You may set up your account to automatically accept all group payments or to confirm each group’s payment separately. If you choose to confirm them one at a time, then this is the process to follow.
When a group’s payment is ready for you to accept, meaning a given group’s members have all had their credit cards authorized for their respective shares of that payment, we’ll notify you in three ways:
- Via an email with “Pay By Group payment ready - action required to collect” in the subject line.
- With an alert icon on the “Actions Required” link in your Business Portal (read more about Actions Required in this article).
- Optionally via the Payment Authorized webhook if you wish to automate this step without any manual involvement.
For #2 in the Business Portal, the Actions Required link will show all pending payments, denoted by a number that indicates the number of purchases with payment ready for you to accept. You may need to refresh the Business Portal to see the most up-to-date number.
You can view the details of purchases with pending payments in several ways. From the “payment ready” email, click the View group to accept button to navigate to that purchase’s dashboard page in your business portal. If you’re already in your business portal, click on the Actions Required tab then click on the purchase you wish to accept payment for to navigate to its dashboard page.
Here you can review and confirm the details of the purchase. If the process is not automated, it’s good to check your internal inventory management system to ensure the inventory is still available. Once you’re ready to collect payment, simply click the Accept button. Since the customers’ payments have already been authorized and are being blocked on their card for you, accepting the payments will instantly capture their funds.
Note: We highly recommend accepting payments as quickly as possible to improve the customer experience and eliminate the risk that the authorized payments will expire.
Once the captures succeed, the status of the purchase will update to “Payment processing.” This means that the funds from the purchase are in the process of being transferred to you. If you process your payments through Pay By Group, then this transfer process generally takes two to three business days for the funds to clear from the customers and show up in your bank account. If you process your payments via a partner payment gateway, then this transfer process usually only takes a minute or so to be reflected in your merchant account. In either case, once the process is finalized the status of the purchase will update to “Complete!”
When the purchase is marked “Complete!” you can safely add the completed purchase to your system of record and perform any post-purchase follow-up with the group organizer that you wish to include. If you don’t normally undertake any such follow-up you do not need to do so simply because the purchase took place in the Pay By Group system. As a general rule, follow your normal business practices for when a payment is confirmed and you need to fulfill the order.