Payment Plan Management

Spiffy comes equipped with a number of powerful admin management features for Payment Plans, like refunding payments, changing bill dates, cancellations and more

Spiffy also includes some history on changes that may be made, over time, to give you a clear view of the customer’s Payment Plan lifespan, as we know that things happen over time that you may need to reference at a later date!

From your customer’s record in Spiffy, you can quickly access their Payment Plan record. Just navigate to a Customer Record, and click on the Payment Plan you need to manage.

When viewing a customer's Payment Plan record, you will their plan details (balance/billing frequency), past and upcoming payments, history, as well as the available management options!

Spiffy offers a wide range of management features, so be sure to take a look through the different functionality that is available!

Refund Payment Plan Payment

Need to refund a Payment Plan payment? Just hover over a payment and click it's Options '. . .' and select 'Refund Payment'

In the refund popup, you will have the option to issue a full refund on the payment, or, by clicking the Partial Refund toggle, you can enter a specific refund amount.

The option to add a note to the refund action is available by clicking the ‘Notes’ toggle. This will include a note in the ‘History’ section, that you or your team can reference in the future.

Once you have configured the refund, just click ‘Process Refund’ to issue your customer’s full or partial payment refund.

Payment Plan Payoff (Early Payoff)

One of our Payment Plan management features is the ability to manually run a charge to pay off the remaining balance of a plan. We have found that Spiffy users often have customers on Payment Plans that reach out to pay off their remaining balance early, and with this feature, you will have the ability to run a manual charge of the remaining balance and complete the payment plan.

If you include 'Finance Fees' in your Payment Plans, you will even have a couple options to lower/remove the remaining 'Finance Fee' amount, or even retroactively remove the finance fee by lowering the remaining balance by the amount of the finance fee that has already been collected in previous payments.

NOTE: If you do not include 'Finance Fees' in your payment plans, you will not see the additional options surrounding removing these fees when running the 'Payoff' charge. It will simply have you confirm the payoff amount.

To get started, navigate to your customer's Payment Plan record, and click on the 'Payoff' option

In the Pay Off & Complete popup, you will see the final payment amount, as well as some additional options surrounding finance fee removal (These additional options will not be displayed if you do not currently include 'Finance Fees' in your Payment Plans)

Next, we will go over the two options surrounding the 'Finance Fee'.

Remove Entire Finance Fee: This option will subtract the amount of the FULL finance fee from the 'Final Payment' amount. This includes any portion of the finance fee that has already been collected in previous payments, as well as any remaining finance fee amount

Adjust Remaining Finance Fee: This option will allow you to adjust the remaining finance fee amount. You can change this to $0 to subtract the remaining finance fee amount from the 'Final Payment'. 

Once configured, you will have the option to add a note that will be stored in the Payment Plan 'History' feed. From here, just click the ' Charge $---' button

Just confirm the charge in the popup, and you are all set! Once the charge has ran, the payment plan will be marked as 'Completed'

Charge a Manual Payment

One of our Payment Plan management features is the ability to run a manual payment for any amount equal to or less than the remaining balance of the plan. From time to time, customers on a payment plan may want to pay a payment in advance, or pay a little extra, and when they reach out to you, you will have the option to manually run a charge towards their remaining balance.

NOTE: Manual Payment Amounts that are greater or less than a scheduled payment amount will affect the amount that will be collected on remaining scheduled payments

Manual Payment amounts that are LESS THAN the amount scheduled will lower the amount that will collected on the FINAL/LAST automatic payment scheduled

Manual Payment amounts that are GREATER THAN the amount scheduled will count towards a full scheduled payment and lower the amount that will be collected on the FINAL/LAST automatic payment scheduled

To get started, be sure to navigate to your customer's Payment Plan record. From here, click the 'Make a Payment' option

Next, just enter an amount to charge towards the Payment Plan balance. You also have the option to add a note that will be stored in the 'History' feed. Once configured, confirm that the amount shown in the 'Charge' button is correct, and click 'Charge $---'

Just confirm the charge, and you are all set!

Once charged, be sure to note the customer's next bill date, as you may need to change this, depending on what you have worked out with your customer.

Change Payment Plan Billing Date

Need to change your customer's billing date? This is easily done from within the Payment Plan Record by clicking 'Change Billing Date' and selecting a new date. Any additional payments will adjust based on the billing frequency and the new date that you set for the next payment.

Cancelling a Payment Plan

If you need to cancel a Payment Plan, just click the 'Cancel' button from within the Payment Plan Record. Once you confirm this, the plan will be cancelled. Note: Any failed payment auto-retries that are scheduled will not be attempted when you cancel the plan.


Manually Update Card on File

If you need to update a card manually (over the phone, etc), just click the arrow next to the customer’s ‘Payment Details’ and select ‘+Add Card’.

Enter the card details and ‘Save’

This will automatically change the card on file to the new one, and any scheduled auto-retries on failed payments will attempt to use the new card.

Any manual retries would also attempt to charge the new card

Manually Retry Failed Payment

ometimes, you may need to retry a failed payment for a customer that has already failed all of it’s scheduled auto-retries. In most situations, the card on file may need to be updated first, but sometimes, insufficient funds was just the issue, and when the funds are available to the customer, a reattempt of the charge can be scheduled.

To initiate a manual reattempt on a payment, just hover over the failed payment and click it’s Options ‘. . .’ and select ‘Retry Payment’

You will need to confirm the reattempt. This will schedule immediately, and usually attempt within 15 minutes. This can not be undone, once scheduled.

Resume a Cancelled Payment Plan

If you need to resume a payment plan that was cancelled by you, or due to failed payments, you can quickly do this using the 'Resume Payment Plan' feature.

From within a Payment Plan Record that is in a cancelled status, just click 'Resume Payment Plan'

You will have the option to resume and run a charge on the Payment Plan immediately, or select a date in the future to resume charges based on the original billing frequency.

History

This is a quality of life section of your customer's Payment Plan Record that gives you a glance at major events that have taken place over the lifespan of the payment plan

This includes things like refunds, adjusting the billing date and cancelling the plan, as well as any 'Notes' you have added while making these changes.