Online Payment Setup

Online Payment Setup

Purpose Statement

The purpose of this Knowledge Base Article is to guide an agency admin through the setup process for online payments. This feature enables fire departments and EMS agencies to accept digital payments for permits, inspections, training fees, and other services directly through the First Due Platform, streamlining revenue collection and reducing administrative overhead.

Background Information

Online payment functionality integrates with Stripe payment processing to provide secure, PCI-compliant payment collection for fire and EMS agencies. This setup is typically performed once during initial implementation and requires coordination with the First Due Implementation Team. The system supports various payment types including credit cards, debit cards, and ACH transfers, allowing citizens and businesses to pay fees conveniently online rather than requiring in-person or mail-in payments.

Required Permissions

  • Agency Administrator permissions in First Due Platform
  • Authority to provide business banking information and legal business details
  • Access to business representative information (typically Finance Director, City/County Auditor, or Township Clerk)

Video


Step-by-Step Guide

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1.  The First Due Implementation Team will send a link via email to the agency contact that will direct the user to the setup page for receiving online payments.

Alert
NOTE: The link for the setup page is active for 7 days only.  Be prepared to perform all setup actions in a timely fashion.


2. The following information is required to complete the setup process.  It is recommended to gather the following information prior to starting the setup process.
  1. Email address and mobile number of the person completing the setup process.
    1. The mobile number is used to verify the account in Step 4 (see below).
    2. The email address is used to sign in to Stripe to manage settings after the account setup process is completed (see Step 10).
  2. Business Information
    1. Legal Business Name
    2. Employer Identification Number (IRS EIN)
    3. Registered Business Address
    4. Business Phone Number
    5. Industry - Typically Government Services
    6. Business Website or Product Description
  3. Business Representative - Typically a Finance Director, City/County Auditor, Township Clerk, etc.
    1. Legal Name
    2. Email Address
    3. Job Title
    4. Date of Birth
    5. Home Address
    6. Phone Number
    7. Last 4 digits of Social Security Number or upload an official ID document (Stripe requirement to avoid money laundry)
  4. Payment Account - Bank Account or Debit Card
    1. Bank Account - Routing Number and Account Number
    2. Debit Card - Card Number and Expiration Date


3. After selecting the link in the email, the user will be directed to this page.  Enter your Mobile number, your email address, and then select Continue.






4. Enter the verification number sent to your mobile phone:






5.  Select appropriate type of business (typically Nonprofit organization) and select Continue.






6. Enter Business information and select Continue.
  1. Business Industry is typically Government Services.
  2. Business website can be changed to put in a product description if desired.





Alternative to website:






7. Business Representative - Enter information and select Continue.
  1. Requirement to enter the last 4 digits of the business representative SSN or upload an ID document.





8. Select an account for payouts (Bank Account or Debit Card):
  1. Option 1: Enter Bank account details and then select save.





  1. Option 2: Enter Debit Card details and select Save.





  1. Option 3, Step 1:  Select appropriate account(s) and then select Connect Accounts.





  1. Option 3, Step 2: Select done after accounts connected.





9. Review details and select Agree and Save.






10. Stripe account login:
  1. Enter https://dashboard.stripe.com/login into your internet browser.
  2. Select "Don't have an account? Sign up"





  1. Enter the email address you entered into Step 3 above, your full name, select country, and enter a password (minimum of 10 characters), and then select "Create Account."





  1. Follow any additional on screen prompts.
  2. The Stripe account is used to manage your payout frequency and account information.

Best Practices

  • Preparation is Key: Gather all required information before beginning the setup process to avoid delays
  • Secure Information Handling: Ensure all sensitive business and personal information is handled securely during setup
  • Timely Completion: Complete the entire setup process within the 7-day link validity period
  • Documentation: Keep records of your Stripe login credentials and payout account information
  • Regular Monitoring: Check your Stripe dashboard regularly for payment activity and account status updates
  • Coordinate with Finance: Work closely with your finance department to ensure proper account setup and monitoring

Troubleshooting & FAQs

Q: What happens if the setup link expires? A: Contact the First Due Implementation Team to request a new setup link. The process will need to be restarted.

Q: Can I change my payout account after setup? A: Yes, you can modify payout account information through your Stripe dashboard after logging in.

Q: How long does it take for payments to appear in my account? A: Standard ACH transfers typically take 2-3 business days. Exact timing depends on your bank and the payout schedule configured in Stripe.

Q: What if I don't have all the required business representative information? A: Contact your finance department or appropriate business official to obtain the necessary information before proceeding with setup.

Q: Is the payment processing secure? A: Yes, Stripe provides PCI-compliant payment processing with industry-standard security measures to protect sensitive payment information.

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