Automatic Charging lets you set payment collection for your Facility business on autopilot, improving cash flow with automatic retries and support for multiple payment options. This toolset is designed to help businesses get paid faster and easier, so you have time to do more of what you love!

When enabled, Automatic Charging will run on the days of the week you have selected at the time you have specified. You can set Automatic Charging to run once per week, seven days a week, or any frequency in between.

Automatic Charging charges the balance due on an invoice on or after the invoice's due date. If changes to the invoice's scheduled events result in a change to the due date, the auto-charge date will also be recalculated for that invoice. You can also manually edit or cancel the scheduled auto-charge date for any individual invoice from the Edit Invoice screen for that invoice.

When Automatic Charging is first enabled, it will be enabled for all clients by default. However, you have the ability to enable and disable Automatic Charging for any individual client, which we'll cover in more detail below.

Twenty-four hours prior to a scheduled auto-charge, we will send an email to the client with a reminder that they will be charged tomorrow. This email will include the follwoing:

On the day and time Automatic Charging is scheduled to run on an invoice, the following actions will take place:

To begin, navigate to the Settings > Invoicing & Payments > Automation section of your account and enable Automatic Charging:

Select one or more weekdays that you want Automatic Charging to run on every week:

This setting determines the time of day Automatic Charging will run on the days specified above. This will also determine what time the 24-hour reminder email will be sent the day prior:

This rule determines when an invoice should be automatically charged. The options are:

Any new clients added to your account will have Automatic Charging enabled or disabled based on this setting:

Determines whether or not to send an email to clients notifying them that we were unable to successfully charge their invoice(s):
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Determines whether we should try only one payment method or multiple payment methods (Automatic Charging will never try more than three payment methods):

From the Invoicing > Automation section of your account (which will only be made available to you once you have enabled Automatic Charging for your company), you can view all upcoming Automatic Charges under the Upcoming tab and a full history of previous attempts under the History tab.

The Upcoming tab lists every invoice scheduled to be automatically charged. From this view, you can see the scheduled date and time of the charge, the invoice's due date, the total charges on the invoice, the amount still due to be charged (before any credits or open payments are applied), and the default payment method on file for the client:

The History tab lists all previous Automatic Charging attempts. You can filter these past charges by Invoice Due Date or Payment Date for any specific date range. From this view, you can see the invoice's due date, the date(s) of the attempt, the amount attempted, and whether the attempt succeeded or failed:

In the Invoicing > Automation > Clients tab, you can see a master list of your active clients and toggle Automatic Charging on and off for each of them. You can filter this list to show only clients with Automatic Charging enabled, disabled, or both:

In the Invoicing > Automation > Clients tab, you can enable or disable Automatic Charging for all clients with just a few clicks. At the bottom of the client list, find the Bulk Action tool:

To enable Automatic Charging for all clients, select Enable For All Clients in the dropdown menu, then click Perform Bulk Action. A pop-up window will appear, asking you to confirm this action:

To disable Automatic Charging for all clients at once, select Disable For All Clients from the dropdown menu, then click Perform Bulk Action. A pop-up will appear, asking you to confirm this action:

An invoice that is eligible for Automatic Charging can have one of eight statuses. These statuses are visible in the Edit Invoice screen, directly under the due date. Here, we will explain what each status means.

The invoice is eligible for Automatic Charging, and a future date is scheduled. You can manually adjust the scheduled date or disable Automatic Charging for that specific invoice by clicking on the pencil icon next to the listed Auto Charge date:

The invoice no longer has a balance due, and thus no payment is required. This can be the result of a manual payment being made, events being cancelled or deleted, a discount being applied, and various other reasons. If the invoice later becomes open and has a balance due, the invoice will be rescheduled for Automatic Charging:

An Automatic Charging attempt failed at least once but will be retried on the current Auto Charge date listed:

We have exhausted all retry attempts, and Automatic Charging has permanently failed for this invoice. This invoice is no longer eligible for Automatic Charging. Instead, an Admin or Scheduler with the correct permissions will need to charge the client's card manually, an Admin or Scheduler with the correct permissions will need to log a manual payment (like cash or check) for the invoice, or the client will need to manually submit the payment through their Client App or Portal:

Automatic Charging successfully ran. This invoice is not eligible for Automatic Charging again, even if the invoice becomes open again. If the invoice becomes open (like by adding additional events or editing existing charges), an Admin or Scheduler with the correct permissions will need to run the client's card manually, Admin or Scheduler with the correct permissions will need tolog a manual payment (like cash or check) for the invoice, or the client will need to manually submit the payment through their Client App or Portal:

The client does not have an accepted payment method on file, so we cannot auto-charge this invoice. Once this client adds an accepted payment method, the invoice will be rescheduled for Automatic Charging:

The invoice's due date is greater than 180 days in the past. If it is updated to less than 180 days in the past, it will be rescheduled for Automatic Charging:

Automatic Charging has been manually disabled for this invoice. You can re-enable it by clicking on the pencil icon and selecting a new Auto-Charge date:

Invoices with a due date that is more than 180 days old are not eligible for Automatic Charging.

The Time Of Day specified in your settings is when we will start Automatic Charging on each enabled day, but it does not guarantee that every client's charge will run at exactly that time. Due to throughput limitations on our payment providers, the number of charges you are running and the number of other Time To Pet customers configured to run at that same time will affect how close to that time each particular charge will be executed. We strive to execute each charge within thirty minutes of that window, but it is not guaranteed.

We determine which payment sources to run in which order with the following rules:

For example, if you have ACH and Credit Cards enabled, but Credit Cards are your preferred type, and a client has the following payment methods available,

we will try these payment sources in the following order (remember we will try at most three payment methods, so Bank 123 will not be tried):

If, however, ACH is your preferred type, we will try the payment methods in this order:

If an auto-charge date has been manually overridden, we will not automatically recalculate it when the invoice's due date is adjusted.

Once an invoice has been successfully charged, or if it has failed permanently (as in five separate failed attempts were made), the invoice will never be auto-charged again. Instead, an Admin or Scheduler with the correct permissions will need to run the client's card manually, a manual payment will need to be made (such as by cash or check) and logged for that invoice, or the client will need to manually submit the payment through their Client App or Portal.

Clients are not able to enable or disable Automatic Charging; only an Admin in your Facility account can enable or disable Automatic Charging for a client.

When marking clients Active from Inactive, Automatic Charging needs to be manually re-enabled in the Invoicing > Automation > Clients section of your account by an Admin. It will not re-enable automatically.