submit:

Helpful Tips and Best Practices when responding to Chargebacks

Upload supporting documents that confirm the cardholder authorized the transaction being disputed. Providing documentation that shows proof of authorization (signed receipts/contracts, AVS (address verification system) matches, or proof of service/delivery) will help in resolving the dispute.


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. 

Scroll to the bottom of the screen and click on ' View Portal'. This will automatically log you into the Client Portal and log you 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 proceed to click on the 'Pay' button on the top right of the screen. 

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 balance paid under Invoices>Sent screen.


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 log you 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 proceed to click on the 'Pay' button on the top right of the screen.

Under the Client Portal Payments>Payment History screen, the payment you just 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.


TimeSolvPay Deposit Reports

Viewing Payment Details in Deposit Reports

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

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.

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. 

Reminder: Reconcile your transactions and deposits daily, or as often as you accept payments in a given week or month. This way, if there are any discrepancies, they can be identified and corrected immediately. 

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 7 days. You can click on a specific day to be taken to the payments list. Once you are at the payments list, you can see every transaction that was 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

There are 2 key places you should review in the TimeSolvPay platform when reconciling your transactions. 

Payments List: The payments list includes all of the transactions that are 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 example above). The reason for this 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 only look at the batches that are 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 2 deposits that have 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: 

If the deposit amount does not match what you have reported in receipts for the day or what you have reported in your payments list, you can use the deposit report to identify the transaction(s) that are 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 reach out to our support team for assistance as soon as possible. 

For expedited assistance, when speaking to a support representative regarding a discrepancy, please include the transaction that is missing or counted multiple times in your batch. This way the support team can get started immediately on identifying and correcting 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.