Thanks for the comments so far, keep them coming.
A few clarifications:
1. We're still using ledger pads, pencils, erasers, and adding machine for the actual bookkeeping activity (old habits and practices die hard). I do use excell for creating invoices and for the estimating of payments that I do. So, integration with Quickbooks or a more automated system is not a requirement.
2. I definitely do not want any access to the client's account information. Let the third-party provider deal with the risk of being hacked. "Just send me the money."
3. No problem with still getting paper checks and making deposits. I used to drive them over to the bank when doing other errands. Now we use a cellphone-based scanning upload process. Supposed to be less hassle than physically depositing the check, but getting the image accepted can take longer than the drive to the bank sometimes.
4. My bank doesn't allow use of Zelle for business accounts, which is unfortunate.
5. My thought has been to present electronic payment as an option in my Owner-Architect Agreements, perhaps with an attachment that clues the Owner in to the process, and has a place for them to affirmatively accept the conditions. Maybe those conditions are a flat fee to be added to each electronic payment, or all of or a split of the processing fee (perhaps a split if they pay within 2 weeks of getting the invoice ... ) (having worked for some agencies which, by statute, were required to pay quickly if there was any reduction to the invoice if any discount was offered - so 0.5% would get you cash flow faster!).
Bottom line, I would like to make it easier for people to pay me. "Can't get owner's signature on check because he is out of country, but can pay by card" and "guess I need to order checks now, since I used them up and do everything on-line" is frustrating to hear. On the other hand, "my bank will take about ten days to mail you out my authorized check" is fine.
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Joel Niemi AIA
Joel Niemi Architect
Snohomish, WA
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Original Message:
Sent: 02-03-2022 06:25 PM
From: Lee Calisti
Subject: Online Client Payment Options
I am not sure if you are asking to move away from checks or your clients are asking. However, I still accept only checks with a few clients that issue an ACH transfer. I have no interest in credit cards, Venmo, or other digital methods. My bank doesn't offer Zelle or similar transfer yet.
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Lee Calisti AIA
lee CALISTI architecture+design
Greensburg PA
Original Message:
Sent: 02-02-2022 02:39 AM
From: Joel Niemi
Subject: Online Client Payment Options
My client billings request payment by check (personal, cashier's) or money order. Being able to copy those checks (when they do come in) as a record of payment is favored by my bookkeeping support.
But in the digital world, it does seem to be a quaint request. Maybe it is time to accept electronic payments. I'm sure that many of you do so.
I think my requirements are rather simple:
1. Needs to go into my business account (so the person-to-person transfers are out).
2. Needs to be easy for someone to pay, from whatever account they want to pay from.
3. Should tell me when a payment has been made.
4. Should be affordable. Paying 3% to a credit card processor is something I want to avoid. 1.5%, maybe.
4a. If it could automatically charge the processing fee to the payer (many government online payments do this), that would be OK.
5. Must be secure. I don't want someone draining my account.
6. Ideally, when I send an invoice, there is a link built-in which the client can click and readily make payment.
What am I missing?
Which services seem to work?
What practices have you used?
Thanks,
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Joel Niemi AIA
Joel Niemi Architect
Snohomish, WA
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