Through vendor integrations, BriteCore accepts credit card and ACH transactions.

Preliminary Work

  1. Enter into a contract with a BriteCore payment vendor (Authorize.net or Primoris) to process credit card and/or ACH payments
  2. Enter credentials for BriteCore to communicate with the payment vendor into Settings > Vendors. These credentials will be provided by the payment vendor
  3. For sweep payments, agencies must have their sweep account information stored in BriteCore's Contacts module

Core Concepts

Assume Payment Is Valid

If a payment is not immediately rejected by the payment vendor, BriteCore assumes the payment is valid and applies it immediately to the policy. This assumption exists to keep policies from entering non-pay or canceling as payment vendors and banks finalize the transaction, which can take from a day to a week. However, additional action will be required from you if the payment is ultimately declined.

Batching

The payment vendors BriteCore integrates with (Authorize.net or Primoris) allow you to define the time at which the batch settlement process occurs, typically late in the evening. Payments in BriteCore will appear as pending and incomplete until the time of the batch settlement. For example, a Credit Card payment made today at 10:45 a.m. CST will show as pending in the Payment Log and incomplete on the policy's Accounts Receivable tab until the batch settles at a defined time of, say, 11:00 p.m. CST. At that point the payment will display without the pending word in the Payment Log and as complete on the policy's Accounts Receivable tab.


BriteCore Setup General

Settings

Database Only

Days-To-Allow-Canceled-Policy-Payment

By default, agents cannot make sweep payments and outside payors cannot make electronic payments when a policy is canceled. This setting overrides the restriction:

  • When set to 0, payments cannot be made against canceled policies
  • When set to -1, payments can be made against canceled policies for an indefinite amount of time following policy cancellation
  • When set to a specific integer (e.g., 3, 15, or 45), a payment can be made against the canceled policies for the identified number of days after the cancellation date

To enable, update the value based upon the description above, and then run

#UPDATE settings SET value='0' WHERE option='days-to-allow-canceled-policy-payment'

Settings > Vendors

Enable the applicable payment vendor and enter the credentials.

Settings > Modules > Policies > Policy Lifecycle > Billing > Options

Prevent Agents and External Users from Making Billing Schedule Changes Mid-Term

Ensures billing schedule changes can be made on renewals only when a payor makes an electronic payment.

Settings > Modules > Policies > Policy Lifecycle > Payment > Options

Enforce Minimum (Currently Due) and Maximum (Payoff Amount) Payment Amounts When Making Electronic Payments from the Secure Checkout Page

Disallows a payor from under or over-paying a policy when making a credit card or ACH payment from BriteCore's secure payment page. This setting does not enforce the restrictions on agency sweeps made from Agent Portal > Payments.

Settings > Modules > Policies > Policy Lifecycle > Non-Pay > Payments

Disallow External Payments (Agent Sweeps and Electronic Gateway) Against Policies in Cancellation Pending for Non-Pay

Disallows an outside payor from making an electronic payment against a policy in Cancellation Pending for Non-Pay. However, a staff member who accesses the payment screen from the Accounts Receivable tab of the policy can make an electronic payment.

Disallow External Payments (Agent Sweeps and Electronic Gateway) Against Policies in Cancellation Pending for Non-Pay with a Poor Payment History

Disallows autopayments from pulling and outside payors from making an electronic payment against a policy in Cancellation Pending for Non-Pay when the account has the Poor Payment History system tag enabled. This setting is mutually exclusive from the above setting; only one of these two settings may be selected at a time.

Disallow External Payments (Agent Sweeps and Electronic Gateway) Against Policies in Cancellation Pending for Underwriting Reasons

Same setting as above but is applied to cancellation reasons other than non-payment of premium.

Settings > System Wide > Administrative Alerts

Public Payment has been Submitted from the Secure Checkout

The below email is sent any time a person makes a payment from the secure checkout screen.

It is recommended you establish a separate email address for this alert given the volume of emails that will be generated.

Public Payment Submitted
A public payment in the amount of [amount of payment] was made through the secure checkout for the following policies: 10-2016-1 on MM-DD-YYYY 12:00:00.

Payments

Payment emails fall into the below categories.

Sweep Payments
An email is sent when a sweep payment succeeds or fails:

BriteCore Alert: Sweep Payment Receipt
Attached to this email is a sweep receipt for the sweep payment made by [agency name].

This is an automated message sent by the BriteCore system. If you have received this message on accident, please disregard.
BriteCore Alert: Failed Sweep Payments
The following sweep payments failed verification:
[u'10-2016-1'] -- Named insured: [named insured]
Payment Method: {'paymentMethodName': '[payment method information]', 'paymentMethodId': u'ce8f73b4-d58d-4b35-a2c0-c0dff5e914a5', 'paymentMethodDescription': u''}
Payor: [payor name]
Amount: $79.00
Reason: The transaction failed to process: [reason for failure, such as the given name on the account and/or the account type does not match the actual account.]

