Chipply Business - The Organization Portal

Give an organization’s billing contact a link where they can see what they owe and pay online.

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The Organization Portal is a page where an organization’s billing contact can log in, see what they owe you, and pay online, so they don’t have to call you. Every organization has its own portal link, and you decide when to send it. This article covers how to give an organization access, what they see once they’re in, and how they make a payment.

Before you share it: set up a billing contact

Only a billing contact can log in. If a contact isn't marked as a billing contact, they'll never receive a login code, and the portal won't work for them. Here's how to set it up.

Open the organization. Click Organizations in the top menu and click the organization's name. Use the search fields to find the organization you are looking for. Click on the organization to open up the Manage Organization page.
Click the Contacts tab. It's next to Profile and Branches at the top of the Manage Organization page.
Find the person who pays your invoices. If they aren't listed yet, add them as a contact by clicking the + Add Contact button.
Click the Edit Pencil button next to the contact you want to mark as a Billing contact.
Check their email address. This is the email they'll use to log in, so make sure it's correct before you send the link.
Toggle on billing contact.

If more than one person pays your invoices, turn the toggle on for each of them. Anyone who doesn't have it on won't be able to get in.

Giving an Organization Access

Copy the organization’s portal link and send it to their billing contact. You can find it in three places:

The Sales Order Summary. Open a store, click Sales Order Summary under Reports in the left-hand menu, click Share at the top, and choose Copy Organization Portal URL.

The Manage Organization page. Click Organizations in the top menu, find the organization and click into it, then click Share at the top and choose Copy Organization Portal URL. It's the same Share button you see on the Sales Order Summary.

The Accounts Receivable dashboard. Click Accounting in the top menu, then Accounts Receivable. The main dashboard lists all of your organizations, so you can't copy a link from there. Click into one organization to open its Organization Overview page, then click Share and choose the copy option.

Each link is specific to one organization. The same person can be a contact for more than one organization, so a link only opens the portal for the organization it came from. If a contact belongs to several organizations, send them a separate link for each.

Or email the link to them from Chipply

You can send the link straight from Chipply instead of using your own email.

Open the Sales Order Summary. Open a store and click Sales Order Summary under Reports in the left-hand menu.
Click Share, then Message Contacts. Use Message Contacts instead of Copy Organization Portal URL. The message window opens.
Add the portal link to your message. When you write the body of the email, insert the merge field called Organization AR Payment URL where you want the link to appear.

You can also click Message Contacts from the Accounts Receivable dashboard. There isn't a ready-made template for this email yet, but you can create your own.

What the organization does to log in

Open the link and enter their email. It needs to be the email you have on file for them as a billing contact. The page shows the organization’s name so they know they’re in the right place.
Click Continue. Chipply emails them a security code. If it doesn’t arrive, they can wait about 30 seconds and resend it, try a different email, or go back.
Enter the code. They land in the portal, which shows your logo, the organization’s name, and a set of tabs.

What they see in the portal

The portal has four tabs:

Summary. The total open on deposit requests and invoices, each with a Make Payment button, your contact details in case they have questions, and their recent payment activity from the last 90 days.

Open Deposit Requests. Any deposit requests you’ve sent that haven’t been paid yet.

Open Invoices. Every open invoice, with its date, event, sales order, PO, total invoiced and balance due. They can sort by date to pay the oldest first.

Payment Activity. A record of what’s been paid, filterable by date range.

How an organization makes a payment

To pay, they select the invoice they want to pay, or select several invoices to pay at once, from the Open Invoices tab (or the Summary tab):

One invoice. Click Make Payment on that invoice’s row.
Multiple invoices. Click Make Payment at the top of the tab. Every invoice starts checked, so they can uncheck the ones they’re not paying today and edit the amount if needed.

Then they choose how to pay, add an optional memo, and review the summary, which shows the payment amount, any processing fee you’ve set for that payment type, and the total. When they click Submit, they see a “Payment received” message. The paid invoices drop off the Open Invoices list, and the payment appears under Payment Activity with its reference number, payment type, fees and memo.

Common questions

My customer says they never got a code. What should I check? First, make sure they’re set up as a billing contact on the organization. A contact who isn’t a billing contact won’t be sent a code, and nothing will tell them why. Then check that the email they typed is the one you have on file for them.

One person coaches two teams. Do they use the same link? No. Each organization has its own portal link, so send them one link per organization. The link they open decides which organization’s invoices they see.

Can an organization pay by cash or check in the portal? No. Cash and check can only be recorded by your team, so there’s always a real confirmation behind them. Online payment types you’ve allowed are available in the portal.

Does my customer need to create an account or password? No. They log in with the email you have on file and a security code that’s emailed to them each time.

Can an organization see invoices from all of my stores? They see their own open invoices and deposit requests, pulled together in one place, not other organizations’ invoices.