Payments by Filevine allows users to receive payments from their customers via custom account links, payment requests, or emails with a secure link where the client can pay the invoice directly. Filevine users can track payment requests and transactions on the Payments page. Sign up for Payments by Filevine now.
Bank Account Setup
View the Payments button in the top right corner of the Billing Advanced tool. Click on this button to navigate to the Payments page. In the Payments page, select Accounts from the left side menu. Click + Add Account in the top right corner.
Select your account type: standard or trust. Fees for standard accounts will be deducted from that account. Fees for a trust account must be deducted from a selected standard account.
Note: Because a trust account must be linked to a standard account for processing fees, a standard account must be created before a trust account can be created.
Enter the account name. For trust accounts, select the Fee Account: the bank account where the credit card transaction fees are drawn from. The fees must come from an existing standard account.
Click Create Account, and follow the steps for the account onboarding process.
Filevine users can send a payment link for a finalized invoice to a client through email, or collect a payment on the client’s behalf.
You can view the Payments button in the top right corner of the Billing Advanced tool. Click on this button to navigate to the Payments page.
Send an Invoice
Once an Invoice is in the “Final” status, you can begin the payment process by selecting either Send by Email or Collect a Payment from the invoice dropdown.
When you click Send by Email, the invoice is sent to the project contact’s email address with an attached PDF copy of the invoice and a link to the Payments portal, where the recipient can pay the invoice. The email may take a few minutes to send.
The Collect a Payment option will allow a Filevine user to navigate directly to the payment screen themselves, where they can enter client information on their behalf.
Note: You can also generate payment links from the Payments page. You can generate both a link for an individual payment and a generic link for the account, which can be used to make payments of any amount. Read more in the subsequent section.
Pay an Invoice
On the payments screen, the user can enter payment information and make the payment.
If you are using an invoice-specific payment link, then the account, amount, and payment ID will already be filled. (If you are using a link generated for the account, you can fill in the desired amount.) The invoice can be repaid using:
- a card
- A bank account (ACH)
- pre-authorized debit
- Google Pay
- Apple Pay
The user’s information will be authenticated and saved.
When a Payment is Made
Once a payment is made:
- the associated invoice in Filevine will be updated to “Paid” status
- the payment is reflected in the Filevine project’s Payments & Transactions (in the Billing section > Summary tab)
- the payment is moved to the “Completed” tab in the Payments page
Navigate to the Payments page by clicking on the Payments button in the top right corner of the Billing Advanced tool.
On the Payments page, you can view a list of all transactions with their statuses, any disputed payments, and a list of the accounts that you have set up for Payments. You can also generate links and request payments directly from the Payments page.
In the Transactions section of the Payments page, you can view a list of your transactions, separated into “Pending” and “Completed” tabs. You can also view any disputed charges in this section.
Click Pending to view all transactions that have not yet been paid, and Completed to view all transactions that have been paid. Transactions in each list include the following details:
- Date: date of the initial request
- Payor: the name of the project contact who received the email request
- Account Name: the name of the bank account the money was paid to
- Reference ID: a unique reference number generated when the payment request is first sent or the reference ID entered when creating an ad-hoc payment request
- Invoiced: the invoice total
- Status: an icon indicates whether the payment is pending, voided, completed, or refunded
- Received: the amount received
You can filter these transaction lists by date range or by account using the dropdown filters at the top.
Click on a transaction in the list to open the transaction details flyout. Here you can view the transaction details, generate a link, and void or refund the transaction.
Pending transactions can be voided and completed transactions can be refunded. To void a transaction, click Void Transaction at the bottom of the flyout. The transaction will show an “x” icon instead of an hourglass icon, indicating the change from pending to voided.
To refund a transaction, open a completed transaction and click Issue Refund at the bottom of the flyout.
To generate a link to pay the transaction, click Generate Link in the transaction’s flyout. This link can be used to pay the transaction amount, just like the link in the email.
Click on the Accounts section to view all bank accounts you’ve set up with Filevine payments.
You can also add bank accounts by clicking + Add Account in the top right corner.
You can generate a link for payments to the account of any chosen amount. To generate a general account payment link, click the vertical ellipsis next to the account and select Get Payment Link. Then, in the flyout, click Copy Link.
Payment requests can be made directly from the Payments page. Click + Request Payment to begin a payment request. You will be asked to select:
- the bank account
- reference ID (from the invoice)
- Payor ID or email
- Payor name
When you have filled in all fields, click Request to send the email to the listed payor.
In the Disputes tab of the Payment page, you can handle any charges disputed by the recipient. Here, you can review the details of a disputed charge and select evidence to submit against the dispute.
Note: If you have a disputed charge, a banner shows at the top of the Transactions section to alert you.
Click the Disputes tab to view a list of any disputes and their details and statuses, which are as follows:
- Pending: a charge has been disputed and requires action from you
- Review: the submitted evidence has been sent for review
- Won: the dispute has been decided in your favor and closed
- Lost: the dispute has been decided in the favor of the customer and closed. The account with the dispute will be charged.
Select a transaction from the list to open the flyout, where you can view additional details about the dispute, including
- transaction date
- fees charged
- payor email
- fees refunded
- payment account
- dispute reason
- reference ID
- dispute type
- evidence due date
Review the reason behind the dispute and the deadline you have to provide the evidence here. Then, click Provide Evidence to provide evidence against the dispute, or click Concede if you wish to concede the dispute to the client. Conceding is not recommended practice, and we encourage you to engage with your client to retract the dispute and then issue a refund.
To provide evidence, select the relevant evidence category and either upload a document or enter explanatory text, prompted. You can provide multiple categories of evidence, but you can only provide one piece of evidence per category. Once you’ve added a piece of evidence, it cannot be edited, so add carefully.
The categories are as follows:
- cancellation policy
- customer communication
- duplicate charge explanation
- refund policy
- service documentation
Once you have provided all evidence, click Submit for Review and confirm. Once you have submitted the evidence for review, it cannot be edited or changed.
Once you have submitted the evidence for review, the dispute changes to review status. It typically takes 7–14 days to receive a decision. At that time, the dispute will change to either won or lost status.