Watch Rotessa in action

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Let's start on the dashboard. When you log in, your dashboard gives you a quick overview of your business at a glance, upcoming payments, recent activity, and totals over the past couple of weeks.

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You can click into any of these numbers for more detail or scroll down to see a graph of transactions and upcoming settlement deposits to your bank account.

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On the left, you'll find your main menu, customers, integrations, authorizations, transactions, reports, and settings. Everything is just one click away.

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Before you can collect payments, each customer must complete a pre-authorized debit authorization form or PAD.

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Rotessa makes this simple. You can create default authorization templates, adjust branding, and modify terms and conditions.

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Once completed, you can send a secure digital form to one or multiple customers. They'll receive an email link, enter their bank information, and agree online.

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Once it's submitted, Rotessa automatically links the authorization to their customer profile and stores it for your records.

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If your workflow requires you to get authorizations in person or by another method, you can always upload signed authorizations to your customer's profile.

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You can add customers one by one manually, import them in bulk using your CSV template, or sync them directly with your accounting software, such as Xero or QuickBooks. Each customer profile includes contact information, bank details, and their linked authorization.

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Once a customer is set up and you have their PAD, you're ready to process payments.

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To create a payment, select the customer and then new transaction and fill out the details.

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Rotessa runs the transaction on the selected date, and once processed, the funds are settled in your bank account four days after the transaction date.

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If you're using an integration, you can create invoices and have Rotessa either manually or automatically pick them up for collection on their due date and mark the invoices as paid once the funds settle in your account.

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Rotessa's reports give you a clear picture of all your transactions, settled payments, declines, and total volume. You can filter by date range or status and export reports to CSV or Excel for easy reconciliation with your accounting software.

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In settings, you can customize notifications, manage user permissions, and edit your company information.

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That's Rotessa--simple, secure, and built to make collecting payments easier for you and your customers.

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For more help, visit the Rotessa Knowledge Base to find articles that answer questions or guide you through your setup.

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Please don't hesitate to reach out to us on our live chat, or email for questions specific to your business. To learn more and to sign up, visit rotessa.com.

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Let's start right here on the dashboard, the hub of your Rotessa account. When you log in, you'll start from your dashboard. Here, you can see a quick snapshot of your activity, things like your total number of customers, transactions processed in a two-week period, and the total dollar amount of that same period.

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Below that, you'll see upcoming settlements, upcoming funds scheduled to arrive in your bank account. The bars on the graph on this page are clickable.

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For example, clicking on pending authorizations or declined transactions takes you directly to the report.

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On the left, there is quick navigation to every section: Customers, Integrations, Authorizations, Transactions, Reports, Microdeposits, and Settings.

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Let's add your customers. You can do this manually. Just click "New customer" and fill in their contact information or for larger groups, upload a CSV file.

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Rotessa also directly integrates with Xero and QuickBooks Online. When connected, your customer's contact information automatically syncs, saving you the time of re-entering data.

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Each customer profile includes their contact info, bank account details, authorization status, and notes for easy reference. You can upload an existing authorization or send a new one right from this page.

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If a customer ever changes their bank account, just collect the new information or authorization and store it all here.

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We'll come back to this customer tab later to create transactions. But first, we'll review obtaining authorizations and bank information.

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Before collecting payments, every customer needs to complete a pre-authorized debit authorization form or PAD. The PAD is a legal agreement that permits you to withdraw funds from their account under the agreed terms.

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Rotessa's digital authorizations make this process simple to keep your payments secure and compliant with governing regulations. You can customize the PAD to your specific business and industry.

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The form is pre-filled with default information, but we recommend reviewing everything, especially the terms and conditions, before sending it to your customers.

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Regarding the terms and conditions, we suggest reading Rule H1 on Payment Canada's website, as it is the source of rules, bylaws, and standards for pre-authorized debits.

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You can send an authorization whenever you manually set up a customer in bulk from the customers page or right here on this current page.

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Your customer will receive an e-mail with a secure link to agree to the terms online and enter their bank details manually or via Instant Bank verification. Once submitted, their info goes directly to Rotessa.

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The Instant Bank verification process takes just a couple of minutes to verify, whereas the manual method sends two microdeposits, a few cents each, that take a few days to show up in your customer's bank account, and they can use the microdeposit email to verify the banking info is correct.

