Generating Payment Links

Generating Payment Links

Payment links are secure, shareable URLs that allow your customers to make online payments directly. This guide will walk you through the process of generating payment links in EquiBillBook.

What is a Payment Link?

A payment link is a unique, secure URL that you can share with customers to collect payments online. When customers click the link, they can make payments using various online payment methods without needing to log into EquiBillBook.

Accessing the Payment Link Module

To create a new payment link:

1. Navigate to the Sales module from the main menu
2. Click on Payment Link
3. Click the "Add New" or "Create Payment Link" button

Required Information for Payment Links

When creating a payment link, you need to provide:

• Customer: Select the customer who will receive the payment link. This is a required field
• Amount: Enter the payment amount. This must be greater than zero
• Reference Number: Enter a reference number (e.g., invoice number, order ID) to track the payment
• Link Expiration Date: Set the date and time when the payment link will expire. After this date, customers cannot use the link to make payments
• Branch: Select the business location/branch (if using multi-branch setup)

Optional Settings

You can also configure:

• Notes: Add internal notes or customer-facing notes about the payment
• Tax Configuration: Select the appropriate tax settings if applicable
• Place of Supply: Set the place of supply for tax calculations
• Payment Gateway: Select which online payment gateway to use (must be configured in settings)
• Account: Select the account where the payment will be recorded

Generating the Payment Link

Once you've filled in all required information:

1. Review all the details to ensure accuracy
2. Click "Save" or "Generate Link"
3. The system will generate a unique payment link with a secure reference ID
4. The payment link status will be set to "Generated"

Understanding Payment Link Reference ID

Each payment link gets a unique reference ID (token) that:

• Ensures the link is secure and cannot be easily guessed
• Allows tracking of individual payment links
• Is used in the payment link URL

Payment Link Numbering

Payment links follow your configured numbering system:

• Links are automatically numbered based on your prefix settings
• Each link gets a unique reference number
• You can customize the numbering format in settings

What Happens After Generating a Payment Link?

After generating a payment link:

• The link is created and ready to be shared
• The status is set to "Generated"
• You can copy the link URL to share with customers
• The link appears in your payment link list
• You can track the link status and payment history

Tips for Generating Payment Links

• Always verify customer details before generating the link
• Set appropriate expiration dates to ensure timely payments
• Use clear reference numbers that help you identify the related transaction
• Ensure your payment gateway is properly configured before generating links
• Add notes to help track the purpose of each payment link
• Verify the amount is correct before sharing the link

Prerequisites

Before generating payment links, ensure:

• Online payment settings are configured in your account
• At least one payment gateway is set up and active
• Customers are properly set up in the system
• You have the necessary permissions to create payment links

Common Issues and Solutions

• Cannot select payment gateway: Ensure online payment settings are configured in Settings → Online Payment Settings
• Link not generating: Check that all required fields are filled and customer is selected
• Amount validation error: Ensure the amount is greater than zero
• Expiration date error: Make sure the expiration date is in the future

Next Steps

After generating a payment link:

1. Copy the payment link URL
2. Share it with your customer via email, SMS, WhatsApp, or other communication channels
3. Monitor the payment link status
4. Track when payments are received

Generating payment links in EquiBillBook is a straightforward process that enables you to collect payments efficiently from your customers. Once generated, you can share the link through any communication channel, making it convenient for both you and your customers.