Payment Methods

Introduction

Payment Methods are crucial for managing subscriptions to Experts within the EveryAnswer system. As a Workspace administrator, you have the authority to add, edit, delete, and set default payment methods. EveryAnswer only accepts credit card payments, making it essential to understand how to manage these methods effectively to ensure uninterrupted service.

Supported Payment Methods

EveryAnswer supports the following credit cards:

• Visa
• MasterCard
• American Express
• Discover
• JCB
• Diners Club
• China UnionPay

Payment processing is handled by Stripe, EveryAnswer's processing partner.

Payment Method Management

Location and Navigation

1. From the left navigation menu, click Billing under Settings.
2. In the Billing section, go to the Manage Billing area.
3. Navigate to the dedicated Payment Methods tab.

Adding and Selecting Payment Methods

When adding a new Expert, you can select from existing Payment Methods or add a new one. For Experts with pending approval, add a Payment Method if one isn't already associated.

Setting a Default Payment Method

1. In the Payment Methods tab, locate the 'Primary Payment Card' dropdown.
2. Select the desired Payment Method to set as default.

Editing Payment Methods

1. Find the Payment Method you wish to edit.
2. Click the pencil icon next to the Payment Method.
3. Make the necessary changes.
4. Save the updated information.

Deleting Payment Methods

1. Locate the Payment Method you want to delete.
2. Click the trash can icon next to the Payment Method.
3. Confirm the deletion if prompted.

Note: Deletion is only possible if no subscriptions are associated with the Payment Method.

Payment Method Association

• Payment Methods are linked to specific Workspaces, not individual user accounts.
• Multiple Payment Methods can be added to a single Workspace.

Payment Processing and Security

• EveryAnswer does not store payment card information directly; it is stored securely with Stripe.
• The platform supports autofill functionality for easier card entry.
• Cards are saved as Payment Methods in the system via Stripe.

Display of Payment Method Details

Each Payment Method is displayed with:

• Card brand icon
• Obfuscated credit card number (e.g., xxxx xxxx xxxx 1234)
• Expiry date
• Name on the card

Subscription and Billing

Payment methods are used for regular subscription fees, prorated charges for plan changes, and overage charges. You can change the Payment Method associated with an Expert, and saved Payment Methods can be reused for multiple Experts without needing to re-enter card details.

Changing Payment Method for an Expert

1. Go to the Subscriptions tab under Manage Billing.
2. Find the Expert whose Payment Method you want to change.
3. Click the pencil icon in the Payment Method column.
4. Select the new Payment Method from the dropdown.
5. Save the changes.

Payment Failure and Recovery

• In case of payment failure, all administrators with billing roles on the account are notified.
• If payment fails, the system attempts to charge the card daily for up to 7 days.
• If payment is not received after 7 days of attempts, the Expert's functionality is suspended until payment is resolved.

Resolving a Suspended Expert

1. Go to the Payment Methods tab.
2. Update the Payment Method or add a new one.
3. Attempt to process the payment again.

Invoices and Purchase Orders

For details on viewing and managing invoices, as well as associating Purchase Order Numbers, refer to the Invoices and Purchase Orders documentation pages.

Permissions and Visibility

User Roles and Access

• Workspace Administrators:
  • Have full access to the Billing section
  • Can view and manage all Payment Methods for the Workspace
  • Can associate Payment Methods with Experts
  • Can view all billing-related information
• Regular Users / Non-admin Members:
  • Do not have access to the Billing section
  • Cannot view or manage Payment Methods
  • Cannot make changes to billing-related information

To access billing functions:

1. Ensure you are logged in as a Workspace administrator.
2. From the left navigation menu, click Billing under Settings.
3. Access the Manage Billing section.

Troubleshooting

Checking for Payment Method Issues

1. Go to the Payment Methods tab.
2. Look for the "Payment Method Issues" section.
3. Review any listed problems (e.g., declined cards, expired cards).

System Features

• Activity Log: Changes to Payment Methods are logged for auditing purposes.
• Automated Invoicing: The system uses Payment Method information to generate invoices and process payments for Expert subscriptions automatically.

Default Payment Method for New Experts

The default Payment Method set for the Workspace is used for new Experts added to the Workspace.

Related Documentation

• Invoices
• User Roles and Permissions
• Purchase Orders