Create a Self Billing Invoice Example for Facilities Effortlessly

Self billing invoice example for Facilities

hi and welcome to the master class on setting up your self-filling link this Workshop is going to answer the questions like how does my client cancel their subscription how does my client request a refund how does my client update their credit card information okay so this is going to be the way that you can have them Implement all of those things [Music] thank you foreign [Music] and without further Ado let's Dive In so I am in my products and then under products at the top I'm in self-billing and you'll be on this page here you'll see the kartra explanation this is a small billing portal where your customers will be able to log in and view all of their past transactions their active recurring subscriptions they can download their invoices update their credit card details Etc they will be able to manage certain billing requests such as to request refunds and to cancel active payment subscriptions which in return might reduce the workload on your support team so we are going to talk about how you can actually set this up to be somewhat automated so that you are not actually even having to approve requests for things all right so let's dive in to the setup the first thing you'll see here is this link this link will be a default link if you are coming into this section for the very first time and like most other links inside of kartra we can edit this so we are going to click the pencil to edit the URL you'll see that by default it will be your cartridge subdomain forward slash self billing and then you can name it but if you have a custom domain integrated you can go ahead and put that link onto that custom domain and then you can name the URL here you can't name it billing but anything else you can go ahead you can do self billing or billing portal or like I have update your account you can have it as whatever you'd like it to be all right so let's look at the self-billing options uh the first one is to allow invoice download there's really no reason to turn this one off this one is good and will be helpful around tax time so if you have clients that need to download their invoices for their expenses um or for whatever reason this will help save you from having to go in and do it for your client you can go ahead and have them be able to access this and download those right from this self-billing link allow credit card updates so this one's really great this is going to reduce the risk of rebuild failures by allowing your customers to update their credit card this is great if the card expires uh if they need to change their bank or they need to change the card that they're using and this can keep you from having to a get on the phone and get their details and do it for them and be it's a little more secure on their end to feel like they're able to do it and not have to give you that information this next one allow refund transaction so this one is actually going to be something that you can automate right um so we're going to see in this second part here we have automated versus manual now um you can have this so that kartra can allow requests for transactions that remain within your allocated refund window and you may be thinking well how does it know well when we set up our products you know there is a section for your refund policy and you have choices of no refunds seven day 14 day 30 day or 60 day and when you select one of those and you have your self billing set up to automate allow refunds then kartra is actually smart enough to know that if someone requests a refund within that time period it will automatically grant that refund and if they request a refund outside of that time period kartra will deny that refund because it's outside of your refund policy so you may want to set this up if you have your refund policy is either 7 14 30 or 60 days you may not want to set this up if you have something like a 365 day refund policy or uh in some cases maybe you just want to be able to manually approve every refund request and that's okay too but if you do want to automate it you would go ahead and turn this on and you would have this on automated and then you have allow cancel subscription so your customers will see their active recurring payment subscriptions and they'll be able to cancel them at any time so this would be if you have a membership and they pay monthly and you want to allow people to cancel that subscription at any time you can go ahead and allow cancel subscription if you have this set to automated then when they request cancellation or request a refund it will be automatically taken care of if you set this to manual then you will get a ticket you will get a notice that they've made a request and then you can go in and take care of things from there right so this is what you'll need to set up and then you're just going to click on Save and you're all set next up would be to let's take a look at what this page looks like once you have it set up so I have mine open here you'll see that it has a logo app at the top this logo is pulled from the logo that is in your profile that's the default logo that's also showing on your unsubscribe page this is a page we cannot edit so we just want to make sure that we have our logo set up in that area in our profile for that it says locate your order and then it has an area for them to put in their email address and their order ID okay so those are the two things that your client needs in order to be able to log in to self billing if you need to help them to get their order ID that's going to be on all of their receipts that they receive when their purchase goes through so when anybody makes a purchase through cartridge they do receive a receipt an email receipt it does have their order ID in it sometimes that may be a little difficult for someone to find so you can find that for them by going to my products analytics and then transactions and then you can search for um you can search through your transactions you can click on the magnifying glass to search and you can switch this order ID to buyer name so that you can search for them by name that's typically what you're going to have on hand to really search for them pretty quickly you can do that I just have