e-Payments

e-Payments

    Purpose Statement

    The e-Payments feature enables fire and EMS agencies to streamline invoice collection by offering electronic payment options to their customers. This system allows agencies to send invoices via email or postal mail, with recipients able to pay electronically using credit cards or ACH bank transfers. This feature reduces manual payment processing, improves cash flow, and provides a more convenient payment experience for invoice recipients.

    Background Information

    e-Payments is an add-on feature that integrates with the First Due Platform's invoicing system to provide modern payment processing capabilities. This feature addresses the growing demand for digital payment options in municipal services, allowing agencies to reduce paper-based payment processes and manual check handling. The system supports both email delivery with direct payment links and printed invoices with QR codes for offline-to-online payment processing. This functionality is particularly valuable for fire prevention fees, EMS transport billing, and other departmental charges.

    Required Permissions

    To utilize e-Payments functionality, users must have:

    • Invoice creation and management permissions
    • Email sending permissions for invoice distribution
    • Print/Send permissions for invoice processing
    • Access to the e-Payments module (requires separate subscription activation)

    Note: This is an add-on feature requiring additional setup. Contact your First Due representative to enable e-Payments for your agency.

           Complete this form to get more information: Click here

Video


Step-by-Step Guide

​
​
1. After creating the Invoice, click on Save.


After creating the Invoice, click on Save.



2. Click on Print | Send.






3. Click on Send Email and then close the Invoice.


Click on Send Email and then close the Invoice.



4. Online Payment Option #1: The Invoice Contact will receive an email. The Invoice Contact will click on the Pay Invoice button.






5. After reviewing the Invoice details, the Invoice Contact will click on the Pay Invoice button.


After reviewing the Invoice details, the Invoice Contact will click on the Pay Invoice button.



6. For a Card Payment, the Invoice Contact will enter payment details and click on Pay Now.






7. For an ACH Payment, the Invoice Contact will select "Bank" and then enter bank routing number and account number.
  1. Search for your Bank.
  2. Manually enter the details (takes 1-2 business days to complete).
  3. After making the first ACH Payment, your Bank will appear in the modal for ease of use.







8. Online Payment Option #2: The Invoice Contact receives the Invoice via regular postal service. The Invoice Contact can scan the QR Code on the Invoice to make an online payment.
  1. The printed Invoice will have a QR Code printed on the lower left of the Invoice for this purpose.






9. After scanning the QR Code, the Invoice Contact can select Pay Invoice to make the payment online (see steps 6 and 7).


After scanning the QR Code, the Invoice Contact can select Pay Invoice to make the payment online (see step 6).



10. Paid in Full Invoice.


Paid in Full Invoice.


Best Practices

For Agency Staff:

  • Always verify invoice contact information is current before sending electronic invoices
  • Test the e-Payment system with small amounts initially to ensure proper setup
  • Maintain clear invoice descriptions to reduce payment disputes
  • Follow up on unpaid invoices according to your agency's collection policies

For Invoice Recipients:

  • Encourage customers to save bank information for future ACH payments to streamline the process
  • Provide clear instructions about the 1-2 business day processing time for initial ACH payments
  • Educate customers about the security features of the payment portal

Security Considerations:

  • Never share QR codes or payment links publicly
  • Verify invoice authenticity before making payments
  • Keep payment confirmation records for accounting purposes

Troubleshooting & FAQs

Common Issues:

Q: What if the invoice contact doesn't receive the email? A: Check spam folders, verify the email address is correct, and ensure your agency's email domain isn't blocked by the recipient's email provider.

Q: How long do ACH payments take to process? A: Initial ACH payments take 1-2 business days. Subsequent payments from saved bank accounts process more quickly.

Q: Can customers pay partial amounts? A: The system processes payments for the full invoice amount only. Partial payments require manual processing outside the e-Payment system.

Q: What happens if a payment fails? A: Failed payments generate notifications to both the agency and the invoice contact. The invoice remains unpaid and available for retry.

Q: Are there transaction fees? A: Contact your First Due representative for information about processing fees and pricing structure.

    • Related Articles

    • Refunds - Online E-Payments

      Purpose Statement This feature enables administrators to process refunds for payments that were made through the E-Payment system within the First Due platform. The refund functionality allows agencies to efficiently handle payment reversals while ...

    • E-Payment Refunds

      Purpose Statement The E-Payment Refunds feature enables fire departments and EMS agencies to process refunds for invoice payments made through electronic payment methods. This functionality provides administrators with flexible options to handle ...

    • 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, ...

    • Invoices - Recording Payments and Adjustments to Invoices

      Purpose Statement This feature allows Fire/EMS departments to efficiently manage invoice payments, adjustments, and refunds within the billing system. Users can record full or partial payments, apply discounts, write off unpaid invoices, mark ...

    • Using Advanced Search - Invoice Status Fields

      Purpose Statement The Advanced Search feature for Invoice Status Fields enables users to efficiently filter and locate invoices based on their financial status, processing status, delivery methods, etc. This functionality streamlines invoice ...