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Working with manual payments

The system supports payment by bank transfer or checks. Even if you take payment upon delivery, you may still want to collect credit card details as a kind of “moral down payment” or to allow you to prepare the invoice in advance. But whether you do so is entirely up to you: SuperSaaS has no preference towards any particular payment process.

Some situations don’t require payment at the time of booking. For example, clients may make an appointment for a haircut and pay in-store. Or members of a gym may book a Spinning class at no additional cost as such classes are covered by their membership fee. But even if you don’t require payment upfront, you may still want to approve individual bookings before confirming them. SuperSaaS can support both of these options.

If no further approval of bookings is required, select No payment or approval is required on the Process tab under Require payment or approval? If, instead, you want to review bookings before you approve and confirm them, select Request approval of administrator before confirming. Please refer to Managing appointments to learn more about manual approvals.

Manual payment

If you would like to receive payment upfront, but would rather not use the integrated online payment system, SuperSaaS offers you two options to handle payments manually. Which option you choose depends on whether or not you accept credit cards.

The first option, without credit cards, is the simplest. Upon check-out, clients are presented with payment instructions and once you receive their payment, you manually approve their booking through the site. This option is particularly useful to request checks or bank transfers, two payment methods which are still more common than credit card payments in many European countries.

The second option allows you to collect credit card information from your clients. For security reasons it is not possible to send credit card information by email, so it will be stored for you in your account on the SuperSaaS site. You can set up the system to notify you by email when new information is available.

Note that credit card companies do not allow you to store so-called CVC codes, the security digits on the back of the card. This code may only be captured when the card is processed right away. Since the CVC number is not captured, you will only be able to process the card if your credit card processor allows you to process cards without their CVC number.

Provide payment instructions

Select payment and/or approval option of choice
  1. On the Process tab, under Require payment or approval?, select Complete payment before continuing and click Save changes at the bottom of the screen. This will take you back to the Overview tab of the configuration screen.
  2. Select the Process tab again and click on the Payment set up link to the right of the Require payment or approval? section header.
Manual payment setup
  1. Under ‘General Settings’, select the first gateway mode: Manual – Bank transfer or Check and click Save changes. This will take you back to your Dashboard.
  2. Navigate back to the configuration screen of the schedule in question and select the Layout tab
  1. Near the bottom of the page, you can find the field Message to display at the checkout screen. Here you can enter your payment instructions, like “Please send a check made payable to MyCompany”
Modify the message at the checkout screen

Collect credit card details

  1. On the Process tab, under Require payment or approval?, select Complete payment before continuing. If you would like to receive an email for every transaction, also select the appropriate option under Should we notify anyone else of a new or changed reservation and provide one or more email addresses
  2. Click Save changes at the bottom of the screen. This will take you back to the Overview tab of the configuration screen
  3. Select the Process tab again and click the Payment set up link to the right of the Require payment or approval? section header
Credit card capture setup
  1. Under ‘General Settings’ select the second gateway mode: Manual – Credit Card
  2. At the bottom of the screen, a new section ‘Credit Card Settings’ will appear. Here you can select the credit cards you accept. If you uncheck all cards, the system will not ask your clients for a credit card type. The advantage of specifying the card types is that SuperSaaS will do a rudimentary check on number length, starting digits and a checksum, which helps avoid typing errors
  3. ClickSave changes. This will take you back to your Dashboard
  4. Navigate back to the configuration screen of the schedule in question and select the Layout tab
  5. Near the bottom of the page, you can find the field Message to display at the checkout screen. Here you can enter additional payment conditions or instructions, which will be shown on check out
By setting the price to zero, no pricing information is displayed. This might be useful if you collect credit card information for authorization purposes only.
Note that a custom domain will not be shown in combination with the payment screen, as a secure server serves this screen. Browsers will only set up a secure connection with servers that have the appropriate certificates. Upon connecting to the secure server, the system will automatically change the domain. Upon leaving the payment section, the system switches back to using the custom domain.

Testing the credit card process

Log out to make sure that you see your schedule exactly as your clients would see it and navigate to the web address for your schedule. When you make a booking you should now be asked for your credit card details. You can enter any valid credit card number or use the fake Visa card number 4111 1111 1111 1111. A customer will see his booking marked with a P, which displays ‘Payment authorization pending’ when the cursor hovers over it. Customers will be able to get back to these details by clicking the P icon.

Log out and log back in as administrator. Next to the reservation you just made, you should see the same P icon as before. When you click it and get to the Payment screen, you’ll notice that there is now an Approve button available. If you don’t want to approve the reservation and/or payment, you can simply click ‘Delete Reservation’. If you change your mind later on, go to the Supervise screen and on the Overview tab, click on the spyglass icon next to the slot you want to inspect. Scroll down to the table with controls and click on Show Trash to get a list of all the deleted reservations for this slot. By clicking on the Edit icon ‘Edit’ icon of the reservation in question, you reinstate it as pending or approve it after all.