Payments

Save time (and a postage stamp) with Weave's Text to Pay. Simply text a secure payment request to your patients from your Weave desktop app, and your patients can conveniently pay their bill whenever they want… often that same day!

Send a Text to Pay Request

1. Select Payments in the Weave Desktop App
   

   Tip: If you have Weave Unify, you can filter this list by location.

2. Select the name of the customer you want to send the payment request to by using the search bar or scrolling
3. Enter the amount you would like to charge this customer
4. Select Text to Pay
   
5. If desired, click Clear to change the mobile number you are sending the Text to Pay request to
6. If desired, add a PDF statement
7. Select Preview Request Message
   
8. Select Send once everything looks correct. Double check the name, requesting amount, and phone number
9. Select Got it to go back to your customer list in the Payments App

Payment links are active for 30 days after creation. You will need to redo the text to pay process for a new link after it expires. We do not currently offer automated text to pay requests.

Send a Reminder Text

1. Select Payments in the Weave Desktop App
2. Search for or scroll and click on the patient's name
3. Click Send a Reminder Text

The text will prompt your client to pay their unpaid balance.

Change the Text to Pay Message Template

If you would like to change the template you use for future Text to Pay requests, you can do so by clicking the 4 lines at the bottom of the page when you are previewing a message request.

Click Edit to change your template of choice.

Quickly, and securely store and process you customers payments while increasing your odds of collecting and decreasing the need to write off balances or send customers to collections with Weave’s new Card On-File.

For more information about Card on File or Weave Payments security, click here.

Add a Card on File

1. Select Payments

2. Search and select the customer you would like to add a card for

3. Select Add card on file

4. Add the card information and select save

Once the card information is saved, that card will be ready to use for all payments. 

Charge a Card on File

1. Select Payments

2. Search and select customer you would like to charge

3. Select Card On File

4. Confirm the last 4 digits of the card number

5. Add an Email Receipt recipient (optional)

6. Select Submit

Save a Card on File with Manual Card Entry

1. Open Manual Card Entry

2. Enter the customers card information

3. Add an Email Receipt recipient (optional)

4. Check the Save card on file box

5. Click Process Payment

6. Select Confirm

Replace/Delete a Card on File

1. Select Payments

2. Search and select the customer you would like to delete/edit a card for

3. Select change on the indicated card on file

4. Add a replacement card or select the Garbage Can icon to delete the current card

Weave's Payment Terminals make it easy to collect payments while your customers are in the office. Follow these instructions to start collecting in office payments!

Process a payment from your customer any time a physical credit card is not present using Manual Card Entry (e.g. over-the-phone payments, mail-in payments from customers, or insurance companies).

Collect a Payment Through Manual Card Entry

1. Select Payments in your Weave Desktop App
   

   Tip: If you have Weave Unify, you can filter this list by location.

2. Select the name of the customer making the payment

   Note: If this is a new customer whose information has not been synced from your practice management software, you'll have to add a new contact to collect this first payment. You can delete this custom contact later once the client information syncs. 

3. Enter the amount you would like to charge this customer
4. Select Manual Card Entry
5. Input the Cardholder’s Name exactly how it reads on the card
6. Enter the full 16 digit card number
7. Enter the Expiration Date, CVV code, and Billing Zip Code
   

   Tip: The CVV number will be the 3 numbers on the back of the card. For American Express, it will be the 4 digits on the front of the card.

8. Add the email address this customer would like their receipt to be sent to
   
9. Click Process Payment when you're done
10. Select Got It to go back to the customer list in your Payments App

Weave now has the ability to automatically write back payments and refunds to your practice management system’s ledger whenever they are processed through Weave Payments.

Enable Payment Write-backs in the Weave Portal

1. Login to the Weave Portal
2. Click Payments from the left menu
3. Select Settings from the dropdown
4. In the Write Payments to Ledger section, toggle the button to on

Once completed, payments and refunds processed through Weave Payments will be written back to your practice management system.

Check out previous payment activity with Payments History. You can see if a payment was made, send reminder requests, and view any requests you've already sent. 

Access Your Payments History

1. Select Payments from your Weave Desktop App
2. Click on the 3 dots in the upper right corner
3. Select Payments History

Filter the Date Range

Selecting the Calendar icon in the top right corner will allow you to filter the date range. You can filter by day, week, month, year, or you can customize the date range.

Created, Paid, and Unpaid Tabs

You have access to your account summary of all processed payments, access a more in-depth view of each payment, with the ability to export a list of each transaction to make record-keeping easier.

If you need to view your invoices and record them, cancel a payment, or even view, print, or send a receipt, Invoices and Payments is the place to go!

View Your Invoices & Payments

1. Log in to your Weave Portal

2. Select Payments

3. Click on Invoices / Payments from the dropdown meu

Here you will be able to see the total payment amount processed, fees deducted, total net revenue amounts, and a list of all transactions. 

