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Frequently Asked Questions
What is PatronPay and for whom is it ideally suited?
PatronPay is everything you need to take credit card and contactless payments or donations from anywhere: tap, chip and swipe reader, payment processing, cellular plan, customer portal, custom amounts, and reporting.
It is designed for businesses, charities, organizations, schools, non-profits, communities, groups and municipalities that need something more than a cell phone or tablet with a cheap reader, but much cheaper than a full POS, donation or ticketing system.
Our cellular-based device is smaller than an Apple iPhone 11 Max, but takes Tap (Apple Pay / Google Pay / NFC), Chip, and Swipe payments with a simple to configure user interface, specially designed for “no signature required” quick payments. It runs a special secure version of Android so anyone who can operate a smartphone can use our device.
What are the components of the PatronPay solution?
The instant you sign up to be a PatronPay Customer you get the following:
- Access to the PatronPay Portal, our superb configuration and reporting system.
- Access to our 24×7 USA based, friendly PatronPay Advocates.
- A Page to link to from your website so your customers (“Patrons”) can download receipts and get a history of transactions.
- A scheduled call to help you get your device set up.
- A tracking number for your device(s) which are usually shipped out the same day.
How does PatronPay compare to others such as Square, PayPal, etc.?
The best thing about an all-in-one device is that there are no clumsy dongles or bluetooth add-on devices needed, or there is no need for WiFi searching. It fits on a table, in a pocket, or can be mounted on a sign or kiosk to take payments or donations. This means you’ll be able to take payments very quickly without fumbling around. And, you get a dedicated device instead of a shared phone or tablet for about the same price as a tablet data plan.
Unless you are doing very occasional payments, our solution is faster to use, has much better reporting, and is simpler to set up.
How does credit card processing work with PatronPay?
PatronPay vastly simplifies credit card processing for smaller entities by managing the merchant bank relationship. So, for those starting out, you can enter into a simple agreement with us and start taking credit card payments immediately. We will then remit the money to your bank with a detailed statement and reporting.
Larger entities can open their own Merchant Account directly with an approved processor.
In both cases, we charge you exactly what we are charged for merchant processing, no more and no less, with 100% transparency. In most cases, this will lead to lower processing rates than you get from anyone else!
What is the PatronPay Portal?
Our PatronPay Portal is accessible from a desktop, tablet, phone, and of course the PatronPay device itself. The PatronPay Portal is a multi-tenant based portal, so each of our customers gets their own URL to access the portal (your_org.patronportal.co). You will be assigned one Patron Admin account and from that account you can create other users that can log into, use your device(s) and access configurations.
What about my own customers?
The PatronPay system offers several unique benefits to your own customers (“patrons”), as well as some benefits for you to better connect and stay in touch with them. Customers can enter in a phone number to get a text receipt with a short link that will show a web page version of the receipt and give them the option to register an account. If your customer registers, he/she will get:
- A full history of receipts stored forever.
- An “opt-out” option to share their e-mail with you for staying in touch.
- For Charities — reporting at year any for any charitable deductions made to your organization.
- A Rewards / Loyalty system at a future date with an option to gift rewards via text message.
- We will give you an embeddable link on your site for Patrons (your customers) to view their purchases and receipts.
What different configurations can be set up within PatronPay?
An important and unique feature of the PatronPay system is that all credit card transactions are tracked by “Patron User” and “Patron Configuration.”
Patron Users are members of your organization that can use your PatronPay device(s) to take payments. For example, if your organization is a Scout Troop or School, each troop member or student/faculty can take any PatronPay device, login, and select a “PatronConfig” for which they have access, and start taking payments.
Patron Configurations are a a settings profile that describe exactly how the device will behave when using that configuration. Examples of Patron Configurations in use at a school might be:
- Football Game Admissions
- Fundraising Day 2020
- Sports Concession Sales
- Skating Rink Access
If you understand these two concepts, then understanding how we report transactions is easy; we tag each transaction by Patron User and Patron Config, so it is easy to report, for example, on a scout member’s cookie sales, or a certain event type like Concessions Sales. It makes no difference what physical device was used, as long as the User logs into and uses the correct configuration. This allows a single device (or multiple devices) to serve many purposes between separating transactions by event type or tax status (some sales like concessions sales may be taxable, but donations are not).
And of course, all our reports are exportable to Excel with a simple button click.
Is Patronpay a POS system and how does it manage inventory?
Patron Pay is not meant to be a POS system with inventory management, however, we recognize that many uses of PatronPay, especially when using Shopping Cart Patron Configurations involve selling inventory. So, PatronPay has the following features to support this feature:
- All sales include tracking Patron items sold (both Shopping Cart and Quick-Pay items).
- As always, the system records all sales including the Patron Configuration and User that made the sale(s).
- The system provides detailed reporting that can be exported to .csv files that includes all Patron items by user, date (and within date ranges) and user to track exactly what was sold.
- Shopping Cart items can be sold by scanning the UPC code using the devices rear camera to allow for tracking sales by scanned items.
PatronPay does not keep track of any kind of running inventory, warehouse, or Quantity on Hand information, but the data could be exported into such a system, and integrations may be supported in the future.
How does PatronPay handle Sales Tax and/or Bottle Deposits?
PatronPay is by no means an accounting system, but it does allow for a Sales Tax (%) and other amount (add on fee) to be configured per Patron configuration item, and this information is available on reports. The ‘other amount’ can be used for bottle deposits or similar fees. If you need report taxes as an included part of the sale, the PatronPay support team will tell you how to figure those out even if they are not configured within PatronPay.