The Payment Processing page in LaundroPortal is where you manage all Stripe Merchant Accounts that take credit card payments at your location, and where you report on those payments and the payouts sent to your bank. It is used with Laundroworks-managed Stripe Merchant Accounts, which handle card payments at your VAC kiosks and in the LaundryCat app.
The page has four tabs:
Merchant Accounts: your Merchant Account details, fees, payout schedule, connected bank account, and who has access
Payouts: a report of the transfers sent from your Merchant Account to your bank account
Payments: a report of every card payment, with refund options
Registered Payment Methods: a list of customers who have saved a card
Note: the Payment Processing page can only be used with Stripe merchant accounts, as Stripe is the only payment processor integrated into the LaundroPortal.
If you use a different payment processor in your location, you will need to use your payment processor's own portal to manage your merchant account and to view payments, refunds and payouts to your bank account.
Opening Payment Processing
Log in to your LaundroPortal.
On the Locations page, click the address of your location.
In the Management Tools panel on the right side of the page, click Payment Processing.
The top of the page shows the Location ID, address and timezone. All dates and times on this page use your location's timezone.
Each tab has a Payment Processor drop-down, which is always set to Stripe, and a Merchant Account drop-down. If your location has more than one Stripe Merchant Account, pick the one you want to view before running a report.
Merchant Accounts Tab
This tab opens by default. It shows how your Merchant Account is set up and flags anything that could stop you from getting paid.
Account status messages
At the top of Account Information you will see:
Outstanding issues (orange): problems that could affect service, such as an issue with payouts to the connected bank account, or issues with the selected business type or company structure configured for the Stripe merchant account. Fix these first.
Applied Merchant Account for LaundryCat Payment Processing (green): this note confirms the account that processes payments made in the LaundryCat app.
Applied Merchant Account for Transactions at VACs (green): this note confirms the account taking payments at the listed VAC kiosk(s) (for example, VAC01).
Account details
Merchant ID and Merchant Account Name
Merchant Designation: the business type and company structure on file
Merchant Account Contacts: the registered representative
Created on: the date the account was set up
Merchant Account Requirements
Transaction fees: the fee charged on each approved transaction (for example, 4.00% per approved transaction)
Hold time on new Payments: how long new payments are held before they can be paid out (for example, 2 days)
Payment Statement Descriptor: the name customers see on their credit card statement (this can be customized by clicking on the Edit Merchant Account button)
Bank transfers: how often payouts are sent (for example, daily)
Payout Statement Descriptor: the name that appears on your own bank statement for each payout. Click the pencil icon to change it.
Country and Currency
Connected Bank Account
This shows the bank account that receives your payouts: the bank name, the last four digits of the account number, the transit and institution numbers, and the Account Status. If the status is Errored, payouts are failing. Click Edit Bank Account to review or update the bank details.
Account Access
This lists the LaundroPortal users who can see this Merchant Account. To give someone access, pick them from select a user to grant access and click Assign. To take access away, click the X next to their name. Only LaundroPortal users with Admin access can be added here.
Note: If your location doesn’t have a Stripe Merchant Account yet, you can create one yourself with ▶ Add New. See How to Set Up a New Stripe Merchant Account in LaundroPortal.
If your location already has a Stripe Merchant Account, including one you aren’t authorized to access, contact Laundroworks support before adding a new one. You may only need to be given access to the existing account by the LaundroPortal user who currently has access to it.
If you have access to it, the account is listed in the Merchant Account drop-down:
If you don’t have access to it, orange messages like these appear under Account Information when you choose ▶ Add New:
Edit Merchant Account and ▶ Add Existing also change how your location takes payments. Changing or removing the applied Merchant Account can stop card payments, and customers may need to re-enter their cards in LaundryCat. Contact Laundroworks support before making these changes.
Payouts Tab
Use this report to see what was sent to your bank account and to match deposits on your bank statement.
This is similar to the information provided by the Payouts Overview report, but this report lets you drill down into the specific transactions included in a batch payment from Stripe.
Running the report
Pick the Merchant Account you want to view. The Payment Processor is always Stripe.
