---
title: "Ad-hoc Payment Agreements"
canonical: "https://bizcore.refined.site/space/BCKB/1806729224/Ad-hoc%20Payment%20Agreements"
format: markdown
---
> Macro (toc)

# **Overview**

Ad-hoc Payment Agreements provide users the flexibility to charge customer's individually for different amounts. The tool allows users to set the dollar amount and frequency of the payment agreement before it is sent to the customer for authorisation.

---

# **Payment Agreement Setup Wizard**

To create a new Ad-hoc payment, use the sidebar to navigate to **Workspaces → Agreements. **From here hover over the** Actions ≡** icon on the bottom-right and click **Create New Agreement**, this will launch the creation wizard:

![payment-setup-screen.gif](media://b1215f47-99f2-4847-9df1-81aa6434bd02)

Users can now follow the steps in the wizard to create an Ad-hoc payment agreement.

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# **Step 1 - Select Customer Type**

Use the radio buttons to select New if it is a brand new customer or Existing to search for and a customer record that already exists in Biz Core:

![image](media://d55a0c02-cc95-4739-9857-8c73c8c510a3)

## **Agreement for a New Customer**

To create an agreement for a customer that does not already have a record in Biz Core:

- **Customer Type**: Select from the dropdown menu if they are an individual or a business:

![image](media://01f0b26c-72d1-4f4c-8105-df772c326852)

Based on the user’s selection, relevant fields will become visible. Input the individual or business customer’s information then click **NEXT** to continue.

> ℹ️ Although Biz Core creates its own unique reference numbers for each record, users can also add an ID into the External Reference field while entering a customer's details. This will be stored along with their personal details in the record, useful if they have an ID from a different CRM.

## **Agreement for an Existing Customer**

To add a customer that already exists as a record in Biz Core, start typing an individual’s first-name, last-name, full-name or customer reference, alternatively for a business begin entering their company name, trading name or customer reference. The system will start searching as users enter these details and provide a list of results in a dropdown menu, users select the correct result by clicking on it:

![image](media://9732840b-3e58-45b6-b50d-649ac3887617)

After the existing customer has been located users click **NEXT** to continue.

# **Step 2 - Payment Details**

Users first select **Debit Customer** from the **Agreement Type **dropdown menu:

![image](media://acdcb8fd-a529-4f43-baf6-3f254b388e9f)

From the **Select a Source Type **dropdown menu users select the payment method the customer is using:

> ℹ️ Users may only see one option depending on what payment methods are available for the subscription.

![image](media://c1987d3e-b087-4c9f-8ed7-d3fda6b72e79)

- **Bank Account**: Choosing this option will require users to input the details of the customer’s bank account that will be debited through Biz Core’s inbuilt facility. If the agreement is for an existing customer and they already have a bank account stored in the system, users can select it from the **Use an Existing Source** dropdown menu.

> ℹ️ Only certain kinds of bank accounts support direct debit, be sure to [confirm that the account entered meets the requirements](https://bizcore.refined.site/space/BCKB/1955430408/What+Type+of+Accounts+Can+Be+Used+for+Direct+Debit%3F).

- **Card**: Selecting this option will not require users to manually enter the customer’s card information. Once the agreement creation is finalised the customer will receive an email and SMS with a link to provide their card details through a secure gateway, Biz Core will then debit the repayments from their nominated card.

> ℹ️ Card payment integration is required. To enable this feature, please contact [support@bizcore.com.au](mailto:support@bizcore.com.au)

# **Step 3 - Setup Payment Plan**

## **Recurring Payments**

To create a payment plan, users must select **Recurring** from the menu: 

![Recurring option from the bubble menu](media://f6c7fdc6-d95e-44cb-8fdc-25552173ec44)

Users then switch the Toggle to choose between **Collect Total Amount** or **Collect Payment Amount**:

![image](media://fa301ab2-1db7-4fd9-8b84-dd98c7051d58)

- **Collect Total Amount**: This will calculate individual payment amounts based on the total amount to be paid, the payment frequency and the end date entered. Users select this option if they want a specific amount paid by a certain date *(for example: product purchases, season fees).*
- **Collect Payment Amount**: This will allow users to set a periodic amount to be paid. Users choose this option if they want to collect recurring payments *(for example: memberships, subscriptions).*

After selecting their preferred configuration, relevant fields will be available to fill out the necessary details of the agreement, both are explained below:

### **Collect Total Amount**

- **Total Amount**: Enter the total dollar amount of the payment agreement.
- **Payment Frequency**: Select the frequency of payments from the dropdown menu.
- **First Payment Date**: Users can input the date of the first payment or click the **Calendar **📆 icon to launch the date picker and select it.
- **End Date**: This is the date the repayments towards the total amount must be completed by, users can input the date or click the **Calendar **📆 icon to launch the date picker and select it.