Electronic Payments Report
An email is sent each day that summarizes all electronic payments.

Website

Many carriers prefer to drive traffic to their website. A Make A Payment button is added to the website. Once clicked, the Make A Payment button will direct to your BriteCore payment URL <sitename>.britecorepro.com/login/securePayment.

Deliverables

On billing statements (invoices) in Settings > Deliverables, include a sentence that indicates how a payor can pay his/her bill electronically. For example, if you prefer to drive traffic to your website, you might add "You can pay electronically at www.mywebsite.com."

BriteCore's Secure Payment Redirect (Legacy Payment URL)

While transitioning onto BriteCore, you may need insureds to pay their premium on policies in your legacy system. To accommodate this, we can link payors back to your current payment page. Provide the link to that page to IWS.

IWS Only

  1. Retreive the website URL from the client where payors make electronic payments on their legacy system
  2. A PR is required to implement the change. Create a ticket
    • Include the URL to the client's webpage
    • Notate that within the [client_website] section of the client's britecore.cfg file that
      • legacy_payments_url must be the URL
      • legacy_redirect must be set to True
  3. For more information, see PR 337

BriteCore Setup Sweep Payments

First Steps

  1. Receive permission from each agency to use their banking information
  2. Complete vendor integration
  3. Enter credentials in Settings > Vendors
  4. Ensure agents are attached to the correct agencies. For agents associated with more than one agency, the sweep account of the agency listed under Company will be available to the agent. However, the sweep accounts of all associated agencies can be available to the agent via a setting described below

Do not enter payment method information until the vendor integration has been completed. This is because BriteCore does not store payment method information; it is passed to the vendor.

Contacts Module

  1. Access the agency
  2. Click Payments
  3. Enter the banking information
  4. Click Information
  5. Scroll down the page to the Sweep Account section
  6. Check Has a Sweep Account
  7. Select the correct account from the dropdown
  8. Click Save

Settings

Permissions

  • agent/payments can hide the Payments module
  • agent/payments/scheduleSweep can display the Payments module icon but still disallow access to it
  • agent/payments/showSweepReport can hide the sweep report

Database Only

Auto-Submit-Sweep-Queue

When enabled, sweep payments will automatically process in the next Cron. An agent does not have to click Submit Sweep. When enabled, the transaction date for the sweep payment will be the date the payment processes rather than the date the payment was entered. For example, an agent enters a sweep payment on 7/1. With this setting enabled, the payment will process automatically the morning of 7/2. As such, the account history for the policy will record a date of 7/2.

To enable, run

#UPDATE settings SET value=1 WHERE option='auto-submit-sweep-queue'

To use this setting, version 2 of the payments code must be used. To enable, run

#UPDATE settings SET value=1 WHERE option='use-v2'

Auto-Submit-Sweep-Grace-Period

This setting works with the above setting and determines how many days should pass before the sweep payment is processed in the Cron. For example, if set to 2 then the sweep payment will remain in the sweep payment queue of the agent portal for two days. On the evening of the second day, the sweep payment will process. This setting allows the agent time to deposit funds into his/her agency's bank account.

To enable, determine the number of business days desired, input that number into the value column of the below update statement, and then run

#UPDATE settings SET value=1 WHERE option='auto-submit-sweep-grace-period'

Sweep-Report-Show-All

If agents can run a sweep report via the agent/payments/showSweepReport permission, the Sweep-Report-Show-All setting, when enabled, will show sweep payments made by all agents within the agency. If disabled, the sweep report will only show sweep payments made by the agent running the report.

To enable, run

#UPDATE settings SET value=1 WHERE option='sweep-report-show-all'

Suppress-Billing-Suggestion

If an agent attempts a sweep payment that does not match the amount due, BriteCore will suggest a billing schedule change. When enabled, the Suppress-Billing-Suggestion setting overrides the suggestions.

Pre-payments on installments are common on business and farm policies. Enabling this setting allows agents to make sweep payments that pre-pay a policy without BriteCore suggesting the billing schedule be changed.

To enable, run

#UPDATE settings SET value=1 WHERE option='suppress-billing-suggestion'

Allow-Agents-To-Make-Agency-Payments

If an agent belongs to more than one agency, enabling the Allow-Agents-To-Make-Agency-Payments setting grants access to every agency's sweep account to which the agent is connected. If disabled, the agent may only access the main agency's sweep account.