this pulled up to one of my test purchases so that I can show you what it looks like from their side of things when they log in so let me just make sure what email address I used for this okay perfect so I'm going to go ahead and log in and okay so this is what this looks like this is my orders here you'll see that I have done a lot of testing on this account and I am going to show you how I've done some of my testing with actually with a stripe API test key in case you do want to do that but basically I wanted to be able to see exactly what an actual purchase would be like in cases like uh how to change your credit card number or update your request to cancellation things like that I wanted to really see it not just do a test order through kartra so but the way that you can go ahead and find someone's transaction is through or their order ID for them is through transactions uh looking them up and then you'll see a subscription ID is going to be if there this is a rebuild product so this is for a membership let's say and their original order ID is right here this is what I used to log in so if someone was asking you how they can update their credit card info you can come in and grab their order ID for them you can email them back the link to your self-billing page or portal and their order ID and then just let them know they can log in and this is what it will look like for them all right so let's take a look at a test product you'll see that this has a credit card in there and it has the details of me purchasing and I did this as a one dollar initial uh initial payment and then a two dollar rebuild the very next day and I was testing something to make sure that the amount that you put in for your initial price and the amount that you put in for that next price the main price um that they're separate so you don't want to add them together into a total but if we wanted to charge someone three dollars total this would be a two dollar charge with an initial payment of one dollar for one day that's how I had that set up now this next one test let's take a look at that this one has my credit card details there I can show details you can see that this is an active monthly payment and the last time I shared this um someone in the comments was like oh my goodness you you do not need to be charging yourself so much and again just for anybody who's worried this is an ongoing subscription that I have to my test product with a test key through stripe so this is not actually my credit card and I'm not actually being charged 88 every month now you can use your own credit card in this test I actually did it was only three dollars and I really just wanted to get it you know just get it tested real quick so I did use my own card but in this case I obviously do not want to be charging myself 88 dollars a month I also don't want to be paying the stripe fees on that so I did use a test integration and I will show you how that works but anyway I have this set up just because every time I demo something like this I want to have this available this is what it looks like it tells them when their next scheduled payment is coming up they can click the pencil here to change their credit card okay it's going to show their last four digits so that it reminds them of what card it is and then they're going to go ahead and be able to put in their info here they can update it with a brand new card or they can just update the expiration and just put the card number back in again they can do whatever they need to there for these old ones they can go ahead and download their invoice with this download invoice selection and then they do have the ability to request a refund right now requesting refunds is turned off in my self-billing area so they would have the ability to request a refund here for this one that is in the 30 day or whatever policy you know know whatever refund policy is set up in the product but it's not there because I don't allow them to request refunds because my products don't have refunds but this is showing that the refund period has expired for those older charges and that is how that would look if you did allow for refunds and then let's just take a look at this one so this was a 150 dollar charge they can download the invoice they can see what credit card they used for that and basically it's just going to be the same thing this is just all test products that I've done okay so that is what that is going to look like that is how you can get their order ID for them you can also get to this transaction page via Communications and leads and you can search for their name inside of leads and go to transactions so one second and I'm going to stop the share and show you what that looks like okay so I am in leads under my communications I have looked myself up my test lead uh you can see I'm a very active lead there and when I click on transactions you'll see I can see all of the purchases and if I click on order ID that's going to open up the same place we were at just a minute ago which is that transaction page okay so two different ways you can get to it from transactions which is in analytics or from leads which is in my communications and I do suggest that if someone is reaching out to you asking about how do they request a refund or how do they update their credit card if they're asking you directly how to request a refund you can go in and just refund them and let's take a look at how to do that actually so if we click on the order ID you'll see this transaction window pops up and you'll see here are some options that we can do we can update their credit card info for them I don't recommend that but this is where you would do that if you want to you can pause recurring payments this is if you want to pause it without canceling their subscription without revoking their access and so on you can do that here where you can actually reschedule their next payment date so let's say that you want to to give them a month free you can do that if you wanted to reschedule everybody so everyone's charge gets put on the first whatever you might want to do here you can do that and then you have billing actions so you can cancel future recurring payments here you can issue a full refund you can issue a partial Refund Now um keep in mind here let's see while