How to Process a Contracted Sale in Chargify

Steps on how to process a Contracted Sale in Chargify

Authorify | How to Process a Contracted Sale in Chargify

Overview

This document outlines how to collect payments for a contracted sale in Chargify. 

Scope & Support Matrix

This process document covers the steps on how to collect payment in Chargify. 

This, however, does not cover how to pitch the sale, how to manage the deals in Hubspot, and how to endorse the member to the CSR team. Please refer to How to Sell a Contracted Membership for these steps. 

The table below shows the point of contacts and their roles and responsibilities.

Role	Responsibility
Christine Joy De Castro christine@authorify.com Sales Operations Manager	Escalation contact for all issues related to Chargify.

How to Process a Contract Sale in Chargify for an Existing Trial Account

This section is only applicable when upgrading an existing trial account to a contract. When processing a contract sale for a brand new lead, proceed to this section. 

1. Log into authorify.chargify.com. If you are having trouble logging in, please reach out to Christine Joy De Castro.

1. Open the member’s account by searching for their email address in the search field on the top right part of the page. 

1. Once the account is opened, click the Subscription Actions dropdown menu and select Upgrade/Downgrade.

1. Look for the correct Product family. If you are upgrading the account to the Digital+, Premium+, or Platinum+ memberships, look for the Authorify Plus Plans (Contracted). For contracted RM subscriptions, look for Referral Marketing Plus Plans (Contracted), and Bundled Plans (Contracted) for bundled memberships.  

Under the correct Product family, select the frequency of the billing period – monthly or annual. In this example, we are upgrading the account to digital+ monthly. To do so, click the Select Product button alongside the Authorify Plus Monthly Plans (Contracted) product as shown below. 

1. You will be routed back to the Summary page of the account. Navigate to the Components section. 

1. Under the All Components section, click on the 3-dots along the correct product and click Update Quantity. 

1. Update the quantity to 1. Select Charge the full amount, select Charge immediately, and Initiate Dunning when the component payment fails. 

1. Click the Update button at the bottom to complete the process. 

How to Process a Contract Sale in Chargify for a Brand New Lead

This section is applicable when processing a contracted sale for a lead or a caller without any active memberships with us. 

1. Click Subscriptions under the Billing section. Then click the Create New Subscription button at the top right part of the screen. 

1. Under Step 1, click the Create Customer button.

1. Fill out all fields with an asterisk then click Submit.

1. Under Payment Method, click Select Payment Method, click the New Credit Card button and fill out all fields with an asterisk. Click Add credit card button to continue. 

1. Proceed to Step 2 Plan Configuration and click the Select a Product button.

1. Look for the correct Product family. If you are selling the Digital+, Premium+, or Platinum+ memberships, look for the Authorify Plus Plans (Contracted). 

For contracted RM subscriptions, look for Referral Marketing Plus Plans (Contracted), and Bundled Plans (Contracted) for bundled memberships.  

Under the correct Product family, select the frequency of the billing period – monthly or annual. In this example, we are upgrading the account to digital+ monthly. To do so, click the Select Product button alongside the Authorify Plus Monthly Plans (Contracted) product as shown below. 

1. Click the Add Component button. 

1. From the Select a Component list, select the correct product you are selling. 

1. Update the quantity of the component to 1. Then click the Create Subscription button at the bottom to collect the payment. 

How to Process a Monthly Contracted Subscription to Annual Contract in Chargify

1. From the Chargify acount, click the Subscription Actions dropdown menu and select Upgrade/Downgrade.

1. Look for the correct Product family. If you are upgrading the account to the Digital+, Premium+, or Platinum+ memberships, look for the Authorify Plus Annual Plans (Contracted). For contracted RM subscriptions, look for Referral Marketing Plus Annual Plans (Contracted), and Bundled Annual Plans (Contracted) for bundled memberships.  

Under the correct Product family, select the frequency of the billing period– annual. In this example, we are upgrading the account to digital+ annual. To do so, click the Select Product button alongside the Authorify Plus Annual Plans (Contracted) product as shown below. 

1. You will be routed back to the Summary page of the account. Navigate to the Components section. 

1. Under the All Components section, click on the 3-dots along the correct product and click Update Quantity. 

1. Update the quantity to 1. Select Charge the prorated amount of the difference in quantity, select Charge immediately, and Initiate Dunning when the component payment fails. 

1. Click the Update button at the bottom to complete the process. 

Common Issues & Troubleshooting Guide

Issues	Troubleshooting Steps
The payment collection failed.	Navigate to the Invoice section and click the open invoice.  The payment failure reason will appear at the bottom of the page. We are not, in any way, allowed to divulge any information shown here.  For bank authorization failure, advise the member to call their bank or confirm authorization for the transaction.  For all other rejection reasons, simply inform the member that the payment failed and ask for a different card to process the sale.
How to retry a payment failure.	Navigate to the Invoice section of the account and click the open invoice. Click the Record Payment button at the top right part of the page to retry collecting the payment.
The next billing information is blank.	Navigate to the Components section and confirm if the correct product is assigned under the Recently Allocated section. The current usage must be known or show 1 and the next billing is known as shown below:  If the recently allocated section is blank, follow step #6 to step #8 under this section.

Zero Tolerance Policy

To ensure compliance and consistency of work quality, below are behaviors which will not be tolerated and may result in the termination of your employment.

1. Data manipulation. This refers to tampering or falsification of any Hubspot or Stripe information which may or may not result in financial gains such but not limited to:

1. Updating the ‘Appointment Set By’ property with your name without a confirmed booking appointment with the member. 

1. Falsifying an endorsement to a Marketing Consultant. 

1. Moving a deal to Closed Won without collecting the payment from the customer.

1. Deleting a deal or deal information that affects the validity of the deal.

1. Incorrectly claiming a sale. 

1. Fraud. Illegal collection, use, and or distribution of PII such as members’ name, email address, address, and credit card information.

Document Approvals

Name	Role	Date Approved
Christine Joy de Castro christine@smartagents.com	Author	12-Jan-2021
TJ Carrender tj@smartagents.com	Approver	21-Jan-2021

Version History

Version No	Version Date	Revision History	Approved By
1.0	8/28/2024	Derived from the SDR Playbook.	Cj de Castro