Auto-Pay

What is Auto-Pay?

Auto-Pay lets customers set up recurring, automatic payments for their statement balance through the Toolbx platform.

This feature helps reduce manual collections and ensures payments are made on time, improving cash flow and saving time for both Dealers and customers.

How to Create an Auto-Pay Plan

Auto-Pay plans are created from the Upcoming Payments section of the customer’s Account page.

1. Go to the customer’s Account.
2. In the right-hand sidebar, under Upcoming Payments, click Create.
3. Select Auto-Pay.
4. Choose the payment method, frequency, and timeframe.
5. Review the authorization agreement, then confirm setup.
   
   

Once confirmed, Auto-Pay will automatically submit payments based on the schedule you’ve defined.

Note: Authorization is required for both credit card and ACH payment methods.

Managing Auto-Pay Plans

In Dealer Admin

Dealers can view and manage all active and canceled Auto-Pay plans in Payments > Plans, under the Auto-Pay tab.

From this page, you can:

• View plan details such as amount, frequency, and status.
• Track payment submission history.
• Cancel or reconfigure existing plans as needed.

In the Customer Portal

Customers have the option to self-enroll in Auto-Pay via the Customer Portal:

1. Go to the Account or Statement page
2. Click on ‘Enroll in Auto Pay’
3. Select or add a preferred method of payment.
4. Accept the payment method authorization terms

Customers can view their active Auto-Pay plans under Payments > Auto-Pay. This page displays each plan’s payment amount, method, start date, and status.

Notifications

Event	Recipient	Details
Enrollment	Dealer + Customer	Confirmation of activation, including plan type, method, and start date.
Pre-Payment Reminder	Customer	Reminder before the scheduled Auto-Pay charge, showing payment amount and timing.
Successful Payment	Dealer + Customer	Confirmation once payment has been processed.
Failed Payment	Dealer + Customer	Failure notice with next steps to retry or update payment method.

All notifications copy billing contacts and include direct links to account details.

Failed Payment Handling

If a scheduled Auto-Pay charge fails, Toolbx will automatically retry the payment:

Attempt	Timing
1st Retry	3 days after initial failure
2nd Retry	2 days after previous attempt
3rd + Subsequent Retries	1 day apart (up to 4 total attempts within 7 days)

Dealers and customers can also manually retry or update payment methods at any time.

Tip: Failed Auto-Pay attempts do not block future scheduled payments — the system continues processing subsequent charges as planned.

Permissions

Access to Auto-Pay follows the same permissions used for other AR features:

• Create Account Receivable Payments
• View Account Receivable Payments

By default, these permissions are available for users with the following Roles:

• Dealer Admin
• Finance
• Accounting
• E-Commerce
• Sales Rep

FAQs

Can a customer update or cancel their Auto-Pay plan?
Yes. Customers can update their payment method or cancel an active Auto-Pay plan directly from Payments > Auto-Pay.

Do failed payments stop future Auto-Pay charges?
No. Failed attempts are retried automatically, and future scheduled payments will continue as planned.

Can I edit the frequency or amount of an existing plan?
You cannot edit the frequency or amount of an existing plan. Dealers can cancel plans from Payments > Plans > Auto-Pay in Dealer Admin and create a new plan with the required parameters.

Do both parties receive notifications?
Yes. Dealers and customers both receive notifications for activation, reminders, successful payments, and failures.