How are Tap to Pay payments recorded?

Tap to Pay lets nonprofits collect card payments through a mobile device — no physical terminal required. It's perfect for event booths or fundraising collections, with no complex setup needed.

• How are payments recorded in the books?

• How do I book the revenue for one or more payments?

• Can it be used for campaign payments like memberships?

• What if a single payment covers multiple types of collections?

How are payments recorded in the books?

Payments are automatically aggregated daily, per device, as soon as they are credited to the E-wallet (typically within 2 business days).

• A book entry is automatically generated per device.

• The entry is visible under Accounting > Accruals.

• It is labeled: Cumulative Payment MM/DD/YYYY - [Device Name].

These payments are not exported to account 512 in real time. They are first sent to account 517, like all E-wallet transactions, pending the wire transfer.

How do I book the revenue for one or more payments?

No revenue is generated automatically. You must record it manually.

1. Create the revenue entry (or entries) using the standard module as described here:
   👉 Enter an expenditure/revenue book entry.

2. Indicate that the payment was made via Tap to Pay.

3. Then reconcile the revenue with the cumulative payment under Accruals.

📌 Example:
A nonprofit organizes a festival and collects $27:

• Julien's iPhone: $25

• Aurélie's Samsung Galaxy: $2

➡ Create a revenue entry for $27.

➡ Two payments will appear automatically — one per device — under <b>Accruals</b>.

➡ Match the revenue entry with both payments under <b>Accruals</b>.

➡ Here is the final result in the accounts.

Can it be used for campaign payments like memberships?

Yes — just like the concession stand revenue in the example above, the process is manual.

• Once the member or donor has been added manually, indicate that the payment was made via Tap to Pay.

• The payment is included in the daily aggregate.

• Then reconcile the accrual with the payment under <b>Accruals</b>.

What if a single payment covers multiple types of collections?

The process is the same as with multiple payments — you need to reconcile the different transactions with each other.

📌 Example: a single payment covers:

• a $3 donation

• $10 in concession stand purchases

1. Add the donor in the campaign and record a $3 payment via Tap to Pay.

2. Record a $10 revenue entry in the accounting module and indicate it was paid via Tap to Pay.

3. Then match both accruals against the $13 cumulative payment. Here is the final result in the accounts:

Reconciliation is always done from Accruals.