Seamless Payments: Gateway & AI Automation

Introduction

Does your team process over 100 client payments each week? If so, you know how time-consuming manual data entry can be. That’s why we built a custom payment gateway that handles large batches of transactions. It also lets clients update their own payment details through role-based access. On top of that, we created an AI email checker that sorts messages, replies automatically, and sends data to Salesforce when needed.

With this system, staff can spend less time on busywork and more time on high-impact tasks.

Why a Custom Payment Gateway?

  1. High Transaction Volume
    Processing over 100 payments per week is tough with old methods. Our gateway speeds up these tasks by combining them into bulk operations.
  2. Role-Based Access
    Clients can log in and change their own payment information. This reduces your workload and makes life easier for your customers.
  3. Secure & Scalable
    The gateway can handle large growth in payments and client data. It also protects sensitive details with strong security and encryption.

Key Features

1. Bulk Payment Processing

  • Batch Uploads
    Staff can upload a CSV file or connect a database. They can schedule many payments at once.
  • Automatic Validations
    The system checks for errors—like invalid account numbers—before submitting any payments.

2. Role-Based Access Control

  • Client Portal
    Each client can edit payment details on their own time. This reduces calls and emails for small updates.
  • Tiered Permissions
    You can assign roles like “manager,” “finance,” or “executive” based on each user’s level of responsibility.

3. AI Email Checker

  • Salesforce Integration
    Our AI scans emails. If it finds key details (like confirmations or inquiries), it updates Salesforce automatically.
  • Automatic Replies
    Common questions—such as “Where is my receipt?”—get a fast, automated response.
  • Smart Escalation
    If an email is too complex or unclear, the system flags it for a real person to review.

4. Secure Attachment Handling

  • On-the-Fly Decryption
    The system decrypts protected files after it confirms the sender’s identity.
  • Data Extraction
    It pulls out important info, like updated account numbers, then saves it to the payment gateway or Salesforce.
  • Audit Logs
    Every file and action is tracked for safety and compliance.

How It Works

  1. Client Payment Updates
    • Clients log in to their portal and edit their payment info.
    • The system syncs these changes with the payment gateway.
  2. Bulk Payment Upload
    • Your team compiles a list of payments in one file.
    • The gateway checks each entry and processes them together.
  3. AI Email Processing
    • The AI reads incoming emails to spot familiar questions and data.
    • Simple requests get answered right away. Complex ones go to a person.
  4. Salesforce Data Flow
    • When the AI finds useful details (like leads or payment updates), it sends them to Salesforce.
    • This cuts down on copying and pasting, which saves time and lowers the risk of mistakes.

Benefits & Impact

  1. Less Busywork
    Automated tasks free up your staff for bigger projects.
  2. Better Client Experience
    Clients can update their own info. They get fast answers from the AI when they email.
  3. Fewer Errors & Higher Security
    Validations catch mistakes in payments. Secure decryption keeps data safe.
  4. Easy to Expand
    As your business grows, the system can handle more payments and more emails.

Beyond Payments

  • Subscription Renewals
    Automate monthly or yearly payments, plus send reminders and updates.
  • Invoicing & Receipts
    Generate receipts, attach them to emails, and store records in Salesforce.
  • Customer Support
    Use AI to answer common questions or forward tricky ones to the right person.

Conclusion

Our custom payment gateway streamlines bulk transactions and gives clients control of their own payment details. Plus, our AI email checker routes data to Salesforce, sends automatic replies, and alerts human staff when necessary. This system means less grunt work for your team and a smoother payment process for your customers.

Ready to simplify your payment workflows and improve customer service? Contact us to learn how we can build a similar solution for your business, boosting efficiency and security at the same time.