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If you meet your customers in person, you can have them sign the PAD in person.

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We have a PDF authorization generator. You can fill out print, use, and then upload to the customer's profile in the customer tab.

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If you are importing data from another software and already have signed agreements and banking info, you can upload these directly and won't need to go through this until you set up new customers.

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Once your customers are set up and authorized, you're ready to start collecting payments.

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To create a transaction in Rotessa, go to the "Customers" tab and select the customer you want to create a transaction for.

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Click "New." Enter the amount, frequency, installments, and process date.

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If you'd like, you can leave yourself a comment about the transaction. Then click "Submit." Your transaction is now scheduled.

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Whether it's a single transaction or multiple transactions, Rotessa will handle the rest.

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For those who use QuickBooks Online or Xero, Rotessa integrates with those apps.

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So, if you selected automatic invoice import, Rotessa will automatically look for invoices with an upcoming due date that have not been marked as paid and create a transaction for them.

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Alternatively, if you prefer to import manually, you can find them in the "Integrations" tab. Select the date range, choose the invoices you want to import, and then click "Create new transactions." This will create transactions to be scheduled for the next batch that Rotessa will run.

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Both methods eliminate the additional effort of manually creating transactions in Rotessa.

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Once the funds have been processed and settled into your account, Rotessa will mark the invoice as paid in QuickBooks Online or Xero.

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When payments are processed, funds are deposited into your bank account four business days after the transaction date.

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If you've processed multiple transactions on the same day, Rotessa will settle these as a lump sum in your settlement bank account.

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Please note that during the processing period, if a payment fails for any reason, for example, insufficient funds or a closed account, Rotessa flags it and you are notified by email and in your account.

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Rotessa won't automatically rerun payments. To retry the payment, contact the customer and add a new one-time payment using the agreed upon date.

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Your transaction schedule will remain in place and the process will continue on the next scheduled date. When using Xero or QuickBooks Online, you'll need to follow the same principle.

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You have two options. Create a new invoice for Rotessa to sync or use the method mentioned earlier and manually reconcile the invoice.

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Keeping an eye on declines early helps maintain consistent cash flow. Rotessa's reporting tools make it easy to keep track of your payment and reconcile your books.

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You can view transaction history and filter by date range or payment status. This allows you to get historical and future data.

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Just remember, when using QuickBooks Online or Xero, Rotessa can only find invoices that have been created and scheduled.

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For your settlement, you'll notice that if you have more than one settlement for that date, they'll be bundled based on the dates of the transactions. You can export these reports to CSV or PDF files for your accounting records or import them into your accounting software.

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Reports also help you identify patterns like repeat NSF customers or trends around specific billing days.

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Under Settings, you can fine-tune how Rotessa works for your business and adjust some of your business settings. You'll be able to find your invoices here if needed.

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Next, you'll find the users. Add as many users as you need since you are not charged per user. They can each have their own role settings, read-only, full access, and custom. You can also modify your business and banking details.

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Reach out to us if you need changes to your account beyond what you can do here.

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If you require APIs, you can create the keys here.

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Then, you'll see your account limits. If you ever need these to change, reach out to our support team.

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Finally, you can turn on notifications for all customers. You can enable automatic payment reminders to go out three days before a scheduled transaction and send receipts once payments are complete.

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Although they aren't customizable, they can help reduce failed payments and keep your customers informed.

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If you click on Advanced Settings, you have the option to have these sent out in English or French and review all your customers' notification settings.

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And that wraps up your complete Rotessa walkthrough.

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For more help, visit the Rotessa Knowledge Base to find articles that answer questions or guide you through your setup.

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Please don't hesitate to reach out to us on our live chat or email or schedule a demo if you have anything specific to ask about your account. We'd love to help with your setup or problem solve at any stage.

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So to recap, the dashboard gives you a live snapshot of your business. Authorizations are the foundation of every payment. Add and manage customers easily. Schedule transactions with confidence. Use reports to reconcile and gain insight. Customize your settings and notifications for a smoother payment process.

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To learn more, visit rotessa.com/how-it-works or reach out to our support team.

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We're always happy to help make payment collection stress-free and straightforward.