Your dashboard gives your team complete visibility and control over all active automated billing schedules. To safeguard sensitive payment workflows, specific roles and functions are managed through explicit user permissions.

AutoPay Tab in the Dashboard

• Navigating the Dashboard: Inside your main portal, the AutoPay Tab exclusively displays your Automated Payments list linked to invoice integrations. Fixed-schedule recurring items remain safely separated under the Recurring Payments tab.
• Custom Field Visibility: Any custom tracking fields associated with your files are displayed as clear, interactive columns directly inside the AutoPay tab grid. When your staff searches for a client using a custom field in the main search textbox, the grid dynamically filters to show matching results. For internal administrative users, these custom fields are displayed on an individual account basis via the right-side contextual menu.

Access Levels and Permissions

Within the Users tab, administrators can activate a specialized permission for AutoPay management, “Can Manage AutoPay”. Enabling this permission equips your staff with the administrative authority to manually Restart, Update, or Cancel an active AutoPay profile.

Managing Schedule Breaks & Restarts

There are many operational scenarios where a payer may request a temporary pause or "break" in their automated billing schedule. For example, if an insured contacts your team stating they have temporary insufficient funds but expect a deposit in a few days, allowing the automation to run on its exact due date would trigger an expensive ACH Return fee from the bank.

To handle this smoothly, users with the “Can Manage AutoPay” permission can follow these steps:

1. Open the payer's profile and use the Cancel capability to safely halt the immediate upcoming charge.

2. Once the insured confirms their funds are secured, your team can navigate back to the cancelled profile and click Restart to safely re-establish automated billing.

Updating Custom Fields & Real-Time Verification

When an insured moves or passes a policy renewal cycle, their underlying ledger details must be kept updated to prevent transaction failures. An administrative Update button is available on the AutoPay Details page, visible exclusively to users with "Can manage AutoPay" permissions enabled.

This tool allows your team to easily modify existing AutoPay custom fields to resolve data issues before a billing cycle executes:

• Address and Zip Code Changes: Keeps payment parameters aligned when an insured relocates.
• Account or Policy Number Modifications: Ensures continuous coverage if an account or policy identifier changes during a standard renewal window.

Real-Time Validation Safety Filters

When an administrator clicks the Update button, a secure configuration pop-up appears. By default, the final submission button is deactivated. As your user inputs the new data fields, our system searches your integrated management system in real-time.

The "Update" button will become clickable only if the associated account is successfully located within your management system. If the system is unable to locate the account, the button remains completely locked. This safety mechanism prevents activating an AutoPay sequence with invalid account data, protecting your client from an automated failure when the invoice runs on its due date.

Billing Inquiries

If an insured contacts your office asking why funds were pulled from their bank account, you can address the question in seconds without digging through individual transaction ledgers.

The AutoPay Details page provides a comprehensive history section for each schedule, explicitly displaying the exact transaction amount and payment method used for every run. Your staff can instantly see exactly how many times AutoPay has successfully run for that specific insured, the precise amounts retrieved, and the last 4 digits of the card or bank account utilized.