The integration of Access Payments with Access Care Rostering and Access People Planner offers users a comprehensive solution for managing invoice payments. By enabling global and user-level payment permissions, customers can integrate with payment processing at the invoice run level.

When this feature is enabled, generated invoices will include a payment link on both the PDF and email, allowing bill payers to easily pay their outstanding balances with options for oneoff card payments and or direct debits. This convenience encourages timely payments, reducing delays and missed payments.

Once a bill payer completes a payment, the invoice status in Access Care Rostering and Access People Planner will be automatically updated to reflect the paid, unpaid, or failed status. Utilising this feature helps customers gain greater control over cash flow and minimise administrative tasks related to payment chasing and logistics, ultimately streamlining the entire payment management process.

With customer checks now complete, the webhook between the two products will automatically enable the 'Access Payments (£)' module and function in Access Care Rostering / People Planner. Permissions can now be set at the user level if required. Once enabled, the invoice runs under Settings > Finance > Invoice > Runs will include an additional tab, 'Access Payments ':

Users can define the payment method that will apply to the bill payer/customer upon receipt of the payment link. The options are:

• Single card payment – Allows a single transaction to be made.
• Direct debit – Recurring direct debit payments.

Once the payment methods have been defined at an invoice run level and the invoices are generated, the invoice PDFs will include a ‘Pay Here’ link.

By selecting the ‘Pay Here’ link, bill payers/funders can provide their card details to make a single payment or choose the option to set up a direct debit.

Upon successful completion of payment or direct debit set up, the bill payer will see a “Thank you” message:

If the payer chose to set up a direct debit, they will be notified of the following:

• When your payment details are initially collected and confirmed.
• Each time a debit is scheduled to be made from your account.

On successful completion of a payment or direct debit setup, the invoice balance status will be automatically updated in Access Care Rostering / People Planner. This update will reflect whether the invoice balance is paid, not paid, or if the direct debit is paid, pending or has failed.

To view the status of specific invoices on a given run, simply click the Paid status icon in the row of the run in Invoice management screen. This will take you to a page where each invoice on the run is listed. It will still be possible to mark invoices as “Paid” or “Not Paid” manually.

With the Payments integration, additional statuses will be included that will auto-update when payment is successful, pending, or failed. These are:
• Direct Debit - Paid
• Direct Debit - Failed
• Direct Debit - Pending
• Card Payment

To export the Payment status details, select the export icon in the Invoice Management Payment

Summary page:

• Demo and UAT Sites: Wednesday, 7th May 2025
• Live Sites: Thursday, 8th May 2025
• Deployment Type: Automatic
• Component: Full Release

We apologise for any inconvenience and appreciate your patience as we work to enhance your system.