Once the fields are completed users click** NEXT **to proceed to the next step. The system will automatically determine the amount of each payment required to cover the total amount, taking into account the payment frequency as well as the initial and final payment dates.

### **Collect Payment Amount**

- **Payment Amount**: Enter the dollar amount of each payment.
- **Payment Frequency**: Select the payment frequency from the dropdown menu.
- **First Payment Date**: Users can input the date of the first payment or click the **Calendar **📆 icon to launch the date picker and select it.
- **End Date**: Users can either specify a date that the payments will end, or leave this field blank.
- **No. Payments**: Alternatively, users can specify a number of payments that should be made before the agreement ends, or leave blank to continue indefinitely.

Once the fields are completed users click **NEXT **to proceed to the next step. If the users specified an end date or number of repayments the system will automatically cease the agreement upon reaching the date or number. If neither was entered then the plan will continue until manually cancelled.

## **Once Off Payment**

To create a Once Off payment, users must select **Once Off** from the menu:

![image](media://41f30cc5-5b51-4848-b217-01a214762d8e)

Users will be required to fill out the relevant fields, explained below:

- **Scheduled Date**: Users can input the date the single payment should be debited or click the **Calendar **📆 icon to launch the date picker and select it.
- **Amount**: Users can enter the dollar amount of the payment.

Once the fields are completed users click **NEXT **to proceed.

# **Step 4 - Add Tags & Payees**

In this step users can add tags and reference numbers to the agreement record, explained below:

- **External Reference**: Users can input an external reference that will be associated with the record *(for example: contract number)*.
- **Add Tag**: Users can add a tag to the agreement in order to categorise the record. These are searchable from the filters widget in the agreements workspace, so users can apply specific tags to assist their workflow *(for example: vip, gold, silver, bronze, Tuesday sessions)*:

![image](media://d797e6dc-6cc5-4932-b353-e2ed4060029a)

After adding any required references or tags, or leaving the fields blank users click **NEXT **to continue.

> ⚠️ The Add Third Party button will be implemented soon, allowing the distribution of collected payments to third party payees.

# **Step 5 - Payment Agreement Summary**

The final step of the wizard displays a summary of the agreement, including a rundown of the payment, customer and source details.

To create the agreement users click the **SEND TO CUSTOMER **button to send an email and SMS link to the customer for them to provide their card details, or sign the direct debit authorisation forms for bank account debits.

Alternatively, to authorise the agreement during a face-to-face transaction users can click **SIGN NOW**, this will open a new tab in the web browser with the direct debit authorisation form for the customer to review and affix their signature. This option will not be available if the payment method is a card.

# **Step 6 - Customer Authorises Agreement**

After clicking **SEND TO CUSTOMER **or **SIGN NOW** the Payment Agreement record will open with a Pending status:

![agreement-summary-status.png](media://484271b5-3654-46aa-a479-de746c966d77)

> ℹ️ More information about payment agreement authorisations and payment source authorisations can be [found here](https://bizcore.refined.site/space/BCKB/2009366547/Types+of+Payment+Agreement%C2%A0Authorisations).

## **Authorising a Direct Debit Source**

An email and SMS is automatically sent to the customer with a link to review and sign their Direct Debit Request Agreement Form online:

![image](media://de1c671e-57c5-4964-8aa5-52021a7ba067)

![image](media://f42ccdca-da15-4620-a163-5c3f6f253927)

![image](media://f06102eb-1a7b-4f2b-a237-fa0e0bca3305)


## **Authorising a Card Source**

An email and SMS is automatically sent to the customer with a link to review the payment agreement details and enter their card details through the secure payment gateway:

![image](media://eccec8f0-43a0-40c3-81ad-aa3b3c2542e0)

![image](media://469368cd-575e-4ccf-b235-1a33a86a749b)

![image](media://9b48c66b-c881-4fad-b6f7-e060ea599f42)

## **Authorising in Person**

The Direct Debit Request Agreement Form will open in the user's browser, once the customer has reviewed the document, agreed to the terms and input their digital signature, they can click **SIGN** to complete the authorisation:

![image](media://432df0aa-d23a-48e0-9b52-7f4aec1e0c19)

![image](media://c9b054bc-927c-4c17-8a5f-c62a0bddbf4f)

> ℹ️ The Customer will also receive a copy of their Agreement by email.

## **Once Customer Authorises**

Once the customer has signed the form or provided their card details the Payment Agreement status and the Source status will update to Authorised:

![status-updated.png](media://dae3865e-f341-4146-802d-f5b67b096bb1)

![authorised-date.png](media://617d6b97-003c-4cd9-94d6-d9fcbacdeba7)

From here, payments will be debited as scheduled.

> ℹ️ Users can Close or Suspend an Authorised Payment Agreement at any time by following [How to Close a Payment Agreement.](https://fsoftsolutions.atlassian.net/wiki/spaces/BCKB/pages/1947467813)