Managing Payment Links and Surcharges in Applied Epic InsTech360

This document explains how to use the Payment Link feature in Applied Epic’s InsTech360 window to send custom and invoice-based payment links to clients, enable partial payments, and configure surcharge settings at both the invoice and account level.

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Step 1: Open the Account and Access the Payment Link Menu

After opening an account in Applied Epic, you will see a new menu item on the left side called Payment Link.

Click Payment Link to open that account’s InsTech360 window.

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Step 2: Create and Share a Custom Amount Payment Link

In the InsTech360 window, the first section you’ll see is Custom Amount. This is where you can enter an amount that is not linked to a specific invoice.

Enter the desired amount, then use the option to copy the payment link to your clipboard.

You can then paste this link into an email or any messaging platform and send it to the client. When the client clicks this link, they will see the custom amount and can make the payment, which will be applied to their account.

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Step 3: Work with the Invoice List and Generate Invoice-Based Links

Next, review the Invoice List, which displays all open invoices for this client. You will see details such as:

• Invoice number
• Amount
• Balance
• Surcharge
• Allow Partial Payment

You can select all or specific invoices you want the client to pay.

After selecting the invoices, use the option to copy payment link for the selected invoices.

This works similarly to the custom payment link, but it is tied to the selected invoices. Alternatively, you can choose Email Payment Link for the selected invoices, which opens a draft email in your default email client (e.g., Outlook or Gmail) with a pre-filled template containing the link for those invoices.

When the client clicks this link, they will see the selected invoices, the total amount due for those invoices, and any applicable surcharge. When they pay, the payment is automatically tied to those invoices on their account.

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Step 4: Enable Partial Payments on Invoices

By default, invoice payments from the payment page do not allow clients to change the payment amounts. If you want to allow partial payments on selected invoices, enable the Allow Partial Payment option for those invoices.

After selecting this option, copy the payment link again. The updated link will now allow the client to adjust the invoice amounts on the payment page and make partial payments.

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Step 5: Adjust Surcharge for Individual Invoices

You can change the surcharge amount from the default account surcharge for one or multiple invoices.

Click Edit Surcharge for the invoice(s) you want to modify.

Update the surcharge amount to the agreed rate with the client (for example, set it to 2%).

Confirm the change.

Then select the relevant invoice.

Copy the payment link as before. When the client opens this link, the updated surcharge will be reflected on the payment page.

If needed, you can later reset the surcharge back to the original value.

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Step 6: Configure Account-Level Surcharge Settings

To manage surcharges at the account level, use the settings at the bottom of the InsTech360 window. Locate and click the gear icon for Settings.

This displays the overall account surcharge that will be used for every invoice created for this account.

Click Edit to modify the account surcharge.

Select a custom amount for the new surcharge rate, then press the Check button to confirm.

You will be prompted to choose how to apply this new surcharge:

• Future invoices only – Only invoices created after this change will use the new surcharge. All currently open invoices will keep the surcharge rate that was in effect when they were generated.
• All open invoices – The new surcharge will be applied retroactively to all open invoices on this account.

Make your selection to complete the update.