How to set up and use Artlogic Pay

Artlogic Pay allows you to give your clients the option to pay for an invoice online. Using a secure integration with Stripe, clients can use credit or debit cards or one-time Direct Debit payment options such as Bacs, SEPA or ACH, to pay for invoices using a payment link created in the Artlogic Database. 

For other general FAQs like which payment methods are accepted see Artlogic Pay FAQs

How does Artlogic Pay work?

Artlogic Pay works using a Stripe integration with your Database. 

When generating an invoice from within Artlogic, you will have the option of creating a payment link. Send this link to your client for them to pay the invoice online. Your client will be taken to an online payment window to complete the transaction using a credit or debit card or by direct debit.

Once complete, the transaction will be reflected within Artlogic. The client will receive an email confirming that their payment has been successful.

You will need to create a new Artlogic-only Stripe account to use Artlogic Pay To find out how to integrate Stripe refer to How to integrate Stripe with the Artlogic Database below. 

Can I select which invoices to use it with?

Yes. You will have the option to choose when an invoice has a payment link generated for it.

How to integrate Stripe with the Artlogic Database

Please note: The following changes can only be completed by a user with administrative access.

Step 1: Creating a new Stripe account

In order to use Artlogic Pay, you must create a new Stripe account through our integration. If you already have a Stripe account you can use the same login credentials to reduce the number of steps in the account creation process. 

1. From the menu bar in your Artlogic Database go Admin > Preferences > Artlogic Pay. A pop up should appear to begin the onboarding flow. 
2. Click Set up now.
3. Read the Terms and Conditions and check the I agree to the terms and conditions box.
4. Click Begin Stripe set up.
5. Follow the instructions on Stripe’s site to create a new account. If you already have a Stripe account, use the same credentials in order to reuse the same business information. 
6. Once you have successfully created your account in Stripe you will be redirected to Artlogic to complete set up.       

Step 2: Add information to your gallery settings 

Set your main contact details to allow customers to easily get in touch for questions about their payments. These details are used centrally across your database and are not specific to Artlogic Pay.

1. If the page did not automatically reopen after completing the Stripe set up, you can find the page again by navigating to Admin > Preferences > Artlogic Pay.
2. Click Continue
3. Upload a logo. It’s best to use a logo without a background or a logo with a white background
4. Click Continue
5. Click Edit next to any location that will use Artlogic Pay and update the address details. Any galleries with an incomplete address will have Artlogic Pay disabled
6. Click Save
7. Click Back to location overview.
8. Click Continue.
9. Click Close.

Enable a user to create and edit payments links

Please note: You must be an administrator, or have the permission to edit a user’s roles in order to enable a user to create and edit payment links. If you do not, please speak with an administrator on your account to make the necessary changes. 

1. In the top menu bar head to Other > Admin > Users.
2. Find the user you wish to give permission to and double-click or click the pencil icon.
3. Click on the Roles tab.
4. Check the box next to Allow this user to generate and edit online payment links.
5. Click Save.
6. The user will now have permission to create and edit payment links the next time they log in. If the user wants to start using the permission right away they will need to log out and log back into the database. 

Create a test payment link

1. Set up your invoice as you normally would.
   Note: this invoice will be created with a test invoice number e.g. 00001-test.
2. Select a dummy contact with a real email address (we suggest using your own email address).  
3. In the Artlogic Pay bar at the top click on the toggle to turn payment links on for the invoice. 
4. Click the Settings button.
5. Click the Run in test mode toggle.
6. Click Save
7. Click Action > Generate the invoice
8. Click the link that is generated to open the link in a new window. 
9. Follow the steps to get to the payment page.
10. To test a card transaction, uuse the test card information shown in the brown text box on the screen. For other test card types numbers, see Stripe's card testing documentation. 
11. To test a non-card transaction, use the following test account information. For other test methods, see Stripe's non-card testing documentation.  
    • ACH: account number - 000123456789, routing number - 110000000
    • Bacs: sort code - 108800, account - 00012345
    • SEPA: account number - AT611904300234573201
12. Once the test transaction has gone through, the invoice Artlogic Payment status will be updated.

Create a payment link for the full balance 

1. Set up your invoice as you normally would.
2. In the Artlogic Pay bar at the top click on the toggle to turn payment links on for the invoice. 
3. Click the Settings button if you wish to set the payment methods available.
4. Click Save.
5. Click Action > Generate the invoice.
6. Copy the payments link from the modal or copy the payment link from the invoice’s edit pane.
7. Send the payment link to the client to pay by email.

Create a payment link for a deposit or initial part payment

Payment links can only be used once per invoice. Once a payment link has been used to take a deposit, the remaining balance must be taken by another payment method.

1. Set up your invoice as you normally would.
2. In the Artlogic Pay bar at the top click on the toggle to turn payment links on for the invoice. 
3. Click the Settings button.
4. Select Deposit.
   1. Fixed Amount - Select Fixed in the dropdown menu and enter the amount you would like to take as deposit. 
   2. Percentage Amount - Select Percentage in the dropdown menu and enter the percentage of the total that you would like to take as a deposit. 
5. Click Save.
6. Click Action > Generate the invoice.
7. Copy the payments link from the modal or copy the payment link from the invoice’s edit pane.
8. Send the payment link to the client by email.

Create a payment link for an existing invoice to pay the full amount or the remaining balance

1. Find the invoice you want to create a payment link for. Note: the invoice cannot already have an online payment made against it.
2. Double click on the invoice or click on the pencil icon to open the invoice in the edit pane.
3. In the Artlogic Pay bar at the top click on the toggle to turn payment links on for the invoice. 
4. Click the Settings button if you wish to set the payment methods available.
5. Click Save.
6. Click Action > Regenerate the invoice.
7. Copy the payments link from the modal or copy the payment link from the invoice’s edit pane.
8. Send the payment link to the client by email.

Manage payment methods on payment links

Artlogic Pay gives buyers the option to pay for an invoice by credit card and bank debit. You can select which payment methods are available on a per invoice basis. 

1. In the Artlogic Pay bar click on the toggle to turn payment links on for the invoice. 
2. Click the Settings button.
3. Select only the payment method you wish to appear on the payment form.
4. Click Save.
5. Click Action > Generate the invoice.
6. Copy the payments link from the modal or copy the payment link from the invoice’s edit pane.
7. Send the payment link to the client by email.

Passing the fees to the buyer

If you would like to pass transaction fees on to the buyer, we suggest adding an additional fee as a sundry item to the invoice. See How much does it cost to use Artlogic Pay? for information on transaction fees. 

Manage email notifications

The user that created the invoice in Artlogic will receive an email once the client has paid for the invoice by card or submitted direct debit details.

The client will receive an email confirming the payment has been successful or that the details have been submitted from notifications@artlogic.net and an email from Stripe outlining the payment details.

We currently do not have functionality to manage email notifications yet.