Card processing, virtual terminal invoicing, and recurring billing for firms and practices. Set up around how professional work is actually billed, which is rarely at a counter.
Your statement will not show any of this. It shows up as receivables aging past ninety days.
An invoice with no payment link attached gets paid when the client gets to it. Adding a card option to the same email is the cheapest collections improvement available.
Every follow-up call about an unpaid invoice is billable time spent on unbillable work, usually by someone senior.
Monthly retainers and payment plans tracked on a spreadsheet mean missed months, awkward conversations, and revenue that arrives late or not at all.
Keyed and emailed payments price differently from swiped ones. If nobody has walked you through why, you are probably paying the default.
We start from how the practice actually bills, then match the tools and the program to it. These are the setups that commonly fit a professional services firm.
The EmeraldPay Gateway virtual terminal for keyed and phone payments, so a card can be taken without hardware sitting on a desk.
A payment link on the invoice itself, so the client pays from the same email instead of writing a check next week.
Recurring billing on a stored card for monthly retainers, engagement fees, and agreed installment plans.
Stored credentials for ongoing engagements, so recurring work does not require a payment conversation every month.
Firms that must keep operating funds separate from client funds need the account structure set correctly at boarding rather than fixed afterwards.
A Flex or Mini for the office when a client does come in and wants to settle at the desk.
We mean likely literally. A two-partner accounting practice in tax season and a firm on monthly retainers need different setups, and the right answer starts with when you actually get paid.
Most of what a firm collects never happens at a counter. It arrives keyed over the phone or through a link on an emailed invoice, which is the EmeraldPay Gateway virtual terminal rather than a device. Hardware is the smaller half, and these are the pieces that tend to matter.
A small terminal at reception for the client who settles at the end of a meeting, and for the keyed payment your admin takes when someone reads a card number down the phone. It occupies about as much desk as a handset and stays out of the way the rest of the week.
A consultant closing at a client site, an appraiser meeting an owner at a property, a bookkeeper who spends Friday at a client's shop. The Flex takes the card and prints or sends the receipt on the spot instead of adding another invoice you will be chasing in six weeks.
If a card is handed to you in person twice a month, a full station is wasted counter space. The Compact lives in a drawer, comes out for the client who prefers to pay that way, and keeps those sales in the same reporting as everything you take by link.
If all of your billing goes out by email and none of this applies, say so and we will spec the gateway side instead.
Time entry, matter management, and your general ledger stay where they are. We handle the payment rail underneath them.
You post a card price and a cash price. The terminal or invoice applies the correct total, so the cost of accepting cards sits in the card price rather than your realization rate.
Both prices are on display before a customer reaches the counter, which is why almost nobody asks about it.
The terminal applies the right total. Your team keeps doing what they already do.
Program setup, signage, and terminal configuration are handled as part of onboarding rather than left to you.
The figures are invented. The arithmetic is the same arithmetic that builds your real bill.
Those figures are invented but realistic for a small practice, and 3.2% is an illustration rather than a quote. Keyed and emailed payments normally price higher than in-person ones, so your real effective rate depends on card mix, invoice size, and the program you choose, which is why we quote from an actual statement.
Actual savings depend on your card mix, average invoice, and the program you choose. We will quote your specific number from a recent statement rather than a range from a website.
A client paying a $2,000 invoice reads it more carefully than someone buying coffee. This works when both prices appear in the engagement letter and on the invoice, and it goes badly when the first mention is a receipt.
The cleanest version is written into terms the client has already signed, so the invoice is confirming something agreed months earlier. Firms that raise it for the first time on a large final bill get a phone call about it, and they have usually earned that call.
That is the point of it. Two prices give a client a reason to use the method that costs you less, and on larger invoices that is often a bank transfer or a check they were perfectly happy to write anyway.
Some firms will not put two prices on a professional invoice under any circumstances, and that is a fair position to hold. We will quote traditional pricing from the same statement so the comparison you make is a real one.
Professional work runs on answering quickly and on getting paid, and both usually land on the same person who is already doing the billing. Cajoon runs them on a schedule instead.
A prospective client rings while you are with someone else. A text goes back the same minute with your hours and a way to book a consultation, which is often enough to stop them working down the list of firms.
Ask when the work is done and the result is fresh, not eight months later. Clients pick a firm off a search result and a handful of reviews, and most practices have never once asked a satisfied client to leave one.
Confirmations ahead of consultations, and reminders for the paperwork you need from a client before a filing date. Chasing documents is unbillable time, and it does not need a person to do the chasing.
A reminder at fifteen days and another at thirty, each carrying the payment link. The awkward call about an aging balance happens far less often once the polite version has already gone out twice.
An online application that takes about five minutes.
We confirm the program and finalize the rate sheet with you.
Your Clover devices arrive configured for your business.
Plug in, run a test ticket, and you are live.
Yes, and it has to be handled at boarding rather than corrected later. Tell us which account receives which type of payment and how fees should be taken, and we will board it that way. We do not advise on trust accounting rules and we do not monitor your compliance with them. Your bar or licensing body sets those requirements, not us.
It stays yours until you cancel it, so get the early termination amount in writing first. Send that with a recent statement and we will tell you honestly whether moving now beats waiting for the term to run out. Changing anything mid tax season is its own bad idea, so timing matters.
The invoice carries both amounts, one if the client pays by card and one if they pay by check or bank transfer. The payment page applies whichever the client selects, so nothing is added after the fact and nobody in your office is adjusting a figure by hand.
No. Time entry, matter management, and your ledger stay exactly where they are. We sit under them as the processing. How payments reconcile back into your books is part of the setup conversation rather than something you discover in month two, so tell us what you run before you sign.
Not as a single payment collected that far ahead. Anything billed more than twelve months before the service is not boardable. A monthly retainer across a long engagement is fine, and so is a payment plan with dated installments. If your model needs several years collected up front, we are not the right fit for that part.
It gives them a route a check never did, so occasionally yes. What decides a dispute is the signed engagement letter, the itemized invoice, and the authorization record. We can keep the payment side of that record clean and easy to pull, but your own documentation is what wins it.
No sales call required to get a number. We read your most recent processing statement and tell you what you are actually paying, line by line.