OnRent supports Pay by Link with four different payment providers for different geographical regions.

1: Worldpay for the UK & Ireland market.

2: Dojo for the UK & Ireland market.

3: CCV for the Dutch market.

4: Transaction Junction for the South African market.

Before Pay by Link can be enabled you must have a merchant account with one of the four providers. Please see the payment providers onboarding pages for more details.

When you have the relevant configuration setup, you can proceed with starting to use this feature.

In order to enter your credentials with your preferred payments provider, head over to System Setup > Integrations.

Here you'll see the providers that are enabled in your region. You can only have one Active payment provider at any one time.

In this example we are going to set up Dojo. Simply activate the integration and then enter your credentials, in this case, your merchant password.

You can send a payment link for:

You can also process a refund for:

In order to send a payment link, your customer must have one of the following settings enabled:

Either "Cash Customer" or "Can Take Payments" must be selected.

Once that's done, you'll see the Take Payment option against the order & invoice.

When taking a payment for an Order you can add a deposit - when you take a payment, you are taking a payment against a posted invoice and the payments taken against an order allocate themselves to the oldest invoice first, and if linked to a finance system will automatically allocate to the invoices in there too.

As shown in the screenshot below, the correct payment method has been automatically set due to the Default Payment Method flag on the payment integration. As you can see there is an invoice of £14.00 and a payment outstanding. If there is more than one invoice against an order, you can take a payment for multiple invoices.

If required you can enter a lesser payment amount, however the system will default to the full outstanding value of the invoices related to the order.

When you hit confirm, the payment link is sent to the customer to the e-mail address on the account. You can see in the payments tab of the order that the status is "Awaiting Payment".

Note that you can cancel a Payment Link that is set to "Awaiting Payment".

What does your customer see?

The customer will get an e-mail as shown below - this includes their company name, your company name, the payment value alongside the payment reference (for example the order number or the invoice number and a unique code).

The customer then needs to hit the "Make Payment" button.

Once that's done, the hosted payment page for the relevant payments provider will load - here is the example of Dojo shown below.

Payment Successful

Once the customer has entered their card details and the payment has gone through, they will be taken to the following page.

They'll also get an automated e-mail confirming the payment receipt.

The payment will then show up as received in the OnRent payment history screen:

Payment Failed

If the following message is displayed when the customer clicks the link, it means the payment link was cancelled in OnRent or the payment link has expired. You will need to send them a new one if this is the case. The same applies if a customer payment was declined.

This will show as follows in the payments section of OnRent:

Refunding the Deposit

You can refund all or part of the deposit when processing an order as you would be able to when processing payment transactions as you would without the Pay by Link enabled.

Refunding against a Credit Note

In order to process a refund for an invoice you must have a credit note - the value of the credit note can be less than the original invoice and you cannot refund a value higher than the total amount of credit notes on the order.

This means a credit has to be created before a refund can be given, ensuring that you can only provide refunds when a credit note has been created by a specified user - you can remove the ability for a credit to be created against a role.

In order to process the refund, enter the payments screen, simply select "Refund" and choose your Pay by Link option - this will then default to the amount specified on the credit notes associated with the order, or the credit note itself if you're arriving at the payments screen from the Credit Note itself.

The refund will then take place and the funds will be returned to the customer. There is no payment link for them to put their card details into, the payments will simply be refunded and the money will arrive back in the customers account.

The status of the payment will change to refunded as shown below.

The refunds will always go back to the card they were paid on, and you cannot refund more than was originally invoiced.

You'll notice that on an order or invoice / credit note there is a "Payment Transactions" button. This is only available if you have the role privilege enabled "Payment Transactions". You can also access it from the Invoicing > Payment Transactions menu.

When you click this, it brings you to a detailed page about the transactions sent using the payment service (note this is different to your payments list against orders in OnRent).

It's a deeper dive audit trail of each payment and what happened to it and when. You can also cancel payment links from here. You might decide for example to check this screen periodically to understand whether your customer has received the payment link and whether its been paid or not, to progress an order to the next stage and dispatch the goods for example.

When you open it from an order or invoice, the search filters are pre-populated with the relevant data. If you open it directly from the menu, you can enter your filters to narrow down the results.

If you expand one of the branches, you can see the exact status changes, dates and times of each payment, enabling full traceability.