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Best practice guide: Migrate your client payments to Ignition in bulk
Best practice guide: Migrate your client payments to Ignition in bulk

A guide to moving your client's payment details from another payments system to Ignition.

Nicole Baptiste avatar
Written by Nicole Baptiste
Updated over a week ago

With Ignition’s new payment method requests, you can now easily send requests to clients to collect their payment details securely. Make it convenient for your clients to pay you and save time with billing, collection and reconciling payments.

Payment method requests can be sent to any client or multiple clients at once. Ignition will send a branded email that directs the client to a customer-branded portal to provide their payment details. You will then be able to use that payment method to collect for current and future active services.

This guide will walk through best practices and common scenarios for requesting payment details in Ignition!

🛠️ For step-by-step instructions on how to request payment methods, check out this instructional article!

Video tutorial

Guide to migrating your client payments to Ignition in bulk

1) Identify clients to collect details from

2) Communicate the upcoming change to your billing process to clients

  • Export the filtered client list from Ignition

  • Send an email to the filtered client list: See the email template below

  • Review existing accounts receivable automation & invoice themes/templates: Remove any reactive payment links and update any messaging that references payments to avoid double billing.

3) Request payment method through Ignition

  • From your filtered client view, bulk select clients → select Request Payment Method

  • Follow the prompts to select the payment methods you want to accept

  • Toggle on/off Use new payment method for all future invoices.

    Note: Clients that are sent a request for payment details will receive 3 email reminders, with 3 days between each reminder. These reminders will stop automatically when the client provides new payment details.

📣 IMPORTANT: When starting to collect payment with Ignition for your existing clients, it's important to ensure that you don’t double bill by inadvertently collecting payment in both the legacy payment collection system you’re replacing and Ignition.

One way to avoid double billing is to toggle OFF the "Use new payment method for all future invoices" setting. This will allow you to manually enable the payment method for all future billing so that there is no double billing between your current billing system and Ignition.

4) Enabling payment method for future billing

  • You’ll be notified by email when each client adds their payment details to Ignition. You can then enable them for future billing the payment method for all future billing in Ignition if you had toggled OFF "Use new payment method for all future invoices".

  • Disable collection in the legacy payment collection system, if applicable.

This will make it easy to move clients over to Ignition payments without missing any payments if your clients don’t add their payment method before the next billing period.

Sample message to alert client of firm's billing change

Subject: Important Update: Change in Billing System

Dear [Client’s Name],

I am writing to inform you about an important update regarding our billing system. We have recently implemented Ignition as our new billing system. Ignition allows us to securely streamline our billing process and provide you with a more efficient and convenient experience.

As a result of this change, we will require you to update your payment information in our system by MONTH XXth, 20XX. This means that if you currently pay via credit card, or bank transfer, you will need to provide new payment information through our new billing system. Not providing your payment information prior to this deadline could result in a pause or delay in the services we provide for you.

To update your payment information, please follow the steps outlined in the email that we have sent to you with the subject “Request to set up automated invoice payments” from “”. If you have not received this email, please let us know as soon as possible so that we can resend it to you.

Please note: Payments will automatically collect through Ignition once you have added your payment information and will appear on your bank statement as [INSERT PAYMENT DESCRIPTOR HERE] or IGNITIONPAY depending on your bank.

If you have any questions or concerns regarding this change, please do not hesitate to contact us. We are committed to making this transition as smooth as possible for you and are here to help in any way we can.

Thank you for your cooperation in this matter.

Best regards,

[Your Name]

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