Why You Are Receiving a
Card by Mail Payment

To eliminate the risk associated with sending checks in the mail, your customer is replacing printed checks with virtual cards. This industry-leading payment method offers several advantages for you, including reconciling your accounts faster than ever before.

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How to Process Your Card by Mail Payment

Are you new to virtual cards?
Processing your payment is easy using the 4 steps below:

Benefits to You

Faster Settlement - Payment by virtual card settles 7.5x faster than payment by check.

Enhanced Security Features - Payment by paper check is highly susceptible to payment fraud. The use of virtual cards significantly reduces the possibility of fraud as compared to checks sent in the mail. In the unlikely event that a virtual card number is fraudulently charged, the loss is 100% covered by Finexio’s commercial card network providers.

Easier Reconciliation - Card by Mail payments simplify and streamline the reconciliation process. Because the virtual cards are single use for the full amount of the remittance, the need to track partial payments is eliminated.

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How to Receive Your Payment up to 10 Days Sooner

Eliminate the delays associated with receiving checks in the mail.

When you upgrade to our Virtual Card payment, you will receive the card via email.

You get the same remittance information and process the payment the same as Card by Mail, but up to 10 days sooner.

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Upgrading to Virtual Card

Upgrade to Virtual Card through the self-service link included on the remittance. You will need to:

Enter the code provided on the remittance that uniquely identifies you.

Provide your name and the email address where to send future remittances.

Acknowledge your information and submit.

You will receive a confirmation email from Finexio that all future payments will be emailed. If we have sent any other Card by Mail payments, they are still valid so you can continue to process them as they are received.

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Opting Out (and Why Would I Do That)?

Here are several reasons why you may choose to opt out of Card by Mail:

Your organization mandates an additional surcharge, convenience, or administrative fee for when processing credit cards.

Your organization can’t process credit cards.

You are not allowed to process credit cards for the full amount that is on the remittance, or your company has a policy against accepting card payments.

There is a fee associated with using the virtual card, just like a regular credit card, and you are not willing to pay the fee.

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Completing the Opt-Out Process

We understand and choosing to opt out of Card by Mail is not a problem. To complete the opt out process, use the self-service upgrade link included on the remittance and follow these steps:

Enter the code provided on the remittance that uniquely identifies you.

Provide your name, title, and let us know why you are opting out.

Acknowledge your information and submit.

You will receive a confirmation email once the opt out process is complete. If we have sent you any other virtual cards in the mail, they will be canceled. Finexio will reissue all outstanding payments as a printed check. Please allow up to 14 days to receive the replacement check. If you have processed a virtual card and later decide that you want to opt out, you will need to request assistance from our support team. The Finexio support team can help you with issues related to our self-service web sites for upgrading or opting out and with any issue related to processing a payment. To open a ticket with the support team click here.

FAQs

I have received a Card by Mail virtual card payment; how do I process it?

Process your Card by Mail virtual card the same way as you process other credit card payments using your existing merchant terminal solution. Follow these steps:

  • Enter the 16-digit account number, the card verification code (CVC), the full invoice amount, expiration date, and billing ZIP Code™ that appear on your Card by Mail letter into your merchant terminal as you normally would do when processing a card payment.

Make sure to process the full specified payment amount on the card within 30 days.

Do I need to process the full amount for each virtual card payment?

Because these are single-use cards, you will need to process the full specified payment amount shown on your remittance letter within 30 days. Ensure timely processing of the complete amount in a single transaction (no partial payments) within this timeframe or your receipt of payment will be delayed.

Are there fees associated with the Card by Mail program?

When processing a virtual card payment, please be aware of the following:

  • Virtual card transactions are subject to the terms and conditions, including fees, agreed between you and your card service processor.
  • You are responsible for any charges and related third-party fees, including interchange, merchant discount, or other card processing fees that may be imposed at the time of payment.
  • Finexio will not assume any responsibility for surcharges, convenience, or administrative fees relating to your acceptance and processing of virtual card payments. 