Important notes

  • This setting works only with agent logins; it does not apply to agency logins
  • This setting applies to the Payments module when an agent attempts to make a sweep payment; it does not apply to the application process as the associated agency's sweep account will appear on the Billing tab

To enable, run

#UPDATE settings SET value=1 WHERE option='allow-agents-to-make-agency-payments'

Agent-Payment-Amount-Zeroed

When enabled, the amount in the payment field defaults to $0.00 when an agent clicks Pay this amount. However, the amount will not default to $0.00 when an agent clicks Pay currently due. To enable, run

#UPDATE settings SET value=1 WHERE option='agent-payment-amount-zeroed'


BriteCore Setup Auto Pays

Core Concepts

Invoices

By default, auto pays pull against Initial, Renewal, and Installment invoices. Auto pays do not pull explicitly against Amended (Endorsement) invoices

  • However, funds can pull against an Amended (Endorsement) invoice if its due date matches the due date of an Initial, Renewal, and Installment invoice or if its amount is below the cancellation threshold setting
  • If the Amended (Endorsement) invoice is due before an Initial, Renewal, and Installment, funds will not pull and the policy could enter non-pay
  • If the Amended (Endorsement) invoice is due on the same date as an Initial, Renewal, and Installment, funds will pull
  • If the Amended (Endorsement) invoice is due after an Initial, Renewal, and Installment, funds will not pull and the policy could enter non-pay
  • A setting (see below) will cause funds to explicitly pull against Amended (Endorsement) invoices.

If an Initial, Renewal, or Installment invoice is not paid in full, the system will attempt to pull funds.

Withdrawal Date

The withdrawal date of the funds is the Due Date of the Initial, Renewal, or Installment invoice. This can be amended with the Withdraw Funds When option.

Remove from Auto Pay

If you are researching an issue with the policy's billing, such as an NSF, take the policy off auto pay.

Settings

Settings > Deliverables

Pre-Authorized Payment Schedule

Learn about the Pre-Authorized Payment Schedule.

Direct Debit Letter

This is used to retrieve permission and payment method information from an insured. Learn about the Direct Debit Letter.

Settings > Modules > Policies > Policy Lifecycle > Billing

Always Bill Auto Pay (Contact BriteCore Customer Service to Request this Change.)

Debits below the Do Not Issue a Bill If the Amount Due is Less Than setting threshold will not process. Checking this setting will ensure all debits pull, regardless of amount.

To update, contact IWS who will identify the applicable policy lifecycle id (or update all lifecycles) then run

#UPDATE policy_life_cycles SET alwaysBillAutoPay=1 WHERE policy_life_cycles.id='id here'

Settings > Modules > BriteQuote > Payment > Other

Insert the URL to the Direct Debit Letter for agents to access while quoting.

Database

auto pay include endorsement

When enabled, this setting will cause BriteCore to draft funds from amended (endorsement) invoices for policies on auto pay.

To enable, contact IWS who will run

UPDATE settings SET value=1 WHERE option='auto_pay_include_endorsement'


BriteCore Processing

Electronic Payment Workflow

Click on the image below to open in a new window. Access the raw file here.


How-Tos General

Enter a Payment Method for a Contact

Method 1

  1. Navigate to the Contacts module
  2. Access the contact
  3. Click Payments
  4. Within the Financial Accounts section, click the +
  5. Add the payment method information
  6. Click OK

Method 2

  1. From the Accounts Recievable tab of the insured's policy, ensure the applicable contact is selected as the Bill Whom
  2. Click Add New Payment Method in the Payment Method section
  3. Add the payment method information
  4. Click OK

Research a Declined Payment

  1. Navigate to the policy's Notes tab
  2. Search for Payment Declined
  3. Use the information provided when contacting the payment vendor

How-Tos Auto Pay

Put a Policy on Auto Pay

  1. Complete the BriteCore Setup
  2. Navigate to the Accounts Receivable tab of the policy
  3. Ensure the applicable contact is selected as the Bill Whom
  4. If the contact already has a payment method, it will appear in the Payment Method dropdown. Otherwise, add a new payment method via the method 2 above
  5. Select the payment method from the Payment Method dropdown

Remove a Policy from Auto Pay

  1. Navigate to the Accounts Receivable tab of the policy
  2. Select the Manual Pay option from the Payment Method dropdown

Change the Withdrawal Date

For All Invoices

  1. Navigate to the Accounts Receivable screen of the policy
  2. Recall that funds pull on the Due Date of the Initial, Renewal, or Installment invoice
  3. Select a new date from the Withdraw Funds When dropdown

