Tag: accepting credit cards



14 Jan 09

Here’s a great article I picked up from an email advertisement recently sent to me (original at http://www.affiniscapemerchantsolutions.com/associations/7037/files/LFM/article.html):

Many legal professionals do not like asking for payment or feel uncomfortable discussing fees for their work. Yet, chasing down delinquent payments is no fun! When this occurs you or your office staff spend valuable time, energy and money in the process. To help simplify billing and reduce collections, here are 5 proven tips for collecting fees.

  1. Be proactive and communicate. Set your clients expectations up front. Explain your rates, how time is tracked, your billing process, and the types of payment you accept in your firm. That way there are no surprises!
  2. Accept every form of payment: cash, checks, debit and credit cards. If a client is ready to pay for your services do not turn them away! Provide them with every payment option. If the idea of credit card fees scares you then lower them with a Law Firm Merchant Account or consider offering a 10% cash discount.
  3. Go one step further and explain what your actions will be if payments are late and when a non-payment situation occurs. Spell out if you charge interest on late payments and the disengagement process. Incent your clients to pay promptly by offering a 10% discount if payments are received within 10 days.
  4. Avoid late and no-pay pay clients entirely by including a credit card authorization form with your letter of engagement. State on the form that a past-due balance over 90 days will be charged to the client’s credit card on file. Contact the number below for a sample credit authorization form.
  5. Bill regularly, it is an effective form of communicating your status and value to your clients. Make sure bills are straightforward. Always, include the name of someone whom clients can contact with their questions. Plus, include a field for credit card payment. That way they can pay immediately.

Make it easy to get paid by being upfront and clearly communicating fees, payment options and your billing process to your clients. Follow these Five Fee Tips and you will soon discover how easy it is. If you would like to learn more about accepting debit and credit cards in your practice, call 866.376.0950 or visit the Getting Started page to request more information.


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6 Aug 08

A few months back I posted an entry regarding how easy it is for law firms to setup credit card processing (Credit Card Processing: Not such a naughty word anymore), and one easy way discussed was using PayPal. Well, I had a wonderful comment posted by Nicole in South Africa which really does make the question more interesting.

Nicole writes:
To be honest as a client I get nervous if I see a PayPal sign on any reputable law firms website. Here in South Africa all fees have to be in a trust account so it would never apply here hopefully.

Are legal professionals in the USA not required to keep a trust account?

But then again I doubt you guys there have half the corruption we have here in our legal system.

Thank you Nicole! I hadn’t considered the international aspect of the question.

Though I can’t directly address our issue of corruption and the statistics, my gauge of the legal environment here is the there is “minimal” corruption. Saying “none” would be naive of me since I’m sure the bar associations have all these ethics and conduct rules for a good reason!

In the USA each state regulates their lawyers by issuing the “bar license”. Some lawyers are licensed to practice in multiple states and beyond that some states have “reciprocity” for bar licenses (for example a lawyer licensed in Washington doesn’t have to go through the complete licensing process to practice in Oregon or Washington DC).

So, with that in mind each state bar association produces codes of conduct and ethics and lots of other detailed rules on practicing law. In the State of Washington (as well as many other states), the bar association produces many operating procedures for how firms has to handle client money. “Recognizing income” is one of the standards. So in order for a law firm to accept payment from a client they have to have earned that money. Sounds pretty obvious, but the confusion stemmed from “retainers” or “flat fee” arrangements where money is collected prior to any (or most) legal work is performed. (The term “flat fee” is ripe for heated debate on whether it constitutes “earned fees”)

With that said, if the firm has “earned the fees” then they can deposit the funds directly into their operating account. If the firm has not earned them (meaning the client is either pre-paying or issuing a retainer payment) then we, the law firm, have to deposit the funds into a trust account, even if the client owes $100 and they pay $101. It all has to go to trust OR returned to the client. If you deposit it into trust you can take your earned portion since the client intended to pay for the invoice. Any remaining funds will be held in trust until the client requests them be returned or we notify (with ample time to contest) the client that we are applying the funds to other earned fees.

So, that said, the Washington State Bar Association says we can technically accept payments via credit card for invoices. And we can accept credit cards in payment of retainers/pre-pays, however the monies received for retainer/pre-pay has to be deposited directly into the trust account. Therefore PayPal would not work in the State of Washington for processing retainers, but would definitely suffice for processing invoice (earned fees) payments.

So, is PayPal directly endorsed or addressed by the State of Washington? To tell you the truth, I’ve never heard of any firms actually using it (including my own). So, I’m not sure they’ve even addressed the issue directly. Since many businesses and individuals use it as “legal tender” then I can’t imagine the bar association objecting to using PayPal for payment of invoices, yet I could see them contesting significantly to using it for retainer payments.

UPDATE: I stand corrected. I had originally wrote in California as a state with reciprocity, but that is not true. I’ve modified the article to Washington DC as another state with reciprocity to Washington State.


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19 Nov 07

The legal industry has rallied against accepting credit cards for years. Even those who do accept credit cards rarely advertise it.

My firm does accept them, but since the cards are not processed with the client inputting their own information via the web the process tends to be more difficult than it should be.

Here’s a message I sent out to a group of fellow administrators regarding credit card processing for our Association:

Online Payment Collections – the easy way

I did some more digging with PayPal. You can send an invoice through Outlook via email (auto generated with very little work). Then the recipient can use that to pay via PayPal OR they can print it off and/or their registration form and bring it with their firm check. I don’t believe it would require them to have a PayPal account. I’m pretty sure that they can just input their payment info. (If I’m wrong about that I know it’s possible, it would just require a different type of account)

Have I lost you yet? = )

This is much easier and much cheaper than I would have imagined. No monthly fee and 2.9% plus $0.30 per transaction (rate goes down if we get over $3000 in an average 90 day period). (Since I’m a BlackBerry addict I can also pay through PayPal on my BlackBerry, but I would doubt many would find that interesting, but I love it!) They also give “businesses” multiple login accounts, which means you can set levels of access to different people.

Here’s more info on collecting payments via email invoicing.

https://www.paypal.com/us/cgi-bin/webscr?cmd=_email-payments-overview

I did also look into Google Checkout (a newish service from Google similar to PayPal), but with their service you have to integrate it into your website and I think that’s too much work at this point. Only advantage to Google is that the fees are a flat 2% + $0.20 per transaction. Only slightly less really, but a lot more technical skill required

So, does this ring any bells for you? Because of the overwhelming popularity of eBay and MANY online retailers who accept PayPal, what are the odds that most of your clients aren’t already using it for something? Perhaps they aren’t using it for professional reasons, but I would bet my reasonable, but not abundant, salary that most of the individuals at your client know of or have personally used PayPal.

There is one downfall for PayPal at law firms. The last time I read there was a $10,000 per transaction limit. (If there are any non-legal readers here I can see your eyes bulging out that ANYONE would charge MORE than $10,000 in one pop, but, believe me, it happens) So, if you have a client who uses a commercial credit card account who regularly pays their $100,000 invoice with their VISA, then you’ll NOT want to take any interest in PayPal, or you should at least have a “real” merchant account through your bank to process those transactions.

Another concern which I believe can easily be avoided, is that when you process the credit card the funds credit your PayPal “bank” account instead of automatically going into your firm’s general operating account. When I say it can be avoided, I just mean that you can transfer the funds out pretty quickly (though there is a daily limit of how much you can send to your bank, but that limit isn’t usually that bad).


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