Implementation & Configuration
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      Conversion of Payees to PaymentWorks Guide

      This guide is designed to help Payers successfully migrate and onboard existing Payees onto the PaymentWorks platform by leveraging best practices and strategic recommendations.

      The Onboarding Experience

      To ensure a smooth onboarding process and encourage Payee adoption, it is essential to minimize potential friction. Payers should:

      • Address any potential confusion Payees might encounter.

      • Be mindful of the overall time required for Payees to complete the onboarding process.

      Data Review

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      1. Supplier File Upload:

        • Ensure that all active and inactive Payees are included in the PaymentWorks platform using the Supplier File Upload. (Refer to the Supplier Upload File Format article for details.)

      2. Verify Payee Data:

        • After a successful upload, utilize the "Suppliers Found in PaymentWorks" report to identify which legacy Payees are already in the PaymentWorks network.

      Segmenting and Creating an Onboarding Rollout Plan

      For a structured approach, PaymentWorks recommends onboarding Payees in the following phases:

      1. New Payees and Existing Payee Updates

        • Prioritize new Payees and those requiring updates.

      2. High-Spend and High-Volume Payees

        • Focus on Payees with significant transaction volumes or spend amounts, especially those already found in the PaymentWorks network.

      3. Medium-Spend Payees

        • Onboard mid-tier Payees, especially those already found in the PaymentWorks network. 

      4. Low-Spend Payees

        • Finally, onboard low-volume or low-spend Payees, especially those already found in the PaymentWorks network.

      Recommended Onboarding Strategy

      To ensure a smooth payee onboarding process and a positive end-user experience, follow these steps after completing the data review:

      1. Create and Refine Internal End-User Documentation

      Develop resources to assist internal stakeholders with the onboarding process:

      2. Facilitate End-User Training and Testing

      Provide training and resources to help internal users understand and use the PaymentWorks platform:

      3. Develop Payee Documentation to Increase Adoption

      Create materials to simplify the process for Payees:

      • Payee Job Aid: Tailored to the Payer's specific form, including:

        • Screenshots and step-by-step instructions.

        • Clarifications on Payer-specific questions.

        • Links to PaymentWorks support and knowledge base articles.

      4. Pre-Invite Communication

      To maximize Payee adoption and invitation success, send a pre-invite communication with compliance messaging and onboarding deadlines.

      Best Practices for Pre-Invite Communication:

      • Use compliance-focused language to convey the importance of onboarding.

      • Include information in Payee welcome packets, form letters, or the Payer’s website.

      • Review and customize templates from the Supplier Communication Templates and Best Practices document.

      5. Create a PaymentWorks Information Page

      Add a dedicated PaymentWorks section to your website for better visibility. This page should include:

      • An overview of the onboarding process.

      • Benefits for both Payers and Payees.

      • Links to instructions, job aids, and additional resources.

      6. Invitation Customization

      Personalize invitations to enhance clarity and engagement:

      7. Payee Checklist for Registration

      Use this checklist to guide you through a successful PaymentWorks registration:

      1. Tax Classification & Identification

      • Ensure your tax classification matches your IRS documentation:

        • Individual or Sole Proprietor

        • Corporation or other complex business entity (pay close attention to Section 3 of your W-9)

      • Have your SSN or EIN ready, and double-check for accuracy before submitting.

      2. Business Contact Information

      • If registering a business, the phone number provided must be associated with the business, not a personal number.

      • When entering your business address, be sure to:

        • Select the auto-suggested address that includes the town and state.

        • Click “Verify” to confirm—it will populate the full 9-digit ZIP code once validated.

      3. Banking Details 

      • Confirm your bank account is open and active.

      • Make sure the routing number matches the selected payment type (e.g., ACH).

      • Enter your full, correct account number exactly as it appears on your banking verification documentation.

      The PaymentWorks Fraud Operations Team may contact you to verify banking information. If they are unable to reach you, they will leave a secure callback number and instructions. It is very important to return this call as it is the last step in your PaymentWorks registration.

      To avoid delays:

      • Provide a business phone number that is listed publicly

      • Make sure your voicemail is set up and not full.

      For additional support or if you encounter issues, please contact PaymentWorks Support.