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Shepherd Pay: Gateway Portal Transactions and Invoicing
Shepherd Pay: Gateway Portal Transactions and Invoicing

Using the Gateway Portal for manual transactions and invoicing

Updated over a week ago

Transactions and invoicing can be done directly within your Shepherd Software. The steps below are for creating manual transactions or invoices for situations such as recurring charges.

Process the transaction

  1. Click on Process Transaction

  2. Enter the client's card information

    1. Name on Card

    2. Card Number

    3. Expiration date

    4. CVV is recommended but not required

    5. Zip Code

  3. Enter the total dollar amount (add a tax rate if needed)

  4. Enter the client's email address and check the Customer Receipt box if you would like them to receive a receipt.

  5. Next click on Transaction Details

    1. Add a description of what the receipt is for, such as: "Exam w/vaccines for “Teddy” Rogers ID: XV0FDK5"

  6. Click on Process Transaction

In this section, you can find the steps to:

  1. Set up your portal to send an invoice

  2. Creating and sending the invoice

  3. Reflecting Gateway Portal invoicing in Shepherd

Setting up to send an invoice

  1. From the Control Panel, select Invoicing Settings

    1. Here you can add/upload a company image for your practice

    2. Add your practice information in the merchant info section

    3. Under Additional Settings, add a default tax % if applicable in the Invoice Details section

    4. Under Notifications Frequency, pick the due date reminders

    5. Save!

  2. Add a line item product (this will help you with creating an invoice) and save it

    1. Click the Products tab (top right of the screen).

      1. You have the option of creating categories or multiple individual product(s)

    2. Click on + New Product

    3. Create/add Product name (e.g., Deposit or Overdue Charges)

    4. Add a description (The client will see the description and Title Name)

    5. Add $1.00 value to the Product Price and the Wholesale Price

    6. Click Create Product located at the bottom of the screen (this will save the product details.

    7. Now that this is completed you can now send an invoice to a client via email.

Creating an invoice and sending it to the client

  1. Click on the Invoice tab

  2. Select + New Invoice

  3. Add Client’s details such as name and email address (you do not need to enter all fields unless you want to):

  4. Next, add an Invoice date and Due date

    1. The portal automatically picks an Invoice Number. You have the option to change the Invoice number to match the invoice number that is on the Shepherd Invoice for the particular client/patient.

  5. Add the line item product by first clicking on + Add Lines.

    1. Click on + Add Existing Products

    2. Pick the appropriate item that you created and click Add to Invoice

    3. Next, you can adjust the quantity or the unit cost to equal how much you would like the client to pay.

    4. I suggest adding a description such as Deposit for Bella or Invoice due for Bella. The client will see this when they open up the email.

    5. You also have the option to add additional notes and terms, located above the Send/Save buttons.

    6. Lastly, if everything looks good then you are ready to click the Send button

  1. Navigate to the appropriate client or patient profile

    1. Find the Invoice (The invoice will need to be marked as Active).

    2. Scroll down to Take Payment

      (Make sure that the Use Terminal is toggled off)

    3. Pick the payment method that the client used to pay the Invoice sent via the Gateway Portal.

    4. If the amount is used to pay multiple invoices in Shepherd, you have the option to select Pay All Invoices.

    5. Enter the Payment Amount

    6. Include a detailed Payment Note such as "client paid via invoice link that was sent directly from the Shepherd Pay - Gateway portal". You can also add details if it is only a partial payment.

    7. Then, Check Out the invoice

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