Purchase on Invoice

In this article, you will learn how to use the payment method “Purchase on Account” to allow your customers to pay by invoice.

General Information

With "Purchase on Invoice", your customers automatically receive PDF invoices via email, which they can pay using the Swiss QR code. You can define a custom process with automated payment reminders and dunning notices to ensure that customers do not forget to pay their invoices.

The payment method "Purchase on Invoice" is part of the Payrexx Pay payment provider.

Payment Process

When a customer selects "Purchase on Invoice" as the payment method, Payrexx automatically sends an invoice to the customer’s email address. The invoice includes the bank details and a reference ID of your Payrexx instance.

The bank details shown on the invoice are not yours but those of Payrexx. This is because the amount is first transferred to your Payrexx account and only then paid out to your bank account.

Incoming payments are reconciled with the transaction overview in Payrexx each morning. As soon as a payment is confirmed, the transaction status changes from "open" to "confirmed". The amount is then transferred to you with the next payout.

Links

• Information on the Payrexx website

Features

Payment types

• ✅ One-time payment

• ❌ Refund

• ❌ Partial refund

• ❌ Pre-authorization

• ❌ Tokenization

• ❌ Recurring payments

Features of "Purchase on Invoice"

• ✅ Automatic invoice generation and email delivery

• ✅ Invoice payable via Swiss QR code

• ✅ Automatic payment status update

• ✅ Customizable dunning process

• ❌ Credit check

• ❌ Debt collection services

Country Availability

Purchase on Account is part of Payrexx Pay and is therefore only available to merchants from 🇨🇭 Switzerland:

Country Availability

Setup

Please make sure to log in to Payrexx before you begin. If you don't have an account yet, please register with Payrexx.

Activating "Purchase on Invoice"

To receive payments via "Purchase on Invoice", you need to activate the payment method in your Payrexx account. Follow the steps below:

• Navigate to Payment Providers in the main menu of your merchant administration.

• Click "Configure" next to "Payrexx Pay".

• Scroll down and check the box for "Purchase on Invoice":

Activating the "Purchase on Invoice" payment method within Payrexx Pay

Configuring the dunning process

• Navigate again to Payment Providers in your merchant administration.

• Click "Configure" next to "Payrexx Pay".

• Scroll down and click "Change Settings" next to "Purchase on Invoice":

"Purchase on Invoice" payment method settings

• Configure your desired settings for payment reminders and dunning notices:

"Purchase on Invoice" payment method configuration options

1. Sending Options: Enable the toggle to have Payrexx automatically send invoices to customers who order using the "Purchase on Invoice" payment method (recommended). If you disable the toggle, you must provide the customer with the necessary bank details for payment yourself.

2. Due Date: Set the payment term you wish to grant the customer. The due date will be displayed in the header of the invoice.

3. Reminders: Define when payment reminders and dunning notices should be sent. In the example above, the following process was defined:

   1. 3 days before the due date: a reminder is sent.

   2. 5 days after the due date: the 1st dunning notice is sent.

   3. 10 days after the due date: the 2nd dunning notice is sent (including a CHF 5.00 fee).

   4. 20 days after the due date: the 3rd dunning notice is sent (including a CHF 20.00 fee).

4. Message to Recipient: Optionally, add an invoice text or message to the invoice recipient. The text will appear as body text in the email and in the PDF invoice, placed between the title and the invoice items.

5. Terms of Use: Optionally, add an additional text. It will be displayed on the invoice below the total amount.

6. Company Information: Display the business information in the footer of the invoice. You can adjust this information in your company details.

Click "Save" to complete the configuration of "Purchase on Invoice".

The payment method "Purchase on Invoice" is now successfully configured.

Payment from the Customer’s Perspective

• The customer selects the "Purchase on Invoice" payment method by clicking on the icon:

Selecting "Purchase on Invoice" as the payment method

• The customer enters their contact details and clicks "Pay":

Confirming payment with "Purchase on Invoice"

1. Once the order is completed, a confirmation will be displayed:

Displaying the order confirmation on screen

1. The customer receives two emails: the first email contains an order confirmation:

Automatically sent order confirmation by Payrexx

1. The second email contains the invoice:

Automatically sent email by Payrexx with invoice as PDF attachment

1. The invoice is included as a PDF attachment in the email:

PDF invoice

Payments using the Swiss QR code only work if the customer executing the payment has an account with a Swiss bank. If this is not the case, the payment cannot be allocated. In such cases, it will be refunded.

Changing the Sender Address

By default, invoice emails are sent from the email address that is registered as the account owner in the user administration section:

The account owner in the Payrexx user administration

If you would like to define a different email address as the sender, you must add the desired email address to Payrexx as a user and assign it as the account owner. You can find detailed instructions in the corresponding article.

Possible Errors and Their Causes

Payment status is not updating

If the payment status in Payrexx is not updating even though the customer has made a payment, it is usually because the customer did not use the payment options specified on the invoice but chose a different method instead. In this case, the system cannot update the payment status.

Transaction of type "Purchase on Invoice" with open payment status

If you have received the customer's payment, but the system still marks it as "open," please proceed as follows:

1. Navigate to Payments > Transactions and locate the relevant transaction.

2. Click on the transaction to open the details view.

3. Click on "Cancel":

Canceling a "Purchase on Invoice" transaction in Payrexx

1. The transaction will remain in the system, but its status will change from "open" to "cancelled." As a result, no further payment reminders will be sent.

Transaction of type "Purchase on Invoice" with canceled payment status