Say goodbye to chasing credit card numbers for charges and balances! SmartRec gives you the tools to support your client payment needs; from rerunning failed payments, tuition and automated payments to batch invoicing and billing on the fly.

Our Card on File feature offers organizations the ability to:

  • Offer a faster checkout experience;

  • Charge clients' credit cards and bank accounts directly and clear balances;

  • Charge multiple clients simultaneously;

  • Set up new installment plans in a client's file;

  • Securely manage sensitive payment information.

How it Works

1. Identify clients with a card on file

2. Checkout and pay on behalf of clients

3. Pay off a balance and/or set up custom installments 

4. Mass charge cards on file

1. Identify Clients with a Card on File

Clients can save up to 10 credit cards and 10 eChecks in their personal account; meaning they won’t need to input payment details every time they make a purchase. They can also authorize your organization to use a credit card and/or bank account on file for future payments. Click here for more details.

If a client authorized your organization to use their credit card and/or eCheck on file, you can charge them using their saved payment details.

  • In the Clients>Accounts (or People) subtab, add one (or both) search filter(s): Saved credit card>Yes and/or Saved eCheck>Yes.

  • Fine-tune your search results by program, activity and/or membership by filtering in the People subtab.

  • Unauthorized organizations can't filter or access credit cards or eChecks on file.

Payment information isn't saved in SmartRec. It's sent to the payment processor which adheres to the strict PCI guidelines which stipulate rules to ensure confidential information is protected. All requests are sent over HTTPS which uses TLS1.2 as a means of encrypting data. This protocol ensures data is encrypted in a way that's unbreakable.

2. Checkout and Pay on Behalf of Clients

Add a purchase on behalf of your client and go through admin checkout as usual.

  • Select the entire amount or specify if it's a partial payment.

  • Unauthorized organizations must input the client's payment information as usual.

  • Authorized organizations will see saved credit card or eCheck details populate. You only have access to the payment details you are authorized to see.

  • You can change the billing information (i.e. address) if required.

  • Use a different credit card or bank account if it isn't already a saved payment method. Keep in mind you can't a different card or eCheck (bank account) for future use. Finally, this option isn't available when purchasing a subscription for clients with a saved credit card or eCheck.

  • Click Pay Now to create a payment receipt in the client's account, which is automatically reconciled to the invoice.

👉 A billing address is necessary as clients sometimes use addresses other than their home address. Not only are refused payments reduced, but it ensures compliance with the most current security measures recommended by payment processors. Click here to learn more!

3. Pay off a Client's Balance and/or Set up Custom Installments 

Settle a client’s outstanding balance and/or create custom installment payments by using the Operations menu, or expanding an invoice.

  • Select Make a Payment.

  • Select the invoice(s). Apply an existing credit as payment (if available).

  • Write the payment amount and choose ‘Credit card ' or 'eCheck'.

  • Encrypted payment details auto-populates if the client saved a payment method.

  • To configure the payment in installments, check the Installments option and proceed with the configuration in the drop-down.

  • Make payment.

👉 If a client buys a subscription or sets up installments without using a saved payment method, they must contact your organization if ever an edit needs to be made to the credit card or eCheck that was used for the purchase. Admins can view and update the payment method on subscriptions and planned installments in the Upcoming payments subtab.

4. Mass Charge Card on File

Mass charging cards or eChecks on file may come in handy when:

  • Charging late fees;

  • Charging for extras that are not found in your Amilia store;

  • Processing payments for multiple customers in the same activity.

Create a Mass Invoice Followed by a Mass Charge

Before taking payment, create a mass invoice for fees/extras not found in your SmartRec store:

  • In the Clients>People subtab, filter for the clients you wish to invoice. Results are per page.

  • Select the client account(s) to invoice by applying a check mark next to their name(s). To choose all accounts per page, check the first box on the left. 

  • Via Operations, select 'Create Invoice' and configure your invoice.

  • An invoice is created per person.

  • Repeat these steps for each page of results.

  • You can also create an invoice in an individual client account by accessing their respective Client Billing subtab>Operations>Create Invoice.

  • You can also filter by Account, in which case you would be applying an invoice to the account owner only. 

Take Payment by Mass Charging

When an invoice exists (by purchasing in your store or by creating a mass invoice) you may proceed with mass charging credit cards or eChecks on file.

  • Via Clients>People (or Accounts), filter for the clients you just invoiced.

  • Apply a filter for saved credit card and/or eCheck and select applicable clients.

  • Via Operations, select Mass charge credit card. Add notes if necessary. 

  • If you filtered by People, a charge is applied for each participant on the list. In the case of Accounts, a charge is applied per account, regardless of the amount of participants within the account.

  • The amount you charge will create a payment receipt (not reconciled). Click here for more information about reconciling payments with invoices.

  • Repeat these steps for each page of results.

Card on File simplifies payments by streamlining online and in-person transactions!

We are committed to providing you with the tools you need to facilitate and automate payment. If you have any feedback and ideas on how we can further improve payment, please email us at

You might also be interested in:

Email Preferences

How Clients Save their Credit Card on File

Automated Subscriptions

Recurring Payment Solutions- Programming Installments

Edit Installments in the Client's Account

Creation of mass invoices/credits

Making a purchase for your customers

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