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
  8. Recurring Payments
  9. Gross Funding
  10. Refund via TimeSolvPay
  11. Chargebacks
  12. Charge via Client Portal
  13. Website Payments
  14. Receiving Trust Payments via TimeSolvPay
  15. TimeSolvPay Deposit Reports
  16. TimeSolvPay Reconciliation Overview

 


Back-to-top

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.

Screenshot 2022-02-05 at 23.54.28Click 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.

TimeSolvPay-CreditCard-Surcharging

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

0.TimeSolvPay-Surcharge-Information

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.'

 


Back-to-top

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, scroll to the bottom of the screen, and check if your linked bank account is showing under the 'Operating Bank Account' field. 


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.


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.

 


Back-to-top

Request a Payment Method

Firm admins can request payment methods from clients to be automatically charged in the future.
To access the screen, click on the TimeSolvPay top navigation dropdown and select the 'Request Payment Method' option.
Screenshot 2022-09-28 at 8.04.57 PM

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 is based on whether the Client/Matter has a payment method on file. 

Screenshot 2022-09-28 at 8.05.52 PM

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 process future invoices automatically.

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

1-Sep-28-2022-03-09-23-30-PM

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.


Back-to-top

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 been 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 the message will show as Settling depends on the funding schedule. The funding time on ACH transactions is five business days.

There are several reasons why the payment could have been reversed (voided). Examples include insufficient funds, the bank account is not authorized, etc.
Please reach out to the customer for another payment if the transaction shows as voided. 

 


Back-to-top

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 five 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 the following:

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

Screenshot 2022-06-25 at 22.13.00

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

Screenshot 2022-03-20 at 22.17.23

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

Transactions with a surcharge against them are displayed with an 'S' inside a blue circle. Hovering over the surcharge icon shows a tooltip with the surcharge amount and the rate at which the surcharge is applied.

The surcharge indicator is not displayed against credit card transactions that do not have a surcharge enabled.

The 'Amount' column will still show the pre-surcharge value.

9. TSPay Transaction Indicator-1

Hovering over the paper icon at the end of the entry brings up a pop-up with the transaction details.

9. TSPay Transaction Details-1

In case of a 'Refund', the details pop-up displays the refunded amount in the 'Payments History' section. The entire amount that includes the surcharge gets refunded in full to the customer. 

9. TSPay Transaction Details-Refunds

 


Back-to-top

Recurring Payments

You can have scheduled payments configured on a Matter. 

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

Screenshot 2021-11-30 at 00.30.14

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

Screenshot 2022-09-19 at 8.36.24 PM

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

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

Screenshot 2022-02-06 at 00.03.11

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 with recurring payments. 

Back-to-top

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

 

 


Back-to-top

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. 

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 a forced refund as retailers can only contest a chargeback after it's taken place.

Once a chargeback is received:

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

Helpful Tips and Best Practices when responding to Chargebacks

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

 


Back-to-top

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. 

If the Client Portal is not enabled, click here on ‘Enable Payments in the Client Portal’ to learn how to enable it. 

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.

0.Client-Portal

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. 

0-1.Client-Select-Invoices

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.

1-1.MakePayment-2

Note: Merchants who have surcharging enabled will have their clients incur a surcharge when making payments through the Credit Card using the Client Portal. A surcharge is not incurred on clients using ACH/Debit Card.

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

2.Surcharge-Message-1

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. 

3.Surcharge-ReviewPayment-4

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.

 


Back-to-top

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.

4.0.Website-Payments-Link

5.Merchant-Account

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. 

5.1.Merchant-Account-Pay-as-Guest

4.1.1.Website-Payments-CreditCard

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

4.2.Website-Payments-CreditCardPay-1

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.

 


Back-to-top

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 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 processed should appear as a Trust transfer. 

When viewed under Payments>Payments>Status: Allocated and Payments>Trust screens, it should also appear as a Trust transfer.

 


Back-to-top

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.

 


Back-to-top

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 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

You should review two key places in the TimeSolvPay platform when reconciling your transactions. 

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 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 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.