you may apply as many partial refunds to a transaction As You Wish keep in mind that all transactions in kartra must be at least one dollar that means that if you apply a partial refund and the transactions remaining balance falls under one dollar the system will instead apply a full refund for that value in short make sure that the partial refund amount is less than or equal to the transaction balance minus one dollar okay so obviously a partial refund isn't a partial refund if it's leaving less than a dollar is what they're saying so he would either give them a full refund or a partial refund is going to leave them with paying a dollar or more um something to keep in mind is a partial refund or a full refund is for the amount of this bill so if you have a product in which they pay 100 for five months and you issue a full refund for this 100 charge you would be refunding the 100 you would not a full refund does not mean you'd be refunding their whole 500 or anything previously that they've paid it is in reference to the charge we have up here on the screen so that would be a full refund this refund would have to be at least a full refund would be for 88 monthly now keep in mind um I've been paying this membership let's say this client has been paying this membership for you know a year now or what have you it's not refunding them every payment they've ever made it would be a full refund for the 88 of this charge a partial refund would have to be 87 or less okay and um marking as a chargeback so a chargeback is when a client goes to their credit card and says this is a fraudulent purchase or I don't recognize this purchase or I didn't make this purchase and in that case they would investigate they would reach out to you you would handle it from there that's all outside of kartra basically inside of kartra the only thing we would need to do here is we would mark it as a chargeback if inside of PayPal or stripe or wherever it did get marked as a chargeback and they pulled the money out okay so that's what all of these are that's where you can do all of these things um on your end if someone asks if however you are trying to you know get your clients to use your self-billing area and all they're asking you for is their order ID so they can take it from there you're going to pull it out of the order details that we already looked at how you can find that okay all right perfect so um let's talk about how I made this purchase and I'm not actually paying 88 every month this is something that you can do if you want to test let's say that you have a funnel that has a original purchase a bump offer and a uh one click upsell and you'd like to test how the whole process works and you actually want to test it as if you were making the purchase some people will change the pricing down to a dollar and they'll use their own credit card and they'll do that you can do that if you'd like some people will use their own credit card and then issue themselves a refund some people will use their own credit card and obviously their money gets deposited back into their bank account after they made the purchase and they're just out the stripe payment fees which is fine too but if you do want to set up a test integration if you're curious on how to do that and you want to do that I will show you um basically what you're going to do with that so you are going to go into your Integrations okay so in my Integrations you'll see I have two stripe Integrations I have one called SK live and one called SK test so that is showing my live key and my test key and when I wanted to make a test purchase I actually switched the payment Gateway from the live key to the test key and then I was able to make a purchase so where do you get your test key inside of stripe it's going to be in the same place in your dashboard when you go to your API keys and you will see it's going to look like this it's going to be PK test and SK test and you're going to just set up the integration in the exact same way that you did your live integration you're just going to use your test Keys that's going to set up the same way and then when you're checking out to test your integration you're going to use this card right here so for no one's no authentication the default us card it's right here it's four two four two four two four two four two four two four two four two so that you're going to put in your credit card and then you can actually just add in your any date in the future as the expiration date and you can do anything as the three digit code you can put in any numbers and that's going to work with your test key so that's how you do that if you'd like to go through and really test your purchases um the reason why I say you can do that if you are using a bump offer or testing something like a one-click upsell because when you're in test mode a bump offer doesn't show so if you really want to be able to test that then you can use the test key okay and the next thing that you can do with your self-billing link you can obviously use this inside of your email when someone purchases you can use it inside of their mem of your membership so you have a link if you need to update your credit card or cancel your subscription click here and you link to that page another place where you can pop this in that's helpful is if you go to your email notifications which are under your profile in the top right and you're in your to your leads area and let's look at your three options for reminders you've got your one day pre-bill notification your three-day pre-bill notification or your seven day which mine is somewhere here it is your seven day notification and you can go ahead and add that link into this notification email so you'll see that I have it here update your account and there is the link so I'm reminding them that the membership is going to charge again in seven days and if they need to update their credit card or if they want to go ahead and cancel before that seven days is up then they can go ahead and use that link another thing that you can do is the rebuild confirmation to buyer nope that's the one that happens afterwards that's like their receipt of the rebill we are looking for the rebuild failure or alert to buyer so this email is going to be the one that says you know something