Accessing Merchant Settings
Click the hamburger menu (☰) in the top left corner of your ProLine account.
Scroll down and select "Company Settings"
A new window will appear in your browser
Select the "Invoice Templates" tab on the left side of the screen.
Scroll mid-way on the screen to find the merchant settings section.
Application & Status
In order to accept payments through ProLine invoices, you must be approved for a merchant account. This application usually takes about 5 minutes to complete.
If you do not yet have a merchant account, you'll see an option to apply directly.
Once you’ve applied, you can check your account status to see where you are in the process.
To learn more about how to complete the application and merchant status, check out this article: Company Settings: Invoices - Merchant Application
Current pricing structure
The system also provides a snapshot of the processing fees:
Credit/Debit Card Fees
Transactions: 3.20% + $0.25
Refunds: $0.25
Disputes: $25.00
ACH/E-Check Fees
Transactions: 0.5% (up to $50.00) + $0.00
Refunds: $0.25
Returns (Bounces): $10.00
Disputes: $25.00
Merchant Reports
If you process payments through ProLine, you’ll have built-in visibility into your financial transactions. The main reporting sections include:
1. Payments
Displays all payments processed through your merchant account.
Click on any payment to see its details, including transaction information and expected deposit dates. You can also issue a refund or cancel the payment from here.
You can filter payments by Date Created, Status, Customer, Method, or Expected Deposit Date. To filter, click the ☰ icon next to each report title.
You can export a payment report by clicking the Download button in the top-right corner of the Merchant report section.
2. Chargebacks
Should not be used often but included for full transparency.
Tracks any customer-initiated chargeback disputes.
You can filter them by Action Required, Processing, Won, or Lost; ****helpful for quickly focusing on specific dispute statuses.
3. Deposits
Shows actual deposits made to your bank.
Clicking into a deposit reveals the group of payments included.
You will also see any fees associated with payments
Example: Contact was charged $10.58, the processing fees were $0.59, so the deposit to your account would be $9.99
It's important to distinguish between:
Cashflow Dashboard: Includes cash, checks, financing, and other sources of payments.
To see a more detailed overview of that reporting page, follow the guide here.
Merchant Payment Reports: Includes only transactions processed through the merchant account.
Payment Methods Configuration
You can control which payment types you want to offer:
Toggle On/Off:
Credit/Debit Cards
ACH/E-Check
Cash or Check Instructions (for display purposes only on invoices)
Note: You can customize instructions for physical cash/check payments if needed, but these won’t run through the ProLine merchant system.
Credit/Debit Card Fees
You have two options:
Pass fees to the customer
Absorb fees yourself
Tip: If absorbing fees, you can adjust your pricing to maintain profitability by building the card fee into the profit margin at the quote template level. Learn more in this article: Company Settings: Quotes - Detailed Pricing
ACH/E-Check Fees
You have two options:
Pass fees to the customer
Absorb fees yourself
Tip: If absorbing fees, you can adjust your pricing to maintain profitability by building the card fee into the profit margin at the quote template level. Learn more in this article: Company Settings: Quotes - Detailed Pricing
Email Notifications that ProLine Account Owners receive:
Payment received (invoice paid in full)
Payment received (invoice paid in full)
Title: The [Payment Total] Payment from [Customer Name] is Complete.
Message: The [Payment Total] made by [Customer Name] for the project [Project Name (#Project Number)] via the invoice [Invoice Name (#Invoice Number)] is complete and on the way to your bank. The net revenue from this payment should be deposited in your account [in 1-2 business days //when payment via card] [in 2-3 business days //when payment via ACH but validated] [in 4-5 business days // when payment via regular ACH]
Payment received (partial; balance remains)
Payment received (partial; balance remains)
Title: New [Payment Total] Payment from [Customer Name]
Message: A [Payment Total] payment was made by [Customer Name] for the project [Project Name (#Project Number)] via the invoice [Invoice Name(#Invoice Number)] [The invoice is now complete // When the invoice status is complete] [The invoice has a remaining balance due of [invoice's balance] // when invoice still not fully paid]
Payment failed
Payment failed
Title: A [Payment Total] Payment from [Customer Name] Has Failed.
Message: A [Payment Total] payment made by [Customer Name] for the project [Project Name (#Project Number)] via the invoice [Invoice Name (#Invoice Number) has failed.
Final Tips
Export reports when reconciling accounts.
Stay informed about fees and make necessary pricing adjustments.
Always verify local legislation if you plan to pass fees to customers.
If you're ever unsure about the status of a payment or run into issues, ProLine Support is here to help. However, your account already provides the same real-time data support. For any unresolved questions, don’t hesitate to contact the ProLine Support Team.