Note: This article is for the newly re-designed module. This updated module is in the process of being rolled out and may only be available to some users.

Overview

The Payments Module in BuildingLink allows for the processing of payments and refunds for miscellaneous payments through Stripe, an online payment processing service. This module allows for the creation of custom payment categories and provides a payment history view to facilitate payment reconciliation.

Note: Click on the images to enlarge them.

Table of Contents

• General Information
• Getting Started
• Configuring the Payments Module
• Submitting Payments on Behalf of Residents
• Refunding Payments to Residents
• Viewing Payment History
• Exporting Payment History
• Confirming Resident Access to Payments

General Information

1. What is Stripe?

Stripe is an online payment processing service that can be set up to provide a simple interface used to collect fees and ensure that received payments are sent to the specified bank account for your property.

Please note: BuildingLink does not handle funds that are collected. As such, any troubleshooting inquiries regarding Stripe are best directed to the Stripe support team.

2. What methods of payment are supported?

This module can be used to collect credit card payments submitted independently by residents or by staff on behalf of a resident. Payments by check are not currently supported by Stripe, but can still be recorded in the Payments module for record-keeping purposes.

3. What types of payment are supported?

Stripe is built into our standalone Payments Module and can capture any miscellaneous fee, such as for a lost key or an amenity reservation. This module is not currently able to accept deposits or authorize credit cards, and is not intended to be used for regularly occurring fees (such as monthly rent payments, HOA dues or maintenance fees), as it does not integrate with your property accounting system and does not issue “payment due” reminder emails to residents.

4. Are there any fees for transactions?

Stripe applies a non-refundable 2.9% plus 30 cents fee per transaction. As such, BuildingLink applies a 3% plus 31 cents convenience fee to payments in order to minimize loss for your property. This method ensures that only a few cents (if any) are lost during transactions.

Please note: This is only a default setting and can be adjusted to meet the requirements of your property.

Please note: This convenience fee is non-refundable, and Stripe will not return this fee to the resident if their submitted payment is refunded.

Getting Started

1. Ensure that the Payments Module is turned on.

• To check if the Payments Module is enabled, click on the Other tab (the bottom-most tab in the left-hand navigation). If you do not see Payments listed as an available option, please contact BuildingLink Support by calling 877-501-7117 x0 or emailing support@buildinglink.com.
   

• The Payments Module can be set up in two ways:
   
  • Internal - Only usable and viewable by property management.
     
  • External - Usable and viewable by both property management and residents.
• You will have the option to enable payments by credit card, check, or both.

2. Set up a Stripe account.

To begin accepting payments through BuildingLink, you must first set up a Stripe account at https://dashboard.stripe.com/register. Please be sure to activate the account to take it out of “demo” mode.

Please note: BuildingLink is unable to assist with the setup and troubleshooting of Stripe. For Stripe-related inquiries, please reach out to Stripe Support or consult their FAQ for assistance.

Configuring the Payments Module

First, set up a connection between BuildingLink and Stripe. Go to the Other tab (the bottom-most tab in the left-hand navigation) and select Payments. Click on the Settings (gear icon) located at the top. Then click on the Settings tab.

Next, select the link labeled "Click here if you already have a Stripe credit card account...".

If you have not yet set up a Stripe account, the second link will direct you to the Stripe website.

By default, payments can only be submitted by Security Officer and Management level staff. If you would like to change this setting, or any other settings on this page, please reach out to BuildingLink support by calling 877-501-7117 x0 or emailing support@buildinglink.com.

Now, create custom payment categories (at least one category must be created prior to accepting payments). Go to the Other tab (the bottom-most tab in the left-hand navigation) and select Payments. Click on the Settings (gear icon) located at the top. Next, select the Payment categories tab. Next, click the Add payment category button. 

The resulting popup contains several fields:

• Category Name: This field is included in the Description section of the Payment History view and exportable reports for payment reconciliation.
• Instructions:  Any instructions to residents and staff further detailing the purpose of the payment category may be input here.
• Attach file: It is often useful to supplement the Category Name and Instructions with documentation. Waivers, pricelists, and rules are commonly uploaded to this field.
• WebLink (URL) related to payment category: If your residents and staff may benefit from a website containing more information regarding their payment, the website URL can be added to this field.

