01 About Payments Manager
Q: What is Payments Manager?
Payments Manager is a payment collection feature built directly into BrightBooks. Once you complete a one‑time account setup, a Pay Now button is automatically added to every invoice you send. Your clients click it to pay, and BrightBooks automatically records the payment against the correct invoice.
This helps you:
- Get paid faster
- Reduce manual reconciliation
- Keep all payment activity in one place, inside BrightBooks
Q: Who provides the payment technology?
Payments Manager is powered by Unipaas, a specialist payment provider that powers embedded payment solutions for software platforms.
Unipaas Financial Services Ltd is regulated by the Financial Conduct Authority (FCA) in the UK as an Authorised Payment Institution (licence number 929994).
You can learn more at: https://www.unipaas.com
Q: What payment methods can my clients use?
At launch, your clients can pay by Card or Bank Transfer. The following card types are supported:
- Visa
- Mastercard
- Apple Pay
- Google Pay
- Bank Transfer
Your client clicks the Pay Now button on the invoice, completes payment on a secure payment page, and the payment is recorded in BrightBooks automatically.
02 Setting up & using Payments Manager
Q: How do I sign up for Payments Manager?
You sign up directly within BrightBooks. There is no separate portal and no extra software to install.
To complete the one‑time account setup, you will be asked for:
- Basic contact details (name, email address, phone number)
- Business details (registered business name, address)
- For companies: details of the Ultimate Beneficial Owner (UBO) and your company registration number (these are regulatory requirements for payment providers)
Depending on your business type, additional information may be requested during onboarding to satisfy KYC/KYB and AML checks.
Q: Can I start accepting payments straight away?
You can only begin accepting payments once your account has been fully approved and verification is 100% complete. There are no provisional limits or early payment collection before approval.
Q: Do I need any special equipment or extra software?
No. Payments Manager is fully integrated into BrightBooks:
- No additional hardware
- No extra applications
- No separate login – you work in BrightBooks as normal
Q: How do I request payment from a client?
You create and send an invoice in BrightBooks as usual. When your Payments Manager account is active:
- A Pay Now button is automatically added to eligible invoices.
- Your client clicks Pay Now from the invoice link.
- They complete payment via the secure payment page.
There is no need to send separate payment links or manually track payments outside the system.
Q: How are payments matched to invoices?
When a client pays via the Pay Now button:
- The payment is processed securely through Unipaas.
- The transaction is confirmed.
- BrightBooks automatically records the payment against the correct invoice.
This minimises manual data entry and improves the accuracy of your books.
Q: What happens if a payment is declined?
If a payment is declined:
- The client sees a clear message on the payment page.
- No payment is recorded against the invoice in BrightBooks.
Common reasons include insufficient funds, incorrect card details, issuer security checks, or network issues. Clients can try again with the same or a different payment method. If issues persist, they may need to contact their bank.
03 Fees & pricing
Q: How are fees charged?
Fees for using Payments Manager are:
- Applied per transaction
- Deducted from the transaction before settlement or clearly itemised in payout reports
Your statements and reports show:
- Gross transaction amount
- Fees applied
- Net amount received
This makes it easier to reconcile payouts with your BrightBooks records.
Q: What happens in the case of disputes or chargebacks?
If a cardholder disputes a transaction:
- The transaction may be reversed or held while the card scheme investigates.
- You may be asked to provide supporting documentation (invoice, delivery notes, communication history).
- The process and timeline are governed by card scheme rules.
You’ll be guided through the steps by the payments team and BrightBooks support if this occurs.
04 Data, security & compliance
Q: How secure is Payments Manager?
Payments Manager and Unipaas implement recognised industry standards:
- PCI DSS – Card payments are processed in line with Payment Card Industry Data Security Standard requirements.
- 3D Secure (3DS) – Strong customer authentication is used for card transactions where applicable.
- FCA regulation – Unipaas Financial Services Ltd is regulated as an Authorised Payment Institution in the UK (licence 929994).
Sensitive card data is handled by the payments infrastructure; BrightBooks does not expose full card numbers within your normal interface.
Q: Why do you need company and UBO information?
For companies, you must provide your company registration number and Ultimate Beneficial Owner (UBO) details as part of onboarding. These details are used for:
- Know Your Customer / Know Your Business (KYC/KYB) checks
- Anti‑Money Laundering (AML) compliance
These checks are required for all payment providers and help protect you, your clients, and the wider financial system.
Q: How is client data protected?
Client data is protected through:
- Secure transmission and encryption of sensitive information
- Compliance with PCI DSS and other relevant standards
- Strong access controls and monitoring within the payments infrastructure
Privacy and data handling are described in the BrightBooks and Unipaas privacy notices.
05 Help & support
Q: Where can I get help?
If you need help with Payments Manager:
- Contact BrightBooks support (e.g., brightbookssupport@brightsg.com) for product and integration questions