What is a Payment Integration within Parish and Town Councils
A payment integration within Parish and Town Councils refers to the capability of accepting online payments for invoices and bookings. It allows council administrations to offer convenient payment options to their customers, streamlining the payment process and improving overall efficiency.
What is Payment Integration within Scribe Accounts
Payment integration within Scribe Accounts is a feature that enables users to connect their accounts with external payment processors, such as Stripe, to facilitate online payments. By integrating Scribe Accounts with a payment provider, councils can securely process payments for invoices and bookings directly within the system.
How to Add a Payment Integration in Scribe Accounts
To add a payment integration in Scribe Accounts, follow these steps:
If you haven't already done so, contact Scribe Support to enable this option for your account.
- Navigate to menu Account → Payment Integrations.
- If you don't have a Stripe Account, select the arrow next to 'Don't have a Stripe Account?'. You'll then see the 3 steps to set up Stripe, for now, click on 'Register for Stripe'.
- Once registered and logged into Stripe, click on "Developers" in the top right corner and "API Keys".
- Copy your Publishable key from Stripe and paste it in the 'Publishable key' box in Scribe.
- Click to reveal the Secret key in Stripe and copy and paste it in the 'Secret key' box in Scribe.
- Note that at the time of this article, Stripe transaction fees are 1.5% plus 20p per transaction (subject to change). As well as receiving a receipt, you will also be making a small payment. To account for this payment you'll need to select the bank account and cost code in which you wish to allocate Stripe transaction fees. By selecting 'None' it will go to the bank account on the invoice
- Please see here for further information on Stripe pricing.
- Once you're happy with the details entered, select 'Save'
By setting up payment integration within Scribe Accounts, councils can enhance their financial operations and offer seamless online payment capabilities to their customers.
Accepting Online Payments via a Sales Invoice
After setting up the payment integration with Stripe, any manual invoice created in Scribe will have an integrated reference number. This reference number is included on the invoice by selecting the option "Accept Online Payments with Stripe."
When a customer uses the payment link provided, several actions are automatically triggered:
- Invoice status update: The invoice status is automatically updated to "Paid" in Scribe
- Receipt creation: Scribe generates a receipt in the cashbook for the full value of the invoice
- Payment for Stripe fee: Scribe also creates a payment entry in the cashbook for the Stripe fee
When reconciling the cashbook transactions with the bank statement, you need to use the Stripe Dashboard. You can match the payments and receipts recorded in Scribe with the total deposit value received from Stripe, similar to reconciling a credit card statement.
To view the payment in Stripe directly from your Scribe account, select the sales invoice (Transactions/Sales Invoices the the 3 dots/View) via Actions, select 'View in Stripe'. Here you can view the payment details including the transaction fee value.
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