happened and your billing didn't go through what can you do here and here I have it linked I have please click here to update it so if you paid me a credit card you need to make sure that your card didn't expire if you need to change your card please click here that link is going to the self billing and then if they paid via Paypal they do need to log into PayPal to make sure they have funds to make sure that they're funding account is set up correctly whatever they need to do so if you do have PayPal set up as a possibility for your subscription products then if they need to update it they're going to need a login to PayPal now the reason why just in case you are curious or wondering and you like this Tech stuff why is it different between credit cards and PayPal when you have a product that's either recurring or it's installments and they are paying with PayPal the recurring payment is actually set up inside of PayPal it's created in PayPal and that's where they manage it the good news is that they can edit from their side right by logging into PayPal the bad news is is that if you have a product set up that's like five monthly payments of uh 100 let's say and they finish the course in two months and they go into PayPal and they cancel that subscription that is a possibility it can happen and then you are out the last three payments okay so there's something to keep in mind um at when you're setting up your pricing structure and when you're setting up which gateways you're going to allow the other thing that causes problems is if you are doing bump offers or if you are doing something like a one dollar for the first 30 days and then after that it's 99 per month those things do not get set up correctly inside of PayPal because basically then that product would be set up as one dollar per month subscription inside of PayPal it wouldn't know how to treat the one dollar for the first month and 99 after that and so they would be getting your membership for one dollar per month all of the time same thing if you are using a coupon code and the coupon code gives them let's say uh 99 off right and they are getting the first month for a dollar if they use that coupon same thing it will set it up as a subscription for that price that they got that one dollar and they will not be charged the 99 thereafter so for anything complicated billing wise and some people would say for anything to do with recurring payments or installments don't use PayPal okay now why is it different when they use a credit card because when you have a subscription product and you are using your stripe integration or authorize or Braintree kartra is actually the one that's setting up the subscription kartra is the one who manages that it's 99 per month or that they got a dollar for the first month or that they used a coupon kartra is the one that tells stripe every month how much to build the person the subscription is not set up in stripe so if you go into stripe and you're looking for all of your subscription clients you won't see them set up there because kartra manages it and the reason why is so that kartra is able to give you things like bump offers and credit cards and initial payments and all of those complicated billing things that we are able to set up it's because kartra manages those inside of kartra and and not setting it up inside of stripe Okay so that's the difference there this is I would recommend adding that link that you have to yourself filling to these emails the failed recurring payment notification and a rebuild notification if you have one you can also add it inside of like I said the email that you send out when someone purchases the product so if they join your membership and you want to just say you know here's your login info and also here is the self-building portal if you need to ever update your info or cancel your subscription some people won't want to put it in that email because you don't really want people to be thinking about canceling when they just joined and that's absolutely fine you don't need to you can put it into the membership itself in some area where you are you have something that says need to update your credit card information do that here now the other place where you can integrate yourself billing settings is actually inside of your help desk if you have one set up so I'm inside of a help desk that I have set up and I have uh fast forwarded over here to the self-billing area and you'll see that this is going to ask if you'd like to display the billing section or not if you say yes it's going to ask you if you want to let users request refunds and if you say so it's no on the refund request let users cancel subscriptions and if you say yes you can go ahead and then execute them automatically or manually review so the self-billing link that we created in the beginning is something that's fast and easy it can take you about you know what five minutes to set up and use the help desk you can integrate yourself billing um rules inside of the help desk if you have one set up but if you don't have one set up yet self-billing is going to be the fastest way to get this going but you can also have both so I have this set up so that if you do come through the help desk you're able to do the same things that I wanted you to do inside of the self-building link but I have the self-billing link set up in those notifications so that people can just get to that really quickly log into that self-billing area and take care of what they need to take care of all right so we did this in a short amount of time here and if you followed along and taken action you now have your link to your own self-billing page you can add this in to wherever you'd like to share this with your clients or you can have this link on hand so that if someone asks you uh Hey how do I you know update my credit card info now you know where to send them what information they need uh what that looks like when they log in what they're able to do and also what you're able to do on your end if you just want to go ahead and take care of that automatically when you get a requests all right so thank you for joining me today uh thanks for following along and getting this set up I will see you in the next master class or Workshop have a wonderful rest of your day [Music]