Getting Permission

 

How To Collect Payments

To be able to withdraw money from your customer’s bank account, you will need their account information, and their authorization to debit their account.

The easiest way to get the information and authorization is to use Rotessa’s built-in Permission Form Creator. However, you can also obtain this permission in-person (on paper) or over the phone.

If you already have your customer’s account information and authorization, then you don’t have to worry about this section!

 

Account Information

If you are not going to use Rotessa’s Permission Form Creator to obtain permission from your customers, then you will need to collect the following information from them:

Name On The Account – The name of the person who appears as the account owner.

Account Type – What kind of bank account you are collecting from (debit, savings, etc)

Authorization Type – Did you acquire authorization online, over the phone, or in person (on paper)? More information on getting authorization from your customers can be found here.

Routing Number – The routing number for the account to be debited

Account Number – The account number for the account to be debited

Once you have collected this information, the next step is authorization!

 

Authorization

Once you have your customers information, you need to obtain authorization from your customer before you can debit their account. Again, this process is very simple if you are using the Rotessa Permission Form Creator. However, if you wish to use your own authorization, you must include certain information on the form.

The rules for what must appear on the form are set by the National Automated Clearinghouse Association (NACHA), and must be followed for your agreement to be legally binding. Please note these rules are subject to change, and as such you should always check the NACHA rules if you are going to be creating your own authorization form.

You are ultimately responsible for ensuring that your authorization form includes the correct components and information.

Here is what your authorization form should include:

Clear, plain-language consent

Your authorization form should not be full of legal-speak, or vague wording. It must be easy to understand, and written in plain-english. You must clearly outline exactly what your customer is agreeing to.

Who they are signing with

State who they are entering an agreement with (your business name, or your name if applicable).

Details about the transaction(s)

Outline whether the transactions are for a fixed dollar-amount (state the amount), or if the payments will be variable. Note if the payments are for a set number (such as a payment plan), or if the payments are on-going. Also inform the customer when the agreement goes into effect.

It is also a good idea to inform your customer that, if their payment is declined and incurs fees, that you have the right to debit their account to recover fees incurred.

A process for revoking authorization

You must outline how the customer can revoke their authorization for ACH payments. This is not optional. Include a telephone number where your customer can contact you if they wish to cancel their ACH payments.

They will still be obliged to follow-through on their payments, but they can revoke their permission for you to debit their account at any time.

 

Verifying Their Bank Information

If you are using Rotessa’s Permission Form Creator, your customers must verify their banking information when they complete the form.

Verifying your customer’s bank information protects you against fraud, and ensures that the information your customer provides is accurate.

They can verify their bank account information quickly and securely, simply by entering their online banking credentials when filling out Rotessa’s online permission form.

Rotessa cannot access their account, nor can Rotessa view or store their login information. Any information entered is processed with the same federally-regulated security standards that banks use to protect customer data.

If you obtain authorization from your customer outside of Rotessa’s Permission Form, you are not required to verify their bank information.

 

Obtain Authorization With Rotessa’s Permission Form Creator

The permission form creator lets you create electronic, customizable ACH permission forms. Once your form is created, you can send the secure link to your customers.

If your customers use the online permission form, they must verify their account information by logging into their bank account. Read more about that process here.

Navigate to the Permission Forms page by clicking Permission Forms in the top menu bar.

Create a new permission form by clicking the Create New Permission Form button.

In the button drop-down, you’ll see 3 options, Fixed Permission Form, Variable Permission Form, and Customer Defined Permission Form. Here’s what the different forms do:

  • Fixed Permission Form
    • You select a fixed amount and schedule for the payments. You cannot change these payments without having your customer sign a new agreement. A great form for fixed payment plans, subscriptions, and memberships!
  • Variable Permission Form
    • This form gives you permission to debit varying amounts from your customers. A perfect choice if you provide a service where invoices can vary between payments.
  • Customer Defined Permission Form
    • Your customer decides the amount and schedule for the payments. This is the form to use for donations.

You will also see any permission forms you have created on this page. Each permission form has a few buttons on it, here’s what those buttons do:

  • Preview Form: See how your form looks to your customers
  • Download PDF: Download a printable PDF if your customers prefer a paper form
  • Copy URL to Clipboard: Copy a secure link that you can paste and send to your customers
  • Delete: Deletes the form (There is no way to recover a deleted authorization form)

How to Customize Your Authorization Form

Rotessa lets you customize the following fields of your authorization form. Each of the 3 authorization form types have slightly different customization options.

Fixed Payment Agreement

  • Logo – Upload your logo, it will appear at the top of the page.
  • Title – This will be the heading on your PAD Agreement.
  • Introduction – Add any information you like about their payment arrangement.

Optional Fields:

  • Require your customer to include their email address
  • Require your customer to include their phone number
  • Send a microdeposit to validate bank information when a customer signs up
    • This requires your customer to validate their bank information using a microdeposit. You can find out more about microdeposits here

Payment Schedule

This section is where you can your amount, frequency, start day, and installments (how many payments are scheduled)

 

Variable Agreement

  • Logo – Upload your logo, it will appear at the top of the page.
  • Title – This will be the heading on your PAD Agreement.
  • Introduction – Add any information you like about their payment arrangement.

Optional Fields:

  • Require your customer to include their email address
  • Require your customer to include their phone number
  • Send a microdeposit to validate bank information when a customer signs up
    • This requires your customer to validate their bank information using a microdeposit. You can find out more about microdeposits here

 

Customer Defined Agreement

  • Logo – Upload your logo, it will appear at the top of the page.
  • Title – This will be the heading on your PAD Agreement.
  • Introduction – Add any information you like about their payment arrangement.

Optional Fields:

  • Require your customer to include their email address
  • Require your customer to include their phone number

How to Send Your Customers Your Authorization Form

Once you’ve created your permission form you can:

  • Send your customers a secure link by clicking “Copy URL to Clipboard” and pasting the link
  • Download a paper version for your customers to fill out with “Download PDF”
  • Add a secure link to your website by clicking “Copy URL to Clipboard” and pasting the link

What Happens When Your Customer Completes An Authorization Form

When your customer completes a permission form, 4 things happen:

1. Your customers will receive an email outlining the terms and conditions of their PAD agreement.

2. ​You will receive an email notification letting you know they have completed a PAD agreement.

3. A customer profile is created in Rotessa. If the email address of the customer already exists, their information will be updated and a new account will not be created.

4. A PDF copy of the agreement is saved in their customer profile.