Set the terms your customers agree to before a card is saved on file, in your own wording, and find the signed record afterward when you need to prove a customer authorized a charge.
Before You Start
Available to accounts that take card payments through Remedy Payments. To get card processing set up, book a card plan discussion with Remedy Payments.
Requires an admin role.
Editing the terms is optional. Until you change anything, your customers accept the SmartMoving default text.
What Payment Agreements Covers
The page holds two connected things.
The terms. The Payment Authorization & Card-on-File Terms your customers read and accept in the Customer Portal before a card is saved on file.
The proof. Documents filed on the opportunity each time a customer accepts, so you can show what they agreed to.
How To Edit Your Card-on-File Terms
Go to Settings > Accounting & Profitability > Payment Agreements.
Find the Payment Authorization & Card-on-File Terms card. The badge beside the heading shows which version you are on.
Edit the text in the editor. It works like any document editor, with headings, lists, links, tables, and formatting.
Click Save.
SmartMoving confirms with Saved! and the message "Your Card-on-File Terms have been saved."
How To Insert Your Company Details
Rather than typing your company details into the text, drop in a token and SmartMoving fills it in for each customer.
Type
[Mover Name]anywhere you want your company name to appear.For anything else, put the cursor where you want the detail and click Insert Token in the editor toolbar.
The Insert Token menu offers five details:
Token | What it fills in |
Address | Your company address |
Your company email, which the default terms name as the contact for revoking authorization | |
Name | Your company name |
Phone Number | Your company phone number |
State License Number | Your state license number |
What Happens When You Save a Change
Saving an edit publishes a new version of your terms. Agreements a customer has already accepted keep the version they were accepted under, so a change you make today does not alter a record from last week.
The version badge beside the heading shows the version currently in use. While you are on the SmartMoving text, the badge also reads SmartMoving default.
Note: A customer partway through a payment sees the version that was live when they opened the page.
How To Restore the SmartMoving Default
To discard your wording and go back to the text SmartMoving supplies:
Go to Settings > Accounting & Profitability > Payment Agreements.
Click Restore SmartMoving default at the top right of the terms card.
Read the confirmation, which warns that your edited terms will be discarded and replaced with the SmartMoving default text, and that agreements already accepted keep the terms they were accepted under.
Click Yes, restore default.
SmartMoving confirms with "The SmartMoving default Card-on-File Terms have been restored."
Where To Find a Customer's Signed Agreement
Each time a customer accepts your terms, SmartMoving files two documents on the opportunity, generated for you rather than uploaded by your team:
Card Authorization Agreement, the record of the acceptance.
Payment Authorization & Card-on-File Terms, the exact terms they saw at that moment.
To find them:
Open the opportunity and go to the Estimate or Accounting page.
Click Docs.
In the Documents panel, look under Opportunity.
Click either document to open it.
What the Agreement Records
The Card Authorization Agreement is the document to reach for when a customer questions a charge, or when a bank asks you to show that a charge was authorized. It records:
Your company name and contact details
The customer's name and email address
The opportunity number and the move date
The payment method the customer authorized
The full terms text exactly as they accepted it
The name of the person who accepted
The date and time of acceptance, in UTC
How they accepted, the IP address, and the device
Note: Both documents are filed automatically and are read-only. They cannot be edited, reset, or regenerated, and they do not appear in your Document Library, on the Crew App, or in the Customer Portal.
Each document row carries an Auto-generated badge, plus Accepted once the customer has accepted, or Pending Acceptance before that. The row also shows when the document was last updated.
Key Details
Your terms apply to every customer who saves a card in the Customer Portal, on any of the surfaces that ask for one.
The terms are one document per company, not per branch or per service type.
A customer accepts the terms once per card-saving flow. Both documents are filed at that moment.
Editing the terms does not ask existing customers to re-accept.
The Restore SmartMoving default action is available only once you have edited the terms.
The filed documents are office-only. Your customers do not see them in the portal, and crews do not see them on the Crew App.
Best Practices
Have whoever handles your contracts read the terms before you publish a change, since this is the document a customer agrees to when they authorize a charge.
Use tokens rather than typing your company details, so the terms stay correct if your address, phone number, or license number changes.
Make one change at a time and save, so the version history reads clearly if you ever have to explain which terms applied when.
Pull the Card Authorization Agreement off the opportunity as soon as a customer disputes a charge, rather than reconstructing what they agreed to later.
Leave the terms on the SmartMoving default if you have no reason to change them. The default is written to cover storing a card and charging it later.
Troubleshooting
I do not see Payment Agreements in Settings.
The page sits under Settings > Accounting & Profitability and requires an admin role. If your account does not take card payments through Remedy Payments, the page shows a prompt to book a call instead of the editor. Book a card plan discussion to get card processing turned on.
Restore SmartMoving default is unavailable.
You are already on the SmartMoving default text, so there is nothing to restore. The action becomes available once you save an edit.
A customer says they agreed to different terms than the ones I see.
They probably did. Agreements keep the version they were accepted under, so a customer who accepted before your edit is held to the earlier text. Open the Payment Authorization & Card-on-File Terms document filed on their opportunity to see exactly what they saw.
No agreement was filed on an opportunity.
Documents are filed when a customer accepts the terms while saving a card in the Customer Portal. A payment taken by your team in the office does not collect the terms, so nothing is filed for it. See Storing Customer Credit Cards for Future Use for which surfaces collect the terms.
I cannot edit or delete a filed agreement.
You cannot, by design. Both filed documents are read-only records of what a customer agreed to, so they carry no edit, reset, or regenerate actions.
FAQs
Do I have to edit the terms?
No. Until you change anything, your customers accept the text SmartMoving supplies, and the version badge says SmartMoving default.
Does editing the terms affect customers who already accepted?
No. Agreements already accepted keep the version they were accepted under. A change applies to acceptances from that point on.
Can I have different terms for different branches or service types?
No. The terms are one document for your company.
Can a customer decline the terms?
They can, by not checking the box, but they cannot save a card or complete the payment without accepting. See Storing Customer Credit Cards for Future Use.
Where does the customer see these terms?
In the Customer Portal, before a card is saved. On some payment surfaces they read the terms on their own step, and on others they check a box with the terms behind a link.
Can the customer see the filed agreement?
No. Both filed documents are office-only. They are not shown in the Customer Portal or on the Crew App.