What to Expect When Switching from a Legacy Provider to StudioPlus Payments

Switching to StudioPlus Payments comes with a few important software changes, but it also opens the door to a simpler and more modern payments experience. The notes below cover what works differently during the transition and what new tools are now available.

1. What are changes you need to be aware of?

• If you already have payment plans or subscriptions in progress, make sure to enable "Process Payment Plans using legacy provider...". This allows current plans to continue processing through the previous provider while you transition to StudioPlus Payments. This setting is included on the onboarding checklist when you first sign up or it can also be found at Maintenance > Preferences > Company Preferences > Payments tab.

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  Existing saved payment methods from the previous provider will no longer be visible in myStratus after you "go live". They are still retained in the back end for legacy payment plan processing (See previous bullet point), but they will not display in the software. If you have a lot of saved methods, it may be helpful to send your clients an email asking them to add a new card online.

  Sample wording:
  “We’ve switched payment providers and need a new saved payment method. Please use this link to update your payment method online: [[ClientOnlinePayURL]]”

• Also moving forward, only credit cards can be stored as saved payment methods. If you have any saved payment methods that were previously non-credit-card payment types(e.g. someone's paypal email), move that information to another location before "going live", such as a custom field on the client record.
• With the legacy payment providers, deleting a same-day payment record could automatically void the payment with the processor. That does not happen with StudioPlus Payments. If a processed StudioPlus Payments transaction needs to be reversed, create a refund. Deleting the payment record alone will not reverse the card transaction.
• Credit card payments now use one Stripe payment method instead of separate payment methods for Visa, Mastercard, American Express, and other card types. This can affect accounting setups, because card payments will now post to one general ledger account instead of several.

2. What are some of the new enhancements with StudioPlus Payments?

• The Payment record has been redesigned to be simpler, more modern, and easier to follow.
• Online Payments on the Payment Record now make it easier to share a payment request. In addition to email, a payment link can be sent by text message, displayed as a QR code, or copied to the clipboard.
• The Saved Payment Methods menu has a refreshed look and feel.
• Refunds are easier to create with the new Refund Card button, which helps locate the original card transaction quickly.
• For businesses that use Make a Deposit and the End of Day Wizard, it is now recommended to include Manage Payouts in the daily accounting routine.
• For accounts that have not customized the online portal yet, new Branding Templates are available at Maintenance > Preferences > Online Portal Preferences > Customization to provide a polished starting point.
• In-person card processing is still available with Stripe's S700 and S710 card readers.

And there’s even more ahead

These transition updates are only part of the StudioPlus Payments experience! There is even more new enhancements across the web portal, payment plans, online booking, and InspiredByYou, including more modern online payment and checkout experiences, surcharge capabilities, and more. A few day-to-day steps will work differently, but the overall experience is designed to be cleaner, faster, and more flexible!