User Guide - Merchant Services with 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 

Listed below are the required documents to enroll in Merchant Services with AliasWire.

Submit a request to Smartwebs Support for Onboarding and we will respond with the required documents, which are defined below.

Complete and submit them to Smartwebs as promptly as possible for review and implementation with AliasWire.

Requirements for New Management Setups  

1. AliasWire Services Agreement.docx
   1. Complete all required fields
   2. 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.  
   3. 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. Underwriting Requirements:
   1. 3 months of recent bank statements belonging to merchant of record
   2. 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.
   3. Copy of Driver's License if  the main point of contact listed within the service agreement owns more than 25% of the company.
   4. Utility Bill to confirm entity is doing business out of the physical address ***Cell phone bills will not be accepted

1. 1. Fill out the Minimum Data for New Communities.xls per Association.
   2. Smartwebs will fill in your Smartwebs Association ID
   3. Payment Velocities/largest credit card to process is what the association will be limited to so ensure this number covers any possible payments.
   4. 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.
   5. 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.

4. Preboarding Roster Info.xlsx (aka "Rent Roster"):
Each Association being set up within a management company must provide an estimate of Assessments that are processed per unit.

1. 1. This applies if Assessments will be standard across multiple communities.
   2. This also applies if the Merchant Service will only be used for ancillary fees (such as ARC application fees and deposits) and not used for monthly resident assessments. 
      1. In this case, submit the fee average with the number of units *for example $35 is the average ARC application fee for clients commonly using Merchant Services for ARC*

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 

Requirements for New Association Level Setups 

Once a Management level is set up with one or more associations, additional Associations may be added with fewer onboarding requirements.

See full list above for the details of each: 

1. Minimum Data for New Communities
2. Preboarding Roster Info

Division (Management/Regional) Level Re-Authorization Requirements

In the event that Association setup requests fall under a Management who has not been authorized by the underwriting process in a year or more, additional requirements apply. Aliaswire will request 3 months of bank statements or a bank letter on letterhead, for the authorization of the parent Division (Management/Region) which the Association setups are within. 

Please note that 3 months of bank statements are not required per Association setup; however, they are required for the Division (Management/Region) under which the associations are operating for annual underwriting purposes. This is the same ACH  processor  requirement as for the initial management onboarding. 

Therefore, if the Division (Management/Region) has not been authorized by the processor that year, all association requests which are  pending beneath it will be  placed on hold as  Aliaswire returns them requesting the Division level authorization (3 months of bank statements). Once those are received and the Division is re-authorized, all Association setups proceed for approximately a year without any additional requirements to the Division/Region.    

Supplemental Documentation

Support Portal: track payments and pull reporting for accounting purposes

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