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FeeWise Integration - Payments User Guide

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Overview

FeeWise is a secure online payment platform designed specifically for law firms. It enables clients to make online payments quickly and safely, with funds automatically allocated to the correct invoice in Efimis. 

This guide explains how FeeWise payments work, how transactions are processed, and what happens after payment is received.

Once FeeWise registration is complete and approved:

  • A dedicated payment method called "FeeWise PSP" is automatically added
  • All invoices include a secure payment link and QR code
  • Payments are processed and allocated automatically
  • Invoice and cashbook records are updated in real time
This removes the need for manual receipting and reconciliation.

Key Benefits

  • Faster Payments: Clients can pay invoices via link or QR code.
  • Multiple Payment Methods: Digital Wallets (Apple Pay, Google Pay), credit/debit cards, Pre-authorised debit (PAD).
  • Automatic Allocation: Payments are applied to invoices, updating cashbooks and GL accounts
  • Daily Batching: Simplifies bank reconciliation.
  • Real-Time Monitoring: FeeWise Dashboard provides full visibility of payments and deposits.

How FeeWise Payments Work (Quick Flow)

FeeWise simplifies invoice payments by automating the entire payment process.

Typical payment flow

  1. Invoice Issued
    An invoice is sent to the client containing a Pay Now link and QR code.

  2. Client Makes Payment
    The client clicks the link or scans the QR code and enters their payment details.

  3. Payment Processed Securely
    The payment is processed through FeeWise's secure payment platform.

  4. Receipt Automatically Created
    The payment is posted in Efimis as Unbanked Funds.

  5. Invoice Updated
    The invoice status updates automatically once payment is allocated.

  6. Daily Batch Settlement
    FeeWise groups payments into a daily deposit batch and transfers funds to the firm's bank account.

This automated process removes the need for manual receipting and reconciliation.

Payment options may vary depending on device, browser, or bank/card provider.

Invoice Payment Process

  1. Client Receives Invoice
    Client receives an invoice email from your firm. The invoice includes a clickable Pay Now link and a QR code.

  2. Open the Payment Page
    Click the Pay Now link or scan the QR code to open the secure FeeWise payment page.

  3. Enter Payment Details
    Enter your credit/debit card, digital wallet, or Pre-authorised Debit (PAD) information.
    All details are processed securely.

  4. Submit Payment
    Review your payment details and click Submit.

  5. Receive Confirmation
    Once processed, a confirmation message appears on-screen.
    A receipt is emailed automatically to the client and your firm.

  6. Automatic Allocation
    Your payment is automatically applied to the correct invoice in Efimis, updating invoice status and the firm's cashbooks in real time.

Only invoices under a branch linked to the Cash Account selected during FeeWise registration will show a Pay Now link.

Payment Allocation & Tracking

  • Initial Posting: When a payment is made, the receipt is first posted as Unbanked Funds in Efimis. This ensures each payment is tracked individually before consolidation.
  • Invoice Updates: Invoices paid in full are automatically updated to Closed, and a receipted entry is generated in the system.
  • Partial or Adjusted Invoices: If an invoice has been partially paid, adjusted, or written off in Efimis but remains Issued, FeeWise will display the original full invoice amount. Payment will process, but it will not be automatically allocated in Efimis. Manual reconciliation or refund processing is required in this scenario.
Manual actions include recording an office receipt in Efimis or issuing a refund via the FeeWise Dashboard.

End-of-Day Reconciliation 

  • Daily Batching: FeeWise consolidates all receipts into a single batch.
  • Bank Deposit: Batch triggers a deposit to the nominated bank account, automatically debiting the Office Account GL.
  • Notification: Email confirmation send to registered address set up in registration.
  • Bank Deposit History: Tracks deposit dates and batch totals, provides a breakdown of individual payments.
This process reduces manual reconciliation and ensures that all payments are accurately reflected in the system.

Payment Link & QR Code Visibility

The Pay Now button and QR code will only appear on invoices if:

  • The FeeWise Payment Services Provider integration is enabled
  • The firm is using the Default or BPAY Payment Signature
  • The matter belongs to a branch associated with the Cash Account selected during FeeWise registration
Only matters under a branch which is associated with the Cash Account selected during registration will display FeeWise payment links and QR codes on invoices.

If the branch of the matter is not linked to that cash account, the system will not generate a payment link. 

If payment links are not visible:

  • Check that FeeWise has been activated
  • Confirm you are not using a Custom or DEFT payment signature
  • Verify the matter's branch is associated with the FeeWise cash account
  • Note that Statements do not display FeeWise links (links are invoice-specific)
Refer to the FeeWise Setup & Registration Guide for configuration requirements.

FeeWise Dashboard (Summary)

The FeeWise Dashboard is accessed via a secure URL supplied directly by FeeWise. It provides:

  • Real-time visibility of payments as they occur
  • Daily pay-out and deposit tracking
  • Deposit and receipt breakdowns
  • Transaction status updates
The dashboard complements Efimis, allowing firms to monitor payments, verify deposits, and issue refunds if required, supporting end to end reconciliation.

Important Limitations

FeeWise processing is dependent on accurate invoice status and balances within Efimis.

  • Full Payment Only: FeeWise does not support part payments, split payments, or overpayments.
  • Fully Paid Invoices: Clients see a message "This item has already been paid" for invoices with Closed status.
  • Partially Paid or Adjusted Invoices:
    • Payment processes for the full original invoice amount.
    • Receipt sent to client and firm. 
    • Efimis does not automatically allocate or update invoice.
    • Manual reconciliation required.

Recommended Actions:

  1. Manual Receipt Processing: Record an office receipt in Efimis and match during bank reconciliation.
  2. Refund via Dashboard: Issue a refund through FeeWise Dashboard, then manually post in Efimis.
Avoid issuing FeeWise links for partially adjusted invoices to prevent manual reconciliation.

Why Is My FeeWise Payment Link Missing?

If an invoice does not display the Pay Now button or QR code, check the following:

1. FeeWise Integration Not Enabled

  • The FeeWise Payment Service Provider integration must be activated.

2. Incorrect Payment Signature Template

  • Payment links only appear when using the Default or BPAY payment signature.
  • Custom or DEFT signatures may not include FeeWise elements.

3. Branch Not Linked to the FeeWise Cash Account

  • Only matters within a branch associated with the Cash Account selected during FeeWise registration will display payment links.
  • If the matter belongs to a different branch, the payment link will not appear.

4. Invoice Already Paid

  • If the invoice status is Closed, the payment link will not appear.

5. Statement Instead of Invoice

  • FeeWise payment links are invoice-specific and do not appear on statements.

Refer to the FeeWise Setup & Registration User Guide if configuration changes are required.

Best Practices

To ensure smooth FeeWise operation:

  • Encourage clients to use online payment links and QR codes
  • Check invoice balances before sharing links
  • Monitor daily batch notifications
  • Reconcile bank deposits regularly
  • Review Bank Deposit History weekly
  • Ensure the branch of a matter is linked to the Cash Account used during FeeWise registration

Further Support