This article will cover everything you need to know about setting up an Incentivio Payments Account through the Incentivio Dashboard.
Please note: Account setup can not be completed by an Incentivio employee. The user who creates the account is essentially the master administrator for it and has access to changing the linked bank account, which should only be limited to representatives of the restaurant.
- Creating an Account
- Adding Authorized Users and Associated Stores to an account
- Gift Card Pooling Accounts
Creating an Account
1. Log into the Incentivio Dashboard. To access the Incentivio Dashboard, take the first portion of the Incentivio Admin Portal URL and add ".dashboard.incentivio.com". For example, if your admin portal is "qsrestaurants.admin.incentivio.com," your Dashboard will be "qsrestaurants.dashboard.incentivio.com." Your same email and password will work.
2. In the Main Menu on the left, click Payments and then Accounts.
3. In the top right of this page, click the Create Account button and fill out Account Name, Country, and Statement Descriptor.
- Account Name is whatever internal name you would like to be associated with this account. This is not a customer-facing field, so guests will not see what is entered here.
- Country should be the country in which this location/business operates.
- Statement Descriptor will be the name that shows up on a customer's bank/credit card statement when viewing the transaction. There is a 22-character limit on this field.
4. Click the "Continue to Stripe Onboarding" button and complete all required fields in Stripe.
5. Once you are done with the Stripe portion of the onboarding, your account should be live and validated within a few business days, but it can be as fast as a few seconds. We suggest checking the Incentivio Portal right after completing this section to see if the account is already validated and active.
6. If you are unable to complete the Stripe onboarding at the time the account is created, you can return to the Dashboard at a later time to complete the Stripe portion. Navigate to Payments > Accounts > Select the account > Update Linked Account to finish setting it up.
Please note: The account will not be complete until it has been onboarded in Stripe, so our team will be unable to begin setting up these accounts until all steps have been completed.
Adding Authorized Users and Associated Stores to an Account
1. To add authorized users and associate stores to an account, go back to the Accounts page in the portal and click on the account name to bring up the account details drawer
2. Under the Authorized Users section, select all employees that you would like to have access to this account (this includes reporting, viewing transactions, refunding, etc).
Please be sure to include the Implementation Manager/Customer Success Manager/Technical Support Specialist who is assisting with your onboarding; otherwise, they will not be able to see your accounts, resulting in a delay.
3. Under the Associated Stores section, select all stores for which this account should be processing payments. You can use one account for multiple locations, or create unique accounts for each location - whichever is preferred.
If using one account for multiple locations, it will be necessary to manually reconcile balances across locations, as all deposits will be made into a single account.
4. When you are done, click Submit.
Gift Card Pooling Accounts
Gift card pooling accounts are used to hold funds from gift cards that have been sold. These funds are typically distributed to individual restaurant accounts once the funds have been spent at restaurants.
To create a gift card pooling account:
1. Follow steps 1-6 in the section above titled Create an Account.
2. Once the Stripe onboarding is completed, click on the account in the portal and check off "This is a Pooling Account" in the Account Details drawer. Selecting any Associated Stores is unnecessary, but it is still necessary to select Authorized Users.
Please note: You can only have one pooling account per brand.