Payment authorizations are crucial for advisors as they play a significant role in preventing fraud, ensuring proper documentation, and providing legal protection. These authorizations verify that using a client's credit card is authorized by the client, reducing the risk of fraudulent transactions and chargebacks. Collecting credit card data in this way fosters client trust by demonstrating professionalism, ensuring compliance with industry standards, and streamlining payment processes to prevent delays and errors.
Trip Payment Authorizations is enabled by navigating to Settings > Agency Settings > Features and checking the box.
The Payments tab in a Trip now includes a section for Payment Authorizations above the list of Payments already applied to the Trip. Both sections can be collapsed by clicking the arrow button on the right side of the section header.
To add a new payment authorization, click + Add Payment Authorization.
A popup will appear. Enter an authorization amount and description.
Click Save Authorization and then Save All at the Trip level. A new payment authorization with a status of Pending will be created.
Authorizations are active for 10 days, and must be completed by the Client within that time or a new authorization must be sent.
There are two ways to send the payment authorization to a client:
1. Email the authorization to your client by clicking the envelope icon, generating an email popup. The authorization link will auto populate in the email body. Format the email as desired, or use an email template. Send to the Client or schedule the email for a later date. Note: your email must be configured in your User Profile to email directly from Tres.
2. Click on the authorization line item to open a popup with full details. The Payment Authorization link is listed at the top. Click on the copy button to copy the link to your clipboard and paste it in an email or use it as needed.
The authorization that the Client receives follows the branding rules of Tres in regards to Advisors, Branches, and Agency, and will display the logo and hex color accordingly. It will also display the Trip and authorization data, as well as populate the physical address from the Client profile if available.
Credit card data is securely submitted via the authorization, and stored on a separate PCI compliant server with TokenEx. Once submitted, credit card and cvv data are available for 7 days.
Clicking on the Payment Authorization line item will open a popup with full details including the authorization hyperlink, client details, submitted credit card data, and expiration dates. Click on the eye icon to view credit card and cvv data after reauthenticating.
Tracking Submitted Payment Authorizations
An email notification will be sent when a Client completes a payment authorization. Emails are sent to the Trip Advisor's primary email address entered in their Advisor profile, and will CC any users associated with that Advisor. Advisors with no email in their profile will have emails sent to the first user associated with them. If no Advisor is associated with the Trip, the email will be sent to the agency's email address entered in Agency Settings.
We also recommend creating views using the Trip filters with Payment Authorization Status selected for quick access to pending or newly submitted forms.