How to Manage and Send Payment Links in Spectora
Spectora provides various options for managing and sending payment links to clients and third parties, such as agents or insurance companies. This guide outlines the key functionalities, step-by-step instructions, and best practices for handling payment links effectively.
Overview of Payment Link Functionality
Spectora generates secure, unique payment links for each inspection. These links are included in the confirmation email sent to clients and provide access to the Client Portal, where payments can be made and reports viewed. Payment links cannot be extracted as generic, reusable links for all clients.
Sending Payment Links
Automatically Sending Payment Links to Clients
When you schedule an inspection, Spectora automatically sends a confirmation email to the client. This email includes a link to the Client Portal, where they can make payments and access their inspection report.
Manually Sending Payment Links
If automations fail or you need to send the link manually:
Open the inspection and navigate to the Inspection Details page.
In the Emails box, click Share Details.
Enter the recipient’s email address.
Ensure the "Sign & Pay" button is included in the email body, as this provides access to the payment link.
Customize the email message if needed.
Click Send Email to deliver the payment link.
Sending Payment Links to Third Parties
Sending to a Client’s Agent
Go to the Inspection Details page.
Click Share Details in the Emails box.
Enter the agent’s email address as the recipient.
Edit the subject and body of the message as needed.
Ensure the "Sign & Pay" button remains in the email body.
Important: Anyone receiving this email will have access to the Client Portal, including the final report, invoice, and agreements. Confirm with your client before sharing access with third parties.
Sending to an Insurance Company
Use the payment workflow to generate a payment link and share it directly with the insurance company. Refer to Spectora’s support documentation for guidance on copying the payment link for third-party use.
Invoicing and Sending Payment Links to Agents
Open the inspection and click Add Invoice.
In the Contact dropdown, select the agent as the payer.
Specify the charges by selecting a service or adding a fixed amount.
Save the invoice.
Open the new invoice and click Send.
Preview the email, make edits if necessary, and click Send Now.
The agent will receive an email with a link to a separate payment portal.
Resending and Troubleshooting Payment Links
Resending Payment Links
Open the Inspection Details page.
Click Share Details in the Emails box.
Enter the recipient’s email address.
Ensure the "Sign & Pay" button is included in the email body.
Customize the message if needed.
Click Send Email to resend the payment link.
Alternatively, use the Resend option in the Inspection Actions section to resend the payment link email after adding a fee.
Troubleshooting Missing Payment Links
Trial Account Restrictions: Clients will not receive emails or text communications, including payment links, while you are on a trial account. Upgrade to a subscription to enable these features.
Limitations and Best Practices
Direct Payment Link Extraction: Payment links are placeholders generated within confirmation emails and cannot be extracted separately. Resend the confirmation email to provide the link.
Generic Payment Links: Spectora does not support single, reusable payment links for all clients. Each link is unique to the inspection.
FAQs
Can I copy the payment link and paste it into my own email?
Yes. Open the inspection, click Client View, and copy the URL from your browser’s address bar. This URL includes the payment link and can be shared with the client.
Can I send the direct payment URL from the payment page?
Yes. You can send the direct payment URL to the client. Ask them to confirm the property details on the page match their inspection before submitting payment. By following these guidelines, you can efficiently manage and send payment links in Spectora, ensuring a smooth payment process for your clients and third parties.