• Default Payment Amount: You may choose to set a default payable amount for your category here. This default payment amount will automatically populate into the Payment Amount field when submitting a payment. If your property settings allow residents to independently submit payments, this setting will require residents to pay your specified amount unless default payment overrides are allowed (explained further below).
• Default Payment Staff Override: On occasion, submitted payments may need to differ from the specified default amount. Select the checkbox "Staff can override this default..." to allow staff and residents to submit a payment for a sum greater or less than the default amount.
• Default Sales Tax: You may choose to add a sales tax to payments submitted under this category.
• Credit Card Convenience Fees: Stripe applies a non-refundable 2.9% plus 30 cents fee per transaction. As such, BuildingLink applies a default 3% plus 31 cents convenience fee to payments in order to minimize loss for your property. This method ensures that only a few cents (if any) are lost during transactions. If you would like to customize these fees to better fit your property policy, you may do so here.
• Credit Card Convenience Fee Payer: By default, residents are set to pay the convenience fees. However, if it is better suited that your property pays the fee, this setting can be changed to Building pays.

    Fill out the fields on the pop-up and click the green Save button located at the bottom.   
   

Submitting Payments on Behalf of Residents

Go to the Other tab (the bottom-most tab in the left-hand navigation) and select Payments. Click on the green Submit Payment button at the top right of the page.

Fill out the form in the pop-up window, and please note that there are two optional fields that you may find useful:

• Authorization Comments: Can contain authorization notes (example: authorized by John Smith)
• Description: Can contain a description of the payment (example: "for payment of 12x24 air filter"). This field is included in the Description section of the Payment History view and exportable reports for payment reconciliation.

 Once the form has been filled out, click on the green Submit payment button at the bottom.

Refunding Payments to Residents

Go to the Other tab (the bottom-most tab in the left-hand navigation) and select Payments.  Any authorized user (by default: Security Officers) will see an Issue Refund link on the right side of accepted payments. Click on the Issue Refund link to issue a partial or full refund.

Important notes about refunds:

Fees incurred from the original payment cannot be refunded.

• Refunds cannot be canceled, and disputes or chargebacks are not possible on fully refunded credit card charges.
• If the original payment underwent currency conversion, the refunded amount is converted back using the same process.
• Refund requests are submitted by Stripe to the resident’s bank or card issuer immediately. These payments will appear on financial statements as a credit after approximately 5-10 business days, depending on the financial institution.
• Some refunds issued shortly after the original charge may appear in the form of a reversal, rather than a refund. In the case of a reversal, the original charge drops off the resident’s financial statement, and a separate credit is not issued.
• Multiple refunds can be issued for the same payment, but cannot exceed the original charge minus the original fees.

Viewing Payment History

Go to the Other tab (the bottom-most tab along the left) and select Payments. You can filter this page by resident unit, payment date, payment category, and payment method.

The "Payment history" view will display several important pieces of information:

1. The transaction date, time, and ID:

2. The name of the payer and the unit number for which the payment is for: 

3. The description of the payment, which includes the payment category as well as the description: 

 4. A payment breakdown:

 5. And the status of the payment, as well as a link to issue a refund:

Exporting Payment History

Go to the Other tab (the bottom-most tab along the left) and select Payments.  An export of the "Payment History" view can be generated by clicking on the Export to Excel button, found on the right-hand side of the "Payment History" view above the Refund column. 

This export will contain the same information as the "Payment history" view and will include the following columns:

Confirming Resident Access to Payments

If the Payments module is set to external, residents will be able to view their payment history and submit payments. To learn more about how residents submit payments, see our article Submitting Payments. You can easily check to see if the Payments module is set up for resident use by going to your Payments Settings page.

Go to the Other tab (the bottom-most tab in the left-hand navigation) and select Payments. Click on the  Settings (gear icon) next to "Payment history" near the top. Click the Settings tab. Next, check the BuildingLink Settings header for the "Can Residents submit payments" section.

If your property is not currently set up to allow payments from residents but you would like to begin doing so, please reach out to BuildingLink Support by calling 877-501-7117 x 0 or emailing support@buildinglink.com.