Access can be granted to the Billing and Payments portal through editing a user’s permissions and selecting “View Billing” under “Administration”. Only users who have this enabled will be able to access the portal. By default, this will be disabled for all users, and only Administrators and Account Administrators will be able to add the permission to users’ accounts.
Using the Portal
The Billing and Payments portal can be accessed through the Administration app upon login to IntelliShift. Users can be given access to the portal without having access to any other functions to ensure separation of financial and operations’ personnel duties, or you may grant access to anyone regardless of their level of access. The portal screen will display something similar to the following:
From the first screen, you can see any outstanding invoices and their respective balances, as well as the dates of each invoice. Clicking the blue invoice number will download a copy of the invoice in .pdf form.
If there is no link to your invoice, or there is no hyperlink for your invoice, it means your invoice has not been finalized and e-mailed yet. Once your invoice has been finalized, it will be e-mailed, making it available as a clickable link in the portal. All invoices that do not begin with the letters “Inv” are dated prior to October 1, 2020 and are not available to be viewed or downloaded from the portal. These invoices were generated from our previous billing software and previously provided to you. They are only available for customers to view the balance due and make payments within the portal. If you need a copy of the invoice, please contact firstname.lastname@example.org.
Please note: Although you will have access to the portal, any open invoices and all future invoices will be posted to the portal beginning October 1, 2020. Early access has been provided to familiarize yourself with the new feature and to update payment information on your account.
Below the Open Invoices is the company information section. From here you can update your billing address, phone number, and e-mail. There is another section below this for storing/selecting a credit card for billing purposes.
Selecting the button labeled “New Card” Allows you to enter credit card information. The last option is a checkbox that will allow you to set the current card as the default for the account. When a card has been entered, the “Card on File” button, will be selected by default.
You may choose to use ACH Transfer for payment as opposed to a credit card. That selection can be made by selecting the drop-down menu next to “Payment Type”
Here we have the same option for setting the ACH method as default for all payments. When all information has been updated, remember to press the “Update and Store Information” button at the bottom.
You can make payments on any open invoices by checking the box next to the invoice number, then typing in the payment amount to the right. By default, the payment amount will be the invoice amount.
Below the Company Information, the “Update and Store Information” button will now say “Process” and will process the payment using the payment method selected above it.
After clicking “Process”, the screen will refresh and fully paid invoices will be moved to the Paid Invoices screen while partial payments will continue to show on this screen until fully paid.
To see invoices you have paid, click on the Paid Invoices tab next to the Open Invoices tab at the top of the portal. This will change the screen and display any paid invoices for the account. Like the Open Invoices screen, clicking the blue invoice number will download a .pdf copy of that invoice. Please note this view will only show open invoices that have been paid after October 1, 2020.
The final tab in the Billing/Payments portal is the Auto Pay tab. This is a simple screen which will allow you to enable Auto Pay, meaning your invoices will be paid automatically as they become due, and to select the method of payment, whether it be credit card or ACH transfer. Please note that the credit card or ACH information used will be the one selected as default in the Payment Type section on the first screen. You will be responsible for managing your autopay options in the portal. This includes disabling autopay if you no longer want your payments to be processed automatically.
Frequently Asked Questions
Will I be able to use the Billing and Payments Portal if I pay by check?
You will have access to the portal to view your invoices. However, if you use another payment method such as wire transfers or checks, then your payment information will not be visible on the dashboard. You will continue to handle payments and invoices as you currently do.
What if I have a dispute on one of my invoices?
Please reach out to your dedicated account manager or contact email@example.com.
Why don’t I see any invoices displayed in the portal?
If you are logging into the portal before October 1, 2020 there will be no invoices available to view. Beginning October 1, 2020 any open invoices and all future invoices will be displayed. If you login to the portal after October 1, 2020 and still do not see invoices displayed, please contact firstname.lastname@example.org.
Why is there an invoice listed in my Open Invoices, but I cannot click to see the invoice?
If there is no link to your invoice, or there is no hyperlink for your invoice, it means your invoice has not been finalized and e-mailed yet. Once your invoice has been finalized, it will be e-mailed, making it available as a clickable link in the portal. All invoices dated prior to October 1, 2020 will not include a hyperlink to view and download the invoice as a PDF. These invoices were generated form our previous billing software and copies were previously provided to you. These invoices have been loaded into the portal to show the balance due and can still be paid via the payment portal. If for whatever reason you require a copy of the invoice, please contact email@example.com and a PDF copy will be e-mailed to you.