Autopay System

Autopay System (Core 2025.2.0 / 4.13.0)

Supercharge Your Cash Flow with the CIMcloud Autopay System

Say goodbye to manual collections and hello to on-time payments — every time. The CIMcloud Autopay System bundle transforms how your customers pay by enabling automatic statement settlements on a schedule that works for them (like the 10th of every month). Whether they pay via ACH bank transfer or credit card, Autopay reliably applies credits and clears all open invoices — no chasing, no gaps in payments.

Every successful payment triggers automated email notifications and is logged directly within CIMcloud for transparent tracking by both customers and your team. Best of all, payments seamlessly sync back into your ERP system as cash receipts — eliminating tedious manual data entry and giving your finance team more time for strategic work.

It’s like the Terminator of collections — relentless, automated, and built to keep your revenue flowing.

Overview

As of core release 2025.2.0 (4.13.0), the Autopay bundle is available in the core product. Autopay streamlines recurring invoice payments so customers stay current without manual steps. Users enroll once, choose when payments run (schedule + next run date) and what gets paid (autopay action), and the system processes those payments automatically.

Prerequisite: The Invoice Autopayments feature must be enabled for Autopay to function.

Key Concepts

• Enrollment – A customer’s autopay setup: account, next run date, schedule (recurrence), autopay action (what to pay), and default payment method.
• Autopay Action – Defines which invoices are included in a run and whether credits are applied.
• Batch – Each time the scheduler runs, Autopay creates a batch and processes matching enrollments.
• Settlement – Posting/crediting results by payment method and account.
• Default Run Time – Daily at 9:00 AM US Eastern (this differs from site to site).

Note: The job schedule is customizable, your instance may differ.

What Workers See

Enrollments
View and manage user enrollments (schedule, next run date, action, payment method). Add, edit, or deactivate.

Batches
See each run with totals (processed enrollments, successes/failures, timestamps). Drill in for audit/reconciliation.

Settlements
Verify postings by payment method and account, including amounts and any errors or pending items.

Payments by Batch
Payment-level details (payer, amounts, status, timestamps) for dispute resolution and reconciliation.

Autopay Actions
Catalog of actions that define how payments are applied (invoice selection window, due-date logic, and whether credits are used).

What Users See

Enrollment
Users link their account, choose a schedule, pick an autopay action, set a next run date, and select a default payment method.

Payments
Users can review upcoming scheduled amounts/methods and past payments with numbers, dates, and amounts for full transparency.

Invoices to Pay (Autopay Action Options)

The action you select determines which invoices are included on each run and whether credits are applied during that run.

• All invoices immediately
  Includes all open invoices right away, regardless of due date. If the action is configured to apply credits, credits are applied first, then the payment method is charged for any remainder.
• All invoices on discount or due date
  Includes invoices that have reached either their discount date or due date by the time of the run.
• All invoices on due date
  Includes invoices whose due date is today or earlier at run time.
• All invoices due through end of last month
  Includes invoices with due dates on or before the last day of the prior calendar month.
  Example: On October 8, 2025, this includes invoices due on or before September 30, 2025.
• Only invoices matching a searchstring
  Includes only invoices matching a custom search string. Use this to target subsets of invoices (e.g., by number pattern, terms, or other attributes your site’s search supports).

Timing & Examples

Default job schedule: daily at 9:00 AM US Eastern.

• Enroll before 9:00 AM; next run = today → runs today at 9:00 AM ET.
• Enroll after 9:00 AM; next run = today → runs tomorrow at 9:00 AM ET.
• Next run = a future date → runs at 9:00 AM ET on that date.

Scenario A – “All invoices due through end of last month”
Today is Oct 8, 2025. Invoices due: Sep 10, Sep 28, Oct 2. The run includes Sep 10 & Sep 28 (≤ Sep 30) and excludes Oct 2.

Scenario B – Enrollment after 9:00 AM
Today is Oct 8, 2025, time is 1:30 PM ET, next run = today. The first run occurs Oct 9, 9:00 AM ET.

System-Generated Emails

1. Autopay Enrollment Confirmation – sent to the user upon enrollment.
2. Autopay Enrollment Cancellation – sent to the user when enrollment is cancelled.
3. Autopay Run Confirmation – sent to the user after a run processes their payments.
4. Autopay Credit Card Expired – sent if the card on the enrollment is expired.
5. Autopay Credit Card Declined – sent if an autopayment fails due to a decline.
6. Autopay Batch Confirmation – sent to the site owner/admin summarizing each batch (processed enrollments, totals for successes/failures, and dollar amounts).

Troubleshooting & FAQ

• Why didn’t it pay today? Enrollment created after the daily run time with next run = today (first run is tomorrow), enrollment inactive, next run date is in the future, the action excluded the invoices (window rules), or the payment method failed.
• Does invoice issue date matter? No—actions use due date logic unless a custom action says otherwise.
• Can we disable reapplying credits? Yes—toggle it on the action, not on the enrollment.
• Can we run more than once per day? Default is daily; this is customizable.