Staff-initiated payments with full ERP context — no more keying into a separate gateway.
Process phone orders, walk-in payments, and manual transactions with the customer's account, open invoices, credit limits, and posting rules visible during capture — every payment posts automatically with invoice-level matching.
The Problem This Solves
Before PaymentHub
Staff key payments into a standalone gateway terminal with no ERP context. They toggle between the gateway, the ERP, and a spreadsheet to identify which invoices the payment should apply to. Manual posting after the fact introduces errors, delays reconciliation, and creates a gap between when the payment is captured and when the ERP reflects it.
With PaymentHub
Staff process payments with the customer's account and open invoices displayed in context. Payments apply to specific invoices during capture, post automatically to the correct GL accounts, and appear in the ERP immediately. Phone order processing time drops by 60%, and posting errors from manual data entry are eliminated.
How It Works
ERP-Contextual Payment Capture
When staff initiate a payment, they search for the customer account and immediately see the complete context: open invoices with balances and due dates, payment history, credit limits, terms, and any account notes. Payments are applied to specific invoices during capture — not after the fact. This eliminates the workflow where staff capture a payment in one system and then manually match it in another. The ERP context is fetched in real time, ensuring staff always see current balances even if another payment was applied moments earlier.
Automatic GL Posting with Invoice Matching
Every payment processed through the virtual terminal posts automatically to the correct GL accounts using entity-specific posting rules configured through PaymentHub's upgrade-safe hooks. Invoice-level matching is performed at the point of capture — when staff select which invoices the payment applies to, the posting rules determine the GL entries, entity assignment, and any fee allocation. There is no manual posting step after the payment is processed.
Multi-Method Processing
Process credit card, ACH, and manual payment types (check, wire, cash) through a single interface. Card payments capture Level 2/3 data automatically from the invoice context, qualifying for lower interchange rates without additional data entry. ACH payments initiate bank-to-bank transfers with configurable settlement timing. Manual payment types record the payment in the system and generate the corresponding ERP posting entries for non-electronic payment methods.
Phone Order and Walk-In Workflow
Purpose-built workflows for the two most common staff-initiated payment scenarios. Phone orders follow a guided flow: customer lookup, invoice selection, payment method entry, confirmation, and receipt delivery. Walk-in payments support quick-entry mode for high-volume environments where speed matters. Both workflows enforce the same posting rules, fee policies, and audit trail requirements as portal and API-initiated payments.
Architecture & Integration Notes
The virtual terminal shares the same payment processing pipeline as the AR Portal and Headless APIs — gateway routing, fee evaluation, posting rules, and reconciliation. Before/after hooks on the payment submission step allow injection of custom validation logic (credit limit checks, override approvals, restricted account flags). The terminal interface is role-based: standard AR staff see payment capture only, while supervisors can process refunds, apply adjustments, and override fee policies. All actions are logged with operator identification for audit compliance.
AI Copilot for Virtual Terminal
The AI copilot assists staff during payment capture by suggesting the most likely invoice match based on payment amount, customer payment patterns, and reference data. For payments that don't match a single invoice exactly, the copilot proposes split-payment allocations across multiple invoices and flags overpayment or short-payment scenarios for review. This reduces the time staff spend determining which invoices a payment applies to, particularly for customers with many open invoices.
AI Copilot — Available on Growth & Enterprise Plans
AI Copilot reduces implementation time for virtual terminal by automatically generating field mappings, test datasets, and validation scripts based on your ERP schema — so your team can ship faster without writing repetitive configuration code.
Ready to see Virtual Terminal in action?
Book a Payments Blueprint call and get a live walkthrough tailored to your ERP and payment requirements.
Before & After PaymentHub
| Area | Before | After PaymentHub |
|---|---|---|
| Area 1 | Toggle between gateway terminal, ERP, and spreadsheet for customer details | Full customer account, invoices, and history in a single view during capture |
| Area 2 | 8-12 minutes per order with manual lookup and posting | 3-4 minutes per order with automated matching and posting |
| Area 3 | Manual GL entry after payment capture — errors discovered at month-end | Automatic posting with invoice-level matching at point of capture |
| Area 4 | Not captured on staff-initiated card payments | Automatically captured from invoice context on every card transaction |
Related Features
AR Customer Portal
Give your customers a branded payment portal with real-time invoice balances, multi-method payment acceptance, autopay enrollment, and payment history — every transaction posts automatically to your general ledger with invoice-level matching.
Automated Reconciliation
Match payments to invoices at the line-item level using AI-powered matching, apply entity-specific posting rules, and route exceptions to a prioritized queue — from 40+ hours of manual reconciliation to under 4 hours monthly.
AR Automation Workflows
Replace spreadsheet-driven collections with configurable AR workflows: automated dunning sequences, rule-based escalation, real-time aging dashboards, and payment application — all connected to your ERP and customer portal.
Frequently Asked Questions — Virtual Terminal
Get your tailored implementation plan.
Our Payments Blueprint call delivers a written implementation roadmap specific to your ERP, your team, and your timeline.