Enter a Start Date and End Date, or use a shortcut: Yesterday, Last 7 days (the default), Last 30 days, Previous month or Month to date. For a longer range, such as the last 6 months, type the start date in the Start Date field.
Click Run Report.
Report summary
Total Number of Payout Records
Gross Total Payouts: the total before fees
Total Surcharges: surcharges collected from customers
Total Fees: processing fees taken out
Net Total Payouts: what was sent to your bank
Payout records
Each row shows:
Dates: when the payout was initiated and when it is expected to arrive
Operation: the number of payments, disputes and refunds in the payout, and the destination bank account
Reference: the payout's Ref ID, which you can give to support when asking about a payout
Amount: Gross, Surcharge, Fees, Net, Disputes and Refunds
Result: whether the payout was Paid or Failed. Failed payouts show a code and message from Stripe, for example account_closed (the bank account has been closed) or debit_not_authorized (the bank account isn't set up to accept both credit and debit transfers).
Some rows also include a note explaining why a payout amount doesn't match its payments. A payout can be higher because it includes money from earlier failed payouts, or lower because refunds or disputes were taken out.
Click Show associated Payment records to see the payments that make up each payout, and click Export to download the report.
Tip: If a payout shows as Paid but you don't see it in your bank account yet, most banks post funds the same day, but some take 2-3 extra business days. Payouts on weekends or bank holidays post on the next business day. A payout that fails can show as Paid at first and change to Failed within 5 business days.
Payments Tab
Use this report to look up individual card payments, check fees and surcharges, and refund a payment directly back to a customer's credit/debit card.
Running the report
Pick the Merchant Account you want to view. The Payment Processor is always Stripe.
Pick a Transaction Result: All transactions, Approved transactions (the default), Declined transactions, Disputed transactions or Refunded transactions. Reports with All transactions take longer to run.
Set the date range the same way as the Payouts tab.
Click Run Report.
Report summary
The top of the report shows the date range, the Payment Statement Descriptor, the Transaction Result and Transaction Origin you picked, then Total Number of Payment Records, Total Payments, Total Fees and Total Surcharges.
Payment records
Each row shows:
Date: the date and time of the payment
Operation: where the payment came from. KIOSK-CARD-PAYMENT is a card payment at a VAC (the row shows the device, such as VAC01). MOBILE-APP-PAYMENT is a payment made in the LaundryCat app.
Reference: the customer's account number, the card brand and last four digits, and the Tran ID. Click the account number (Laundry Card or LaundryCat App account number) to open the account (via the Card Tracker), or click the Tran ID to see the receipt data.
Amount: Gross, Surcharge, Fees and Net
Location: the Location ID
Result: for example Succeeded. Refunded payments also show the refund date, amount, reason and status.
Refunding a payment
Payments that can be refunded have a REFUND or VOID button in the Result column. Click it, enter the amount to refund (anything from $0.01 up to the full payment), and click Apply.
The original transaction fee is still charged, and the refund takes 2-3 business days to reach the customer. After refunding, remember to reduce the customer's balance by the same amount. For the full steps, see Refunding Transaction Payments.
You'll be able to tell that you've refunded a transaction, as it will list the Refund status, and the Refund amount in the Results column:
You can only refund a specific transaction once. If you issued a partial refund, you can't issue another refund on that transaction for another partial amount.
Click Export to download the report.
Registered Payment Methods Tab
This tab lists the customers who have saved a card with your Merchant Account (for example, in the LaundryCat app). It loads as soon as you open the tab, so there is no date range to set.
The Payment Method Information section shows the Merchant Account and the Total Number of Registered Payment Methods. Each row shows:
Account: the customer's account number. Click it to open the account via the Card Tracker.
Account Registration: the name on the account
Payment Method: the card brand and last four digits
Billing Address
Creation Date: when the card was saved
Use the sort drop-down to sort by account, name, email, payment method, billing address or creation date. Click the refresh icon to reload the list, and click Export to download it.
Need Assistance?
For help with Payment Processing, payouts or your Merchant Account, contact the Laundroworks support team at support@laundroworks.com or call 1-888-629-8620.