Customize your Invoice History dashboard by using the Filter Options: 

• Search by: First and/or Last Name, Person ID, Charge ID, Amount 

Additional Filter Options:

• Date Type: Date invoice Paid, Date Invoice Created
• Invoice Status: Paid, Partially Paid, Unpaid
• Recorded Status: Recorded, Not Recorded

Once you have selected the filters you would like, select Apply.

Export Reports

To help with reporting, Weave allows you to export payment reports that can be easily printed out. 

Selecting the Export button will download a CSV file onto your computer that you can print out to help with your end of day or end of month reporting.

Track Posting using Mark as Recorded

Once you have recorded your payments, you can click the➖ gray bar next to the payment. Three icons will pop up. Click the Checkmark icon on the far right to change the gray bar to a green check ✔ to indicate that it has been recorded. 

Cancel an Invoice

1. Select the unpaid invoice you would like to cancel, or hover over the invoice and select the Arrow icon that pops up.
2. If you click through, click Cancel Invoice on the right side of the page.

3. Tip: You might need to scroll over the screen to see it
   

4. Select Cancel Invoice to confirm
   
   Canceling this invoice will inactivate the invoice link so it is no longer usable.
   
   Under Invoice Status, it will read Canceled and any link attached to that invoice will be deactivated.
   

Send, View, or Print Receipts

When you send a payment request to your customers, they have the option to input their email to receive an emailed receipt. If they didn’t put an email in or they accidentally put the wrong email address in, don’t worry! Things happen, we get it!

Follow these steps to send, view, or print a receipt:

Keep track of individual payments or check in on your total balance to see where your money is at in the payment process with Payouts. See your total balance, fees, net profit amounts, individual payer information, and your Payout Transaction List within the Weave Portal. 

Payouts

Payouts of your available account balance are generated daily and contain payments processed two business days prior. For example, payments received on a Tuesday are paid out by Thursday, and payments received on a Friday are paid out by the following Tuesday.

You will see payouts of funds captured from Weave Payments listed on your bank statements as "Payment Processing" or "Weave Payment Processing".

Accessing the Payouts Page

Select Payouts from the Payments sub-menu on the left-hand side of your Weave Portal.

Filter Your Payouts Page

Within Payouts, you can apply filters to refine and clarify your list of payouts by selecting the Filter icon on the right side of the screen. You can filter by:

• Estimated Arrival
• Amount
• Status

Once you have selected the filters you would like, select Apply.

View a Payout Payment

Select the individual payouts you would like to see more information on.

• Select Payout to view the total amount, the status of the payout, and the ID/confirmation code.
• The Overview shows the Date Paid (the day the payout is initiated to your bank account), the Total Amount, and the ID/confirmation code.

Account Details show the account your payout was sent to and details including:

• Last 4 digits of the account or card
• Type
• Origin
• Fingerprint
• ID/Confirmation Code

The summary shows all Charges, Refunds, Fees, and Adjustments broken down into the Count, Gross amount, Fee Total, and Net Profit with the grand Payout Total at the bottom.

Transactions

The Transactions section breaks down the each payout amount into the:

• Type
• Patient Name (the customer you charged)
• Patient ID (pulled from your practice management system)
• Gross (total charge amount)
• Fees
• Grand Total (balance of Gross minus Fee)
• Transaction Date of when the payment was processed
• Confirmation Code
• Payout Date of when the payout hit your bank account

Export Transactions List

Export the transaction list by clicking the Export icon in the top right corner of your Transactions list for easier reconciliation.

Weave has partnered with Stripe to offer eligible businesses access to fast, flexible financing through the Stripe Capital program.

Eligibility

Weave Payments users are automatically reviewed for eligibility on a daily basis. The criteria for eligibility is based on a number of factors including your transaction volume and history with Weave Payments.

Eligible US users will receive an email if they have an available offer to apply for.

Offer structure

If eligible, you’ll receive an email with your personalized offers and you can choose the one that works best for your business. Each offer will outline:

• Financing amount: the dollar amount that will be deposited into your bank account
• Flat fee: the fee you’ll pay over time in exchange for the financing amount – there are no other fees and/or compounding interest
• Total amount owed: the sum of the financing amount and the flat fee
• Repayment rate: the percentage of your daily card transactions processed through Weave Payments that will be withheld to repay the total amount owed.

Repayment

You’ll automatically repay the financing over time through a percentage of your transactions according to your repayment rate. The repayment process will begin automatically 1-2 business days after the funds have been deposited into your account. The more card sales you process through Weave Payments, the faster you’ll repay. There is no deadline to repay the financing and there is no accrued interest or late fees.

