Manage automatic payments

You can manage automatic payments by setting up the auto-pay deliverables, changing the withdrawal date for policies on auto-pay, and removing policies from auto-pay.

Set up auto-pay deliverables

There are two notices associated with auto-pay:

  • Pre-Authorized Payment Schedule: A stock deliverable that provides a summary of the payment amounts and withdrawal dates for the policy on auto-pay. This deliverable is generated when a policy is added to auto-pay. See Customize a stock deliverable.
  • Direct Debit Letter: A custom deliverable that includes an explanation of how auto-pay works and a Direct Debit Payment Agreement so customers can sign up for auto-pay. This deliverable is made available to agents during the quoting process and to named insured’s on the policyholder portal. See Add a custom deliverable.

Send Direct Debit Letter on non-autopay policies

You can send a Direct Debit Letter to customers not currently on auto-pay. The Direct Debit Letter can educate customers about and encourage customers to transition to auto-pay.

To send the Direct Debit Letter

  1. Navigate to Settings > Deliverables.
  2. Locate and access the Direct Debit Letter in Custom Deliverables or build the Direct Debit Letter in Custom Deliverables.
  3. In the Mass Deliverable Setup dialog box, select one or both of these checkboxes: Print with Initial Declarations and/or Print with Renewal Declarations. When you select one or both of the checkboxes, an additional checkbox will appear: Print on non-autopay policies.
  4. Select Print on non-autopay policies.
  5. Select Save.

Change withdrawal date for policies on auto-pay

For policies on auto-pay, you can change the withdrawal date for all future payments within the policy term or for a single payment within the policy term.

To change the withdrawal date for all future payments within the policy term:

  1. Navigate to the policy’s Accounts Receivable screen.
  2. Access the Billing Setup tab of the Accounts Receivable screen.
  3. From the Withdraw Funds When dropdown list, select the option for when you want funds to be withdrawn. You can choose any option from On Due Date to 30 Days Before Due Date.

To change the withdrawal date for a single future payment within the policy term:

  1. Navigate to the policy’s Accounts Receivable screen.
  2. Scroll to the Account History section on the Billing Overview tab.
  3. Locate the invoice you want to change the withdrawal date on.
  4. Select the row of the invoice to display additional details.
  5. Select Edit and Reprint. The Edit and Reprint dialog box will open.
  6. Use the date picker to change the Due On date. The number of days before the due date funds are scheduled to be withdrawn, determined in the Withdraw Funds When dropdown list, will also impact the withdraw date. If funds are scheduled to be withdrawn on the due date, change the Due On date to the desired withdrawal date. If funds are scheduled to be withdrawn a number of days before the due date, change the Due On date to the desired due date plus the number of days indicated in the Withdraw Funds When dropdown list.
  7. Use the date picker to update the Cancel On date to meet state and agency requirements on the number of days that must exist between the due date and the cancel date.
  8. Select Submit.

Remove a policy from auto-pay

If a billing error occurs or if the customer requests to be removed, you can remove a policy from auto-pay.

To remove a policy from auto-pay:

  1. Navigate to the Billing Setup tab of the Accounts Receivable screen of the policy.
  2. From the Payment Method dropdown list under Recurring Billing Contact, select Manual Pay.