Merchant Services - DirectBiller by Aliaswire

Smartwebs' integration with DirectBiller (software by Aliaswire) enables Residents to make Arc Payments when submitting an Architectural application and/or Deposit through Smartwebs. Capabilities:

1. Clients can set Arc Application Payments as Required or Optional per Association
2. Clients can set Arc Deposits as Required or Optional per Association
3. Clients can set a default fee per Payment Type per Association
4. Clients can set varying fees per Project Type per Association
5. Clients can enable/disable payments via Smartwebs’ Resident Portal

Business Requirements for AliasWire Merchant Services 

Enclosed are the required documents to enroll in Merchant Services with AliasWire. Complete and submit these to Smartwebs as promptly as possible for review and implementation with AliasWire.

1. AliasWire Services Agreement.docx
   
   a. Complete all required fields
   b. The person signing the agreement as “Officer” must have their email address included. This is required by the ACH processor as once the Management Company is entered into their system it pushes an ACH processing agreement to be sent out to the officer’s email address for signature.  
   c. If the new Management Company will be using a DBA name, they must supply a DBA or Fictitious Name certificate.  Names and addresses must match exactly on all documents submitted. 
   *Please Note that this is the most common roadblock with applications as a back and forth conversation is started to resolve the discrepancy. Variances in business names on paperwork may cause a denial, and at minimum will extend the turn time significantly. 
2. Minimum Data for New Communities.xls
   
   a. All associations must be setup in Smartwebs before they can be submitted to Aliaswire for Onboarding
   b. Smartwebs will fill in your Smartwebs Association ID
   c. Payment Velocities/largest credit card to process is what the association will be limited to so ensure this number covers any possible payments.
   d. Bank Account Information is the bank account for the Association where funds will be deposited to. 
   *Please Note that at this time it is not possible to deposit different payment groups or types (such as Application Fees versus Deposit Fees) into two or more different accounts.
   d. Fee Account Information is the bank account where any fees due to bounced checks or returned payments will be withdrawn from.
3. Preboarding Roster Info.xlsx *required if enabling Resident Portal payments
   
   a. 3 months of recent bank statements belonging to merchant of record
   b. 1 Voided check OR Bank Letter ***The bank letter must list the date the account was opened, that the account is in good standing, the full routing number, the full account number, and must be signed by a bank official on their letterhead.
   c. Copy of Driver's License if  the main point of contact listed within the service agreement owns more than 25% of the company
   d. Utility Bill to confirm entity is doing business out of the physical address ***Cell phone bills will not be accepted
   
   
4. Assessment List per Association
   Each Association being set up within a management company must provide an Assessment List even if Assessments will be standard across multiple communities

Timeline for Merchant Services Approval with AliasWire 

The Aliaswire onboarding process takes an average of 30 days, however, if the above requirements are not met at submission, the timeline is not fixed and may extend beyond 60 days. 

Payment Rates in AliasWire via Smartwebs

ACH and Credit/Debit card fees are outlined below. These are passed through to the Homeowner/Resident when processing a payment and itemized to the user during the payment process in the UI.

1. ACH (bank account draft) - $0.99 flat rate processing fee for all payment amounts
2. Credit/Debit Card - $3.00 processing fee for payments up to $100
3. Credit/Debit Card - 3% processing fee for payments over $100

Required Configuration in Smartwebs 

While the Onboarding in Aliaswire is in progress, work with Smartwebs Support to create or update an Online Submit Form for each Association that will have payments enabled for Arc Applications and/or Deposits.

As soon as the Onboarding in Aliaswire is complete, the Smartwebs team will configure the following on your behalf. Confirm with Smartwebs Support which of the following you wish them to enable: 

• Arc Merchant Service Payments
• Arc Deposit Fee *set as Required if applicable
• Arc Application Fee *set as Required if applicable
• Note that Payment Defaults can be set by Project Types
• Set a Default Application Fee and/or a default Deposit Fee
• Set exceptions by Project Type
• Resident Portal payments
• Banking Information and Automation *if MAX client

3. Verify Arc Payments are Live 

Supplemental Documentation

Support Portal: track payments and pull reporting for accounting purposes

Knowledge Base: find answers to all Support and Payor related questions