If you would prefer to repay faster or repay the entire outstanding balance, you can arrange to make a manual payment in addition to the withheld amounts by clicking the ‘Make Payment’ button in your loan overview page. There are no additional fees for early repayment.

Repaying early doesn’t guarantee subsequent financing offers. Accounts are automatically reviewed for additional offers on a daily basis and we’ll send you an email if you qualify for any additional offers.

You’re expected to repay a minimum amount every 60 days such that the maximum duration of the loan does not exceed 18 months. If the total payments deducted from your sales cover the minimum payment requirement for the 60-day period, then you’ll continue to pay back your loan through a percentage of your transactions.

However, if payments deducted from your sales over that period happen to fall below the minimum payment requirement, you’ll be required to pay the remaining amount. Stripe automatically debits your bank account for the balance needed to meet your minimum payment. You can view your minimum payment amount in the Dashboard or in your loan agreement.

To see a daily summary of your repayment progress, see the loan overview page in your Stripe Dashboard.

Stripe is the third-party payment processing engine behind Weave Payments. This article outlines frequently asked questions related to Weave’s payment processing. 

Account Creation and Approval

Deposits and Banking Information

Stripe Account Health

The health status of your Stripe account is shown in your Weave Portal.

• Login to your Weave Portal
  
• Click Payments
• Click Settings
  
• Look under Merchant Account and your business name to see your Payments and Payouts status
  

Your Stripe account health is represented by an Active (green dot) or Inactive (red dot) status next to Payments and Payouts.

• An Active Payments status allows you to process credit card payments.
  
• An Active Payouts status allows any funds you capture to be transferred to your bank account

Inactive Payments or Payouts

If you are having trouble getting the Stripe library to load on your Weave application or your terminal, or are experiencing periodic errors on the terminal, whitelist the following Stripe domains:

• api.stripe.com
  
• checkout.stripe.com
  
• js.stripe.com
  
• m.stripe.com
  
• q.stripe.com
  
• armada.stripe.com
  
• files.stripe.com
  
• gator.stripe.com
  
• *.device.stripe-terminal-local-reader.net

Follow these troubleshooting tips for assistance with your Payments. 

Weave's fast and easy payment processing is powered by Stripe, one of the largest and most secure payment companies.

Download PDF of this information

About Stripe

• Stripe helps power millions of businesses in 100+ countries across nearly every industry
• Stripe has been audited by a PCI-certified auditor and is certified to PCI Service Provider Level 1. This is the most stringent level of certification available in the payments industry
• Stripe forces HTTPS for all services (including Weave) using TLS (the predecessor is SSL)
• Stripe uses HSTS to ensure browsers interact with Stripe only over HTTPS
• Stripe is also on the HSTS preloaded lists for both Google Chrome and Mozilla Firefox
• All card numbers stored at Stripe are encrypted at rest with AES-256 encryption. Decryption keys are stored on separate machines from card data
• Stripe’s infrastructure for storing, decrypting, and transmitting card numbers runs in separate hosting infrastructure and does not share any credentials with Stripe’s primary services (API, website, etc.)

Click here to learn more about setting up your Weave Payments Account.

About Verifone P400 Terminals

• Offer the best-in-class security - P2PE
• Maximum security and compliance with end-to-end encryptionPCI PTS 5.X-approved
• EMV chip and NFC/CTLS technology
• Optional Ethernet connectivity for added security
• Source: https://www.verifone.com/sites/default/files/2018-01/p400_datasheet_ltr_013018.pdf

Click here to learn more about setting up your Credit Card Terminals.

About Card on File

• All card numbers stored at Stripe are encrypted at rest with AES-256. Decryption keys are stored on separate machines. None of Stripe’s internal servers and daemons can obtain plaintext card numbers but can request that cards are sent to a service provider on a static allowlist.
• Stripe’s infrastructure for storing, decrypting, and transmitting card numbers runs in a separate hosting environment, and doesn’t share any credentials with Stripe’s primary services (API, website, etc.). More on Stripe’s encryption of sensitive data, here.

Click here to learn more about using our Card on File feature.

What You Can Do to Enhance Security

• Do not write down credit card data
• Do not store credit card data in your accounting or customer management ledgers
• When taking an over-the-phone payment, enter card data directly into the virtual terminal
• Use Text to Pay to prevent your employees from hearing or mistyping credit card information over the phone

You can do one or more refunds on a payment for up to the total amount of the original payment. Refunds can only be done on payments processed through Weave Payments.

Refunds will be processed quickly after initiated and returned to the original payment method. Customers will see the refund on their statement depending on their bank's processing time. 

Contact Weave's Payments team. 

Have a request for the Payments Team?

If you need to:

• Request a pricing quote
• Process a refund
• Buy additional credit card terminals 
• Submit questions or feedback

Please fill out the form below and our team will contact you.

Weave Payments Contact Form

You can also call the support contact number and choose option 1, then option 5.