PaymentOnline - payment by IBAN transfer

What PaymentOnline is

PaymentOnline lets clients pay for appointments by bank transfer. The payer sends the amount from their banking app to your account by IBAN, Wlaunch detects the incoming payment on the connected account and marks the appointment as paid on its own. No card acquiring is needed for this.

PaymentOnline works alongside a card provider: you can keep card payments and add bank transfers next to them, or accept bank transfers only.

Getting started

1. Open Payments for online services -> Payment services and choose PaymentOnline.
2. Turn on Accept PaymentOnline payments.
3. Fill in the Legal details: Legal name (LLC / sole proprietor) and EDRPOU or individual tax number. A bank cannot be connected without them. The legal details appear on the receipts for commission balance top-ups.
4. Choose the Cash desk that PaymentOnline payments are recorded to. This is a separate setting: you can pick the same cash register as the card provider uses, or a different one. Choose it before connecting the bank: until a cash register is selected, the Connect button does nothing.
5. Connect a bank and choose the account that receives payments. Step-by-step guides for each bank:
   • PaymentOnline: connecting monobank
   • PaymentOnline: connecting PrivatBank
6. Click Save.
7. Add PaymentOnline to a payment rule (see below). Until a rule uses PaymentOnline, payers are not offered it.

Until the setup is finished, a warning next to the PaymentOnline title says what is missing: Fill in the legal details, Connect a bank or Choose the account to receive payments.

A bank transfer is not confirmed instantly: the payer needs time to make the transfer, and the confirmation itself usually takes a few minutes. The payment status updates automatically.

Payment rules

Every payment rule has a Payment service field: it defines which service the payer uses to pay for an appointment under that rule.

• Rules that existed before PaymentOnline got the card service you already used, so you do not need to change them.
• To offer PaymentOnline, create a rule with PaymentOnline as its Payment service under Payments for online services -> Payment rules.
• If several rules match an appointment, each of them becomes a separate option the payer picks from. For example, pay 100% by card right away, or 50% by PaymentOnline.
• Until the payer picks an option, the strictest one applies.

For a required payment through PaymentOnline, the Payment timeout must be at least 10 minutes. We recommend 20 minutes or more: the payer needs time to open their bank and make the transfer. With PrivatBank connected, set at least 30 minutes, because Wlaunch checks its account periodically.

Who pays the commission

The rule's Pay the commission for client option defines who bears the PaymentOnline commission:

• on - the payer transfers exactly the price of the appointment;
• off - the commission is added to the amount the payer pays, and the payment page shows what the total is made of.

Either way, the commission is charged to the commission balance (see below).

What the payer sees

After an appointment is created, the payer sees the payment options the rules give and chooses PaymentOnline. A payment page then opens with the amount, the recipient, the IBAN and the payment purpose:

• on a phone - an Оплатити (Pay) button and bank tiles that open the banking app with the details already filled in;
• on a computer - a QR code the payer scans with their bank's app.

The payment purpose contains the code Wlaunch uses to find the appointment. If the payer types the details in by hand, ask them to copy the purpose in full and not to change it.

Transfers that were not recognized

Sometimes a transfer cannot be linked to an appointment with certainty: for example, the payer changed the payment purpose or sent a different amount. Such transfers show up in Payments for online services -> Billing history with the state:

• Not recognized - no invoice matches the purpose and the amount of the transfer;
• Under review - the transfer matches several invoices, or only roughly one. The transfer's page lists the Possible matches.

The transfer's page also shows the payer, the date it was received and the payment purpose: they help to work out which appointment the transfer is for.

Commission and the commission balance

The PaymentOnline commission rate is set by Wlaunch for each account. It is shown next to the Accept PaymentOnline payments title, or Not charged when no commission applies.

How the balance works:

• The commission is charged to the balance for every confirmed payment. No commission is charged for unrecognized or rejected transfers.
• The balance starts at zero and is never topped up automatically. Top it up by bank transfer: enter the amount and click Top up via IBAN.
• Operation history shows the balance top-ups and the commissions charged, on separate Top-ups and Commissions tabs.
• Once the balance goes below zero, you have 3 days to top it up. The PaymentOnline screen shows the date by which to do it.
• PaymentOnline payments are paused as soon as one of two things happens: those 3 days pass with the balance still below zero, or the amount owed exceeds 100 UAH. Payers then cannot pay through PaymentOnline, and payments are not confirmed automatically. The screen shows PaymentOnline payments are paused.
• PaymentOnline payments resume once a top-up brings the balance to at least +100 UAH.

Low balance notifications

The Legal details page opens from Edit in the Legal details block on the PaymentOnline screen. There you can turn on Low balance notifications: choose a Contact person and set a Balance threshold. The contact person is notified when a charge takes the balance below the threshold, and when PaymentOnline payments are paused. The notification goes to Telegram or, if the contact person has none, to a confirmed email or by SMS to a confirmed phone number. The balance threshold applies only when the PaymentOnline commission is charged to the balance.

Branches

A branch can use the company's payment settings or its own. If a branch accepts payments under its own legal details, it has its own bank, its own commission balance and its own operation history. If a branch accepts payments to the company's account, see the legal details, the balance and the operation history in the company settings.