For a Single Invoice that Is Not Yet Due

  1. Navigate to the Accounts Receivable screen of the policy
  2. Recall that funds pull on the Due Date of the Initial, Renewal, or Installment invoice
  3. Locate the invoice in question
  4. Click the gray arrow
  5. Click Edit and Reprint
  6. Change the Due Date to the desired withdrawal date, keeping in mind the Withdraw Funds When setting
  7. Update the Cancel Date accordingly
  8. If it appears, uncheck the Print Automatically checkbox
  9. Click Ok

Pull Funds on an Amended (Endorsement) Invoice

  1. Navigate to the Accounts Receivable screen of the policy
  2. Locate the next Initial, Renewal, or Installment invoice against which funds are scheduled to pull
  3. Click the gray arrow
  4. Notate the Due Date of the invoice
  5. Locate the Endorsement Invoice row
  6. Click the gray arrow
  7. Click Edit and Reprint
  8. Update the Due Date to match that of the Initial, Renewal, or Installment invoice
  9. Update the Cancel Date to be after the Due Date
  10. Click OK

FAQs

In the administrative portal, can I set the initial or recurring billing to agency sweep?
BriteCore does not currently support the initial or recurring payment method to be set to an agency sweep account. However, a one time sweep payment may be made from Accounts Receivable > Make Payment > Agency Sweep.

When payment is required with application submission, when does the electronic payment process?
The electronic payment processes as soon as the application is submitted whether the payment method is a credit card, ACH, or agency sweep. The payment is sent to the payment vendor, updates the Accounts Receivable tab of the policy, and generates a receipt.

FAQs > Sweep Payments

Within the Payments area of the Agent Portal (i.e. sweep payments), can an agent pay more than what is due?
No.

When payments are added to the sweep queue (Payments module) of the Agent Portal, when do the payments process?
When the agent clicks Submit Sweep or in accordance with the auto-submit-sweep-grace-period setting.

Does a sweep payment processed with application submission appear in the sweep queue (Payments module) of the Agent Portal?
No.

If an agent belongs to more than one agency, which agency's sweep payment method is available to the agent?
The agent may only access the sweep account associated with the lead agency unless the allow-agents-to-make-agency-payments setting is enabled.

Can agents make sweep payments from the Payments module on canceled policies?
A sweep payment cannot be made against a canceled policy unless the days-to-allow-canceled-policy-payment setting is used.

I use the Authorize.net payment vendor. The agency had a sweep account in BriteCore, but I had to re-enter it. The agency still cannot process sweep payments. What do I do?
Payment vendors store account information. Complete the following steps to correct the issue:

  1. Delete the sweep account from BriteCore using the X
  2. Login to Authorize.net's site
  3. Navigate to the Customer Information Manager
  4. Search for the payment method
  5. Delete the payment method
  6. Logout
  7. Login to BriteCore
  8. Access the agency
  9. Re-enter the sweep account information

FAQs > Auto Pays

Can an agent add a payment method for an insured?
Yes, but only during the quoting process when the application is unsubmitted. Once submitted, the agent can no longer add a payment method.

An account is behind (perhaps due to conversion), how do I get the account back on track?
Make a one-time payment by clicking Make Payment on the policy’s Accounts Receivable screen.

Does an invoice print for policies on auto pay?

  • No. Instead a Pre-Authorization Payment Schedule prints that summarizes when and for how much funds will pull.
  • Endorsements are an exception. Endorsements are not represented on the Pre-Authorization Payment Schedule and must be billed separately by manually printing then mailing the invoice.

How can I monitor auto pays?
In Settings > System Wide > Administrative Alerts > Processing > Payments, enter your email address then click Save. You will receive a daily Electronic Payments Report that reports failed electronic payments. In addition, the Other section will show auto pays scheduled to pull that evening.

If a payment NSFs and the payment method is updated, will BriteCore pull the funds even if the invoice due date has passed?
Yes, funds will pull.

Can an insured set him/herself up on auto pay?
Not presently.

Can I put a policy on auto pay at any time during the term?
Yes. As long as a policy is changed to auto pay at least three days prior to the date the funds are scheduled to pull, BriteCore will pull funds.

An account is on annual auto pay and is paid in full. An endorsement was performed that increased the premium. Will the funds automatically pull against the amended (endorsement) invoice?
No, funds do not pull directly against amended (endorsement) invoices. Either print and mail the invoice or process a one-time electronic payment against the policy. For the latter, you must have the ACH/CC information on file as BriteCore does not store that information.

The auto pay process failed overnight due to a vendor issue. Will the policy enter non-pay this evening if the vendor issue has been addressed?
Assuming the vendor issue has been resolved and the payment method is valid, the policy will not enter non-pay because the Cron processes auto pays before non-pays.


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