RECUR360Pay - NSF Automation Setup QuickBooks Online

If you do not have an NSF clearing account set up, you will want to start there. In QuickBooks Online click settings- Chart of accounts. 

• • Click the green 'New' button in the upper right.

• • Enter the Account name and the account type. The account type will need to be a 'Bank' type for the clearing account. 

• • Then click the green 'Save' Button at the bottom. 

To finish setting this up you will need 2 new parts in your QuickBooks Item list:

• • In QuickBooks the first product/service is NSF Invoice item:

Note: The NSF Return item should NOT be linked to a Sales income account - this item will be used to invoice for the return and should be linked to a "Bank" type GL account (above you see it is linked to an NSF Clearing Account). This way you can track the balance in the NSF Clearing account and zero the GL account back out when Recur360 records the payment being deducted from your bank deposit.

• • In QuickBooks the second product/service item is an NSF fee. 

• • If you just created these items in QuickBooks, you will need to Sync Data in Recur360 so they will be available to select.

In Recur360 under Settings - Payment Processors -Void, Chargeback, and ACH return actions open the dropdown, 'When a payment is found to be Charged Back/Returned' select Create ACH NSF/Chargeback NSF Invoice.

• • You can also set the options for voided payments in this section as well. 

• • You can also have Recur360 automatically make changes to how the customers pay online link works and remove the affected payment method in Settings-Payment Processors.

• • The first checkbox will change the customers' pay online link to only allow them to pay with Credit Card if their ACH fails. When that customer clicks the pay online link and selects either Update Payment Information or Continue to Payment, they will not see ACH as a choice in the Payment Method dropdown.
  • The next 2 checkboxes will unlink the affected payment method from any recurring invoices/payments.
  • This will cause the customer to get an email the next time the recurring invoice/payment processes so they can update the information.
  • The payment method will still be stored in the customer and can be used or re-linked to the recurring invoice by editing the recurring invoice and choosing it

• • or selecting the "Apply to All" button under the payment method in the Customer edit screen.

In the Returned Check Item, Card Chargeback item, Refunded check item, and Card refund item, dropdown search for your NSF Invoice Item.

• • Next select the terms that you would like your customers to see. Remember NOT to include the term you are setting for the NSF invoices.  

• • By default, all invoices are shown to customers in their pay online link, including NSF invoices. NSF invoices to have a colored badge in front of the invoice number showing the customer it is a special invoice
  • This is how the default settings will look in the online pay link. 

If you would like to limit what your customers can see in the pay online link, you can also create a separate NSF Payment Term in QuickBooks.

• • Since these NSF invoices are purely for accounting purposes and not sales related, you might not want your customers to see them in the pay online link. 
  • If this payment term is set as the default for the NSF invoice you can then hide NSF type invoices from your customers in their pay online link.
  • Go to Settings- Email Settings 

• • Then Invoice Link Settings

• • If you set the NSF term to something specific, then in the Settings - Email screen you can limit what invoices a customer sees.
  • If you select All of the Other payment terms & leave the NSF term out then those types of invoices will not show on the customer pay online page. 

In the next step in settings- payment processors you can modify the text of the email that will be sent to customers if you have selected the system to send an email.

• • The last option is to add a NSF/Return fee for the bounce/chargeback.
  • Choose the item that Recur360 will add to the invoice, you can set it to either charge a flat fee or a percent.
  • If you choose percent, it will calculate the percentage of the invoice total that triggered the bounce/chargeback. 
  • Remember to select the NSF Fee item you created here too. 

If you choose to send emails to your customer, we recommend that you enable the setting to show the failure reason (like R01 - Insufficient Funds) In Settings- Email Settings Invoice Settings towards the bottom of the section.

In our Settings - Notifications area you can enable the option to recieve an email when an ACH Return or Chargeback happens:

You can watch a video about the setup and operation here: