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Thomas Aronica
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Refund Late Fees
Published May 15th, 2023 by Thomas Aronica
Refunding late fees is easy. If you wish to refund a late fee charge, remove the line item from the invoice in your accounting software, and upon the next synchronization between Biller Genie and your accounting software, the late fee will also be removed from the invoice in Biller Genie.
Adding Custom Fields
Published May 16th, 2023 by Thomas Aronica
You can add custom fields in Biller Genie to your payment pages for your customers. These fields get added to any page where payment is taken. It allows you to have additional information provided whenever a transaction is run by either yourself or your customer. Step 1 Go to Add-Ons > Custom Fields. If Custom Fields is not present, you can add t
Partial Payments
Published May 16th, 2023 by Thomas Aronica
You can make partial payments to invoices online. Enable Partial Payments for All Customers Step 1 Under Control Panel go to Customer Defaults Step 2 Under the Genral tab click Allow Partial Payments Click Save NOTE: There is a confimation before making changes. These steps are for how to apply ALL settings for ALL customers and can not be reveresed
Partial Refund
Published May 16th, 2023 by Thomas Aronica
Note: Partial refunds can be done on credit cards only, not ACH. Using Technology Fees and recording them as Sales Receipts? A partial refund cannot be done when Tech Fees are recorded as Sales Receipts. Only a full refund can be done. Step 1 Go to Reports > All Transactions. Step 2 Select the ID of the transaction you want to ref
Using Stored Cards in Theramanager
Published May 15th, 2023 by Thomas Aronica
To use a stored payment method, follow the steps below: Step 1 Go into Theramanager and select Post Payment to process the patient’s payment. This will present you with the Biller Genie pop-up, where you can select Stored Card. Step 2 Once you’ve selected Stored Card, enter your username and password to log in to Biller Genie. Upon logging in, y
Detach Invoice from Transaction
Published May 16th, 2023 by Thomas Aronica
If you ever attach a transaction to an incorrect invoice, you can detach the invoice. Step 1 To do this go to “Reports” > “All Transactions” and search for your transaction ID. Step 2 Then click Detach Transaction.
Partial Payments inside Customer Portal
Published May 16th, 2023 by Thomas Aronica
Customers can make partial payments for invoices inside the customer portal. Step 1 Select the Invoice(s) you want to pay. Step 2 Enter the amount you wish to pay. Step 3 Select the Payment Method and click Pay Invoices. After clicking "Pay Invoices" your transaction(s) will be processed and completed.
Solve Email Conflicts
Published May 16th, 2023 by Thomas Aronica
Biller Genie makes it easy for you to monitor issues with customer emails via the Email Conflicts report. Step 1 Navigate to Reports > Email Conflicts. Step 2 Under the Issue column, you will see every customer who is missing an email address. Ignore Conflicts In the Ignore Conflicts column, click the toggle once to make the email conflict for t
Using Paper Mail
Published May 15th, 2023 by Thomas Aronica
After you’ve set up paper mail, you can begin using this powerful feature. Navigate to Add Ons and click Paper Mail. Paper Mail Dashboard On the Paper Mail Dashboard, you can see an overview of which paper reminders were sent today, this month and this year. Paper Mail Settings You can customize your paper mail settings under the settings tab. Here
Authorizing ACH Processing
Published May 16th, 2023 by Thomas Aronica
Biller Genie's ACH Authorization Process To ensure a seamless payment experience using ACH, we first verify that all transactions are properly authorized within Biller Genie before processing. This helps our subscribers avoid disputes and chargebacks. Biller Genie also supports e-signatures and electronic transmission of ACH authorization forms usin
QuickBooks Desktop Troubleshooting
Published May 15th, 2023 by Thomas Aronica
Checking QuickBooks Desktop Sync Status If you are experiencing issues with your QuickBooks Desktop sync, it is recommended that you check the status of your Biller Genie integration for any errors. You can check your integration status by doing the following: If you are using our MagicCarpet integration, follow this articles instead: MagicCarpet Sy
Customizing Individual Customer Reminders
Published May 15th, 2023 by Thomas Aronica
You can customize which reminders individual customers receive, in case you have special VIP customers who don't need all reminders or those problem customers who need an extra nudge. For very specific needs, you can also Disable Reminders on an Invoice. Step 1 In your Biller Genie account, click on Customers. You can search for a particular custo
Customer Portal Sign Up
Published May 15th, 2023 by Thomas Aronica
Signing up for the customer portal is easy & only takes few simple steps. Step 1 - Find Email Invite Locate the Welcome email from noreply@billergenie.com and click "Click here to reset your username and password.” This will open a page where you can create your account. Step 2 - Create Username and Password Enter your email address and a pass
Storing Payment Methods
Published May 16th, 2023 by Thomas Aronica
You can store credit/debit card and ACH payment info for your customers in Biller Genie. Step 1: Search for the Customer To add a payment method go to Customers and search for the customer. Select the customer by clicking on the ID or Display Name. Step 2: Click Stored Payment Methods Step 3: Click Add a Stored Payment Method. Select either
Connecting your Credit Card Gateway to Biller Genie
Published May 16th, 2023 by Thomas Aronica
You can connect your own credit card gateway to your Biller Genie account if the appropriate credentials have been given to you by your Merchant Services provider. Step 1 Under Add-ons, select Credit Card Processing. Step 2 Select Continue on the tile for I have a CC processor. Step 3 Select the gateway that your credit card provider has set up for
Setting Up Paper Mail
Published May 15th, 2023 by Thomas Aronica
Setting up paper mail is easy in Biller Genie. It's a great tool to give customers an extra nudge to pay their invoices on time. Step 1 Navigate to Add-Ons > Paper Mail. Step 2 Review the Business Info section and correct any information as necessary. Step 3 Review the address in Step 2. This will be the printed return address. Step 4 Review your
Attach Invoice to Transaction
Published May 16th, 2023 by Thomas Aronica
How to attach payments to open invoices in Biller Genie. While transactions are regularly processed on open invoices, with Biller Genie you can attach a payment or a one-time transaction to a currently open invoice. Step 1 To do this go to “Reports” > “All Transactions” and search for your transaction ID. Step 2 Once found, you will be notified t
Request a Payment Plan
Published May 15th, 2023 by Thomas Aronica
Your customers can request payment plans through the Customer Portal, allowing them to break up larger invoices into easier-to-manage chunks. To request a payment plan, the customer must log in to their Customer Portal. Step 1 On the right, navigate to Request Plan. Step 2 Once Request Plan is clicked, scroll down to view the Payment Plan options. S
Turning Off Reminders for Specific Customers
Published May 15th, 2023 by Thomas Aronica
You can customize which reminders are sent for specific customers. Step 1 Navigate to Customer > Select a Customer Step 2 Go to the customer’s reminders tab and click Edit. Step 3 Turn off the reminders you want to disable for the customer and click Update Customer.
Sending One-Time Reminders
Published May 15th, 2023 by Thomas Aronica
If your customer needs their invoice received in real-time or missed it in their email, you can send an immediate reminder. Option 1: Send a Single Invoice Step 1 From the main menu, click on Invoices. Search for keywords, or use any of the filters to find the desired invoice Click on an invoice number to view the invoice. Step 2 Once the invoic
ACH Settlement Timeframe
Published May 16th, 2023 by Thomas Aronica
ACH Origination Process Due to the nature of ACH transactions, the time it takes for an ACH transaction to process may vary from the same-day to a few days. Since ACH transactions are not in real-time, transactions are assigned the following statuses based on their progression: Received: The payment has been added to the system Accepted: The payme
Void a Transaction
Published May 16th, 2023 by Thomas Aronica
You can void transactions within Biller Genie. A transaction can be voided anytime before the payment has been accepted by the processor. Note: When the “Void” feature is available, the “Refund” button will be automatically disabled. After the payment has been accepted by the processor, Biller Genie automatically disables the “Void” button and ena
Automatic Batch Reconciliation with Daily Discounting
Published May 16th, 2023 by Thomas Aronica
How to make ABR work if your processor has your account set to a "daily discount". A Daily Discount is when your payment processor deducts its fees from your daily sales volume – a little bit at a time - and can be very difficult to reconcile. If your processor has you set to a Monthly Discount, you will receive the gross deposit from your daily sal
What is Automatic Batch Reconciliation (ABR)?
Published May 16th, 2023 by Thomas Aronica
Automatically match bank deposits with your credit card, check, PayPal, and ACH batches It's one thing to connect your payments to invoices and sales receipts, but what happens when you process more than one transaction per day? The process of matching your payments with your bank deposits is arduous and time-consuming... until now! Biller Genie is
How to Update your Contact Information
Published May 16th, 2023 by Thomas Aronica
You can update your name, phone number, and address directly in your Biller Genie Account. Step 1 To update your contact information, click over your name on the top right-hand corner of your screen and selecting Billing. Step 2 Select the Edit option right below your subscriber details. Step 3 Edit the required fields and click to Update Merchant
Setting your Sync Notifications
Published May 16th, 2023 by Thomas Aronica
You can change the settings for when you receive notifications as to how many days it has been since your last sync was successful. Step 1 Go to Control Panel > Settings > and Enable Sync Notifications. Step 2 Go to Add-ons and select your accounting software. Step 3 Go to your accounting software’s settings > Last Successful Sync Notificat
Sending Statements of Open Invoices
Published May 15th, 2023 by Thomas Aronica
Biller Genie makes it easy to automatically send statements of open invoices to your customers. Reminders allow you to send a single statement of all open invoices on a selected day of the month. See Installing reminders for more information. Sending statements functions the same way you send reminders, but instead of sending a single invoice, Bill
Disable Users Accounts
Published May 16th, 2023 by Thomas Aronica
If a team member leaves your company, you can remove their access from Biller Genie by disabling their user account. From the main menu, navigate to Control Panel > Users. To edit an existing user, click on the ID of the user. To make changes, click edit. To disable the user, click the toggle next to Disable from Off to On. Click Update User to s
Understanding the Main Dashboard
Published May 15th, 2023 by Thomas Aronica
All about the main dashboard. The Main Dashboard is the first page you see once you log into your Biller Genie account. The Dashboard includes important features that allow you to closely monitor your transactions and the health of your accounts receivable. Sale Volume You can view your transaction sale volume daily, weekly, or monthly. ToDo Message
Frequently Asked Questions
Published May 16th, 2023 by Thomas Aronica
How can I process a refund? From Reports > All Transactions > click over the Transaction ID > and select Void/Refund from the top right of the screen. Are there certain cards that we can’t process with Biller Genie? Biller Genie does not have any restrictions on card type. Why did my transaction get declined? From Reports > All Trans
Syncing with QuickBooks Online
Published May 15th, 2023 by Thomas Aronica
Syncing with QuickBooks Online is easy & only takes a few steps. Step 1 Click Add-ons Marketplace, select Accounting Software, & choose the tile for QuickBooks Online. You can also search for QuickBooks Online in the available search field. Step 2 Click Install Step 3 Click Connect to QuickBooks Step 4 This will take you to your login page
Customize Paper Mail Reminders
Published May 15th, 2023 by Thomas Aronica
You can customize the content for inside the paper mail reminders. Step 1 Paper Mail reminders match our email reminders. To change the content or text within the message, you can navigate to Add-Ons > Invoice Messenger and click the down caret next to each reminder to edit the content. If Invoice Messenger is missing, you can install it from the
Controlling Paper Mail Settings Globally & Individually
Published May 15th, 2023 by Thomas Aronica
You can control which customers receive paper mail reminders & what reminders are sent out. Change Global Settings Step 1 In your Biller Genie account, navigate to Control Panel > Customer Defaults > Reminders Step 2 Within the Reminders tab, you can edit which Paper Mail reminders are sent out on a global level. Reminder that these are gl
Syncing with TheraManager
Published May 15th, 2023 by Thomas Aronica
To use TheraManager with Biller Genie, you need to connect the two services. Once connected, you can run transactions for your patients. Step 1: Open the Biller Genie portal Go to Add-ons> TheraManager. Step 2: Enter your credentials Provide your QuicDoc PM’s Client Id and Client Secret. then click Connect to QuicDoc PM. Once completed, your Ther
Biller Genie Billing & Subscription
Published May 16th, 2023 by Thomas Aronica
To view your account billing information, visit the billing tab within Biller Genie. To view your billing information, click on the username in the top right-hand corner, then click Billing. You can view your current Payment Method and add a new payment method. Enter your payment information. When you add a new payment method, you can choose to Set
Waive Late Fees
Published May 15th, 2023 by Thomas Aronica
Waiving late fees for your customers in Biller Genie is easy. To waive a late fee for a customer, from the main menu, go to Customer and select your desired customer to waive their next late fee. Once in the customer record, select the Adanced Options tab. Click Edit and toggle “Waive Upcoming Late Fee” to “Yes”. Then click Update Customer. This wil
Setting Invoice Defaults
Published May 15th, 2023 by Thomas Aronica
You can control the look and feel of your invoices, including determining what data fields are displayed. Step 1 Navigate to Control Panel > Invoice Defaults. Step 2 Select your preferred Default Invoice Options. INVOICE DEFAULT OPTIONS: Show Item/Product Name This will enable the column Product/Service in the invoice body. For some companies, th
Approving or Rejecting Payment Plans
Published May 15th, 2023 by Thomas Aronica
Once a customer requests a payment plan, you must either approve or reject it. Step 1 Once the request is sent, you will receive an email notification and a message on your Biller Genie dashboard to review and approve. The subject line of the email will be “Customer _____ has requested a Payment Plan” The email will showcase the invoice numbers of t
Using custom email domains with Biller Genie
Published May 15th, 2023 by Thomas Aronica
How to properly set up a custom email domain so emails appear to come from your company SPF & DKIM Authentication SPF & DKIM are authentication systems that tell Internet Service Providers (ISPs), like Gmail and Yahoo, that incoming mail has been sent from an authorized system, and that it is not spam or email spoofing. To set Mailjet as an
Configure General Settings
Published May 16th, 2023 by Thomas Aronica
How to configure the general settings in Biller Genie. In the Main Menu, click on Control Panel > Settings. Here you can configure Biller Genie to your preferred settings. Merchant Email Enter the email that will receive the sales receipt every time a payment is processed. This email will also receive customer notifications such as when they upda
Add User Account
Published May 16th, 2023 by Thomas Aronica
How to add user accounts in Biller Genie. Do you have team members that need to access Biller Genie? You can provide access to additional users to your Biller Genie account. From the Main Menu go to Control Panel > Users. To add a new user, click on “Add New User” Enter the new user’s contact information and click Create User. For added security,
Storing Cards in TheraManager
Published May 15th, 2023 by Thomas Aronica
You also have the ability to store payment methods for your patients in Biller Genie. Step 1 Go to Customers > Add Customer. Step 2 Enter in the patient's information > click Add Customer. Note: The Patient ID must be provided for every patient. This ID will link the patient created in TheraManager with their associated payment methods sav
Bulk Pay
Published May 16th, 2023 by Thomas Aronica
Instructions Step 1: Select the Customer Navigate to the customer you'd like to pay multiple invoices. Click Invoices from your customer’s profile to view all their open invoices. Step 2: Select the Invoices to be paid Toggle from No to Yes to select the invoices, you would like to process a payment for and click “Checkout” Step 3: Select a Payment
How to Set Up Auto Pay
Published May 16th, 2023 by Thomas Aronica
Setting up auto pay for your customers is easy. To set up Auto Pay, you must first store a payment method on file for your customer. If you do not know how to do this, please refer to our article on Storing Payment Methods Once you've added the payment method, go to Customers > Select Customer (clicking on the ID or Display Name). This will bring
Changing Biller Genie Password
Published May 16th, 2023 by Thomas Aronica
There are two ways you can change your Biller Genie password. Option 1 - Forgot Password Link Step 1 Go to the Biller Genie Login Page https://merchant.billergenie.com/Account/Login/ Step 2 Click Forgot password? Step 3 Enter in your email and click Reset Step 4 Locate the Reset Password email sent to you and click the provided link. Step 5 Create y
Turning on Payment Plans
Published May 15th, 2023 by Thomas Aronica
You can offer installment payment options for customers that need a more flexible solution for paying invoices. You can enable Payment Plans on an individual or group basis, and give selected clients the ability to request flexible payment terms. Simply approve the Payment Plan request and Biller Genie will automatically collect on the approved sche
Add PDF Invoice to Reminder
Published May 15th, 2023 by Thomas Aronica
You have the option to add your invoices as pdf attachments to each reminder sent out to your customers. Step 1 From the Biller Genie dashboard, navigate to Control Panel > Invoice Defaults Step 2 From the available options, toggle Add Invoice as Attachment in Reminder to Yes 3) Click Save Settings in the bottom right of the screen Each of your r
Swiping Credit Cards
Published May 16th, 2023 by Thomas Aronica
You can accept payments for invoices in person using a USB card swiper. In order to accept in-person credit card payments, you must have a card swiper. We recommend purchasing the MSR90 USB Swipe Magnetic Credit Card Reader from Amazon. Step 1 In order to use the USB MSR Swiper you'll need to setup Terminal. One it's been installed in the Add-Ons Ma
Record Deposits in QuickBooks Desktop (All Versions)
Published May 16th, 2023 by Thomas Aronica
Once payment is made by a customer, Biller Genie will sync over to QuickBooks Desktop as “Undeposited Funds”. Step 1 These funds can be located and recorded by going to QuickBooks Desktop’s Record Deposits. Step 2 Once here, you’ll be presented with the Payments to Deposit page, where a full list of all payments pending deposits is provided. Step 3
Setup Late Fees
Published May 15th, 2023 by Thomas Aronica
The Late Fee Manager automatically calculates and applies late fees to your invoices. In Biller Genie, an invoice is not considered late until it is 30 days past due. After the 30 days, late fees will be applied on a recurring 30 day schedule. Late fees can only be applied to current, existing invoices. From the Main Menu, navigate to the Add-Ons dr
Installing Reminders
Published May 15th, 2023 by Thomas Aronica
You can install Reminders in just a few clicks. Step 1 Navigate to Add-ons Marketplace, select Communication, then choose Reminders. Step 2 Click Install. Reminders will now appear under your Add-ons and can be configured to your preferences.
Bill to Parent
Published May 15th, 2023 by Thomas Aronica
If your Biller Genie account is connected to QuickBooks Online, you have the ability to have parent-customers automatically pay invoices of their sub-customers via auto pay. Step 1 Login to your QuickBooks Online account. Step 2 Go to Sales > Customers. Step 3 Select a sub-customer whose invoices you want to have paid via their parent customer’s
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