Always be sure to review and understand your merchant provider terms to stay informed about potential associated fees.

Our organization requires us to add a fee for this payment type. What should I do?

If your organization mandates an additional surcharge, convenience, or administrative fee for virtual card payment types, and your current merchant terminal does not support this requirement, please follow the instructions on your remittance letter to opt out of the program. Once you opt out of the Card by Mail program, your future payments will be sent as checks.

I received a Card by Mail payment notification in the mail, and I have no way to process the virtual card on my end. What should I do?

If you don't currently possess a merchant terminal for processing card payments, please follow the opt-out instructions on the Card by Mail remittance letter you received. This information is located beneath the image of the credit card shown on the letter. If you are having trouble, please reach out to Finexio Support and put ‘Help Opting Out’ in the subject. Make sure to include your invoice number(s), corresponding invoice amount(s), and the name of the customer from whom you received a payment.

I received a Card by Mail payment, but the virtual card number has expired. What should I do?

As an extra layer of security, virtual card payments automatically expire within 30 days. If your card has expired, we will need to reissue your payment.In order for us to reissue your payment please reach out to Finexio Support and put ‘Expired Card’ in the subject. Make sure to include your invoice number(s), corresponding invoice amount(s), and the name of the customer from whom you received a payment.

For reconciliation purposes, I need additional customer account information to apply this card payment. What should I do?

If you require additional customer account information to apply a Card by Mail payment, please contact our dedicated Customer Operations team via Finexio Support and put ‘Additional Information Needed’ in the subject. Make sure to include your invoice number(s), corresponding invoice amount(s), and the name of the customer from whom you received a payment. Providing this information will enable our team to gather payment details, and provide you with the additional customer information that is available.

In the event these details are needed on an ongoing basis to process transactions in the future, we will coordinate with your customer to ensure additional details are provided with future Card by Mail payments to speed reconciliation. 

I never received my payment. What should I do?

If you haven’t received your Card by Mail payment within 10 business days, please reach out to Finexio Support and put ‘Payment Not Received’ in the subject. Make sure to include your invoice number(s), corresponding invoice amount(s), and the name of the customer from whom you are expecting payment. Providing this information will enable our team to locate your payment details and facilitate a reissue of payment to ensure your secure receipt of funds.

I've misplaced my Card by Mail remittance letter. How do I receive a new one?

If you've misplaced or lost the virtual card number that was provided on a Card by Mail remittance letter sent to you, please reach out to Finexio Support and put ‘Lost Remittance Letter’ in the subject. A new Card by Mail remittance letter with a reissued virtual card number will be sent to you.

Our primary location for payment remittance is changing, how do I go about making a change of address?

If you are in the process of moving locations and need to update your remittance address, please reach out to Finexio Support and put ‘Change of Address’ in the subject. Our team will ensure a seamless transition of payments to your new address.

How do I opt out of the Card by Mail program?

If you don't currently possess a merchant terminal for processing card payments, please follow the opt-out instructions on the Card by Mail remittance letter you received. This information is located beneath the image of the credit card shown on the letter. 

If you are having trouble, please reach out to Finexio Support and put ‘Help Opting Out’ in the message. Make sure to include with your message the invoice number(s) and corresponding invoice amount(s) for the Card by Mail payment you have received, and the name of the customer from whom you received payment.

Is there a faster way to receive virtual card payments?

Yes, there is an option to expedite your payment process by upgrading to email delivery of your virtual card payment. Please follow the instructions that can be found on your Card by Mail remittance letter.

Where to Go for Support

If you have received a payment issued through the Card by Mail program and have a question related to your payment that is not answered in the FAQs above, you can reach out to Finexio Support with the subject and details of your question. Make sure to include your invoice number(s), corresponding invoice amount(s), and the name of the customer from whom you received a payment so we can better assist you. This information can be found on your Card by Mail remittance mailer.