Frequently Asked Questions

How does PayTorque work?

PayTorque automates your entire "Bill to Bank" processes. It uses software to connect to your existing accounting software. It then transfers selected information into your PayTorque system regarding your customers’ invoicing and bill settlement activity.

PayTorque then automatically sends out electronic or paper invoices, and then a range of communications to your customers to assist them by: reminding them of outstanding invoices; linking them to an on-line invoice management centre so they can manage their accounts with you; provides them with a way to feedback problems or issues they have; and connects them to payment options so they can easily settle their accounts.

Who uses PayTorque?

Any organisation that provides credit to their customers, or offers a renewable subscription for their service or product. You must also have an accounting software package. We have solutions for small (PayTorqueBiz), medium (PaytorquePro), and large organisations (PayTorqueCorp).

What is PayTorqueBiz?

This is the entry level PayTorque service that is delivered over the internet. 
PayTorqueBiz comes standard with a range of pre-configured rules and content.

What is PayTorquePro?

PayTorquePro is designed for medium sized organisations or higher volume users. It includes greater functionality and more options for customisation. PayTorquePro can be supplied as a hosted internet service or delivered on a locally configured platform within your own data centre or local infrastructure.

What is PayTorqueCorp?

PayTorqueCorp is designed for large organisations and includes more options for customisation, multi database connectivity options and enhanced debtor management functionality. It can be supplied as a hosted internet service or delivered on a locally configured platform within your own data centre or local infrastructure.

Can I run PayTorque on any computer?

The main PayTorque system is web based and can be accessed by any computer with a modern version of a web browser such as Firefox, Internet Explorer, or Safari. We recommend a broadband Internet connection for performance reasons. The user will require login and password rights to access the system.
PayTorque also requires a connector, which is a small software programme that must be installed on the same computer as your accounting software.

What accounting packages can PayTorque connect to?

For SMEs, there is a range of standard connectors for commonly available accounting software packages. More standard options are being added all the time.

For larger organisations
 PayTorquePro and PayTorqueCorp may require a customised connector, which can vary in price depending on the specific application involved.
 We will need to consult with you to determine your requirements after which we will provide a proposal for a custom solution.

What information is transferred to PayTorque?

In our standard configuration, only information about your customers and their outstanding invoices and credits are loaded into PayTorque.   No other accounting or financial information about your organisation will be transferred.

How will I know that my data will be secure?

At PayTorque, we endeavour to provide best practice systems and procedures to maximise the security of your data. This includes the use of the following security systems:

- SSL Certificate connection (secured) between your accounting system and our database servers

- SSL Secured login for Web Based Management System

- Login to Web Based Management System is secured using CAPTCHA (proof of human being)

- Auto lockout after 5 failed login attempts
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- Use of unique usernames and passwords

For a full review of PayTorque's Privacy and Data Security Policy, please go to this link: read privacy & data security policy

Does PayTorque store any Credit Card information?

If you choose to pay for the Service using a credit card, or provide credit card payment options to your customers through PayTorque, the credit card details are not stored by us and cannot be used or accessed by our staff.
 Your credit card details are encrypted and securely stored by our payment gateway provider, Direct Payment Solutions Limited. (DPS).

Review DPS privacy policy. http://www.paymentexpress.com/about/about_paymentexpress/privacy_policy.html

Do I lose ownership of my data if it is transferred to the PayTorque system?

PayTorque will only store data that is entered by You, or automatically imported at Your instruction. The data entered, or imported on instruction, by You remains Your property and PayTorque will not use nor make available for use any of this information without Your permission. 
It is Your responsibility to keep the PayTorque access passwords safe. It is the Administrator’s responsibility to ensure that any users that are invited to use the Solution (Invited Users) have permission to view Your information stored in the Solution. Neither our staff nor our third party service partners have access to any user passwords. 
PayTorque will give You access to Your data at any time.
Your data will be permanently deleted by us after You terminate or stop paying to use the Service, or at the Administrator’s request in writing or by email to This e-mail address is being protected from spambots. You need JavaScript enabled to view it .

How does PayTorque know when a payment has been made?

PayTorque relies on the information in your accounting software to trigger various actions and communications. Therefore it is important that the information in your accounting package remains current and accurate. PayTorque is designed to synchronise with your accounting software, at least once a day, ideally after payments from your customers have been receipted. Once a payment has been received, this should be reconciled into your accounting software, and once synchronised either automatically or manually, then PayTorque will operate accurately.

Can I change the content of the communications that are sent by PayTorque?

PayTorque comes with a set of predefined templates and messages that you can use to communicate with your customers. These are based on rules that you can choose to enable or not. You are able to add your own customised message content, add your contact details and company logo.
If you require a customised template, or customised rules, we can arrange this for you for on a chargeable basis. You can also be trained by us to create your own rules within PayTorque if you wish.

Can I choose which notifications are sent to my customers?

You are in control of which notifications you send to your customers and how often.
If a notification for example CLOSE TO CREDIT LIMIT does not apply to your business, simply disable that particular notification. You can also enable notifications at a later date if you wish.

Can I receive a copy of what my customer gets?

If you wish, you can receive a copy of every email notification that is sent to your customers.  If you choose to do this, then edit the specific notification and add the email address for the person in your company who will receive the notifications.
You may wish to set up a new inbox folder (eg: PayTorque Notices) and create a rule in your email system so you can collect these messages separately.


Can I record notes about my customers?

Yes, you are able to record notes about your customers and also against the recipients of your communications in the history section against each customer or recipient. Records by specific invoice can also be recorded.

Can I see what has been sent to my customers?

Within PayTorque you can view the history of who has received a communication; what message they received; method used and if the message has been opened (email option only).

Can I send communications to more than one person in my customers’ organisations?

Yes, you have the option of having more than one recipient within your customers’ organisations. This means you are able to escalate when necessary. For example you could send day-to-day communications to the accounts payable contact, but have more important notifications sent to more senior staff when appropriate.

Can I send only some of the messages?

Yes, when the system is set to AUTHORISATION IS REQUIRED mode, you will be able to view the notifications in the queue, and select which ones you want to release.

Can I stop notifications from being sent?

Yes. If you set the SEND NOTIFICATIONS mode to AUTHORISATION IS REQUIRED then you can monitor and manage all communications before they are sent.
If you have your notifications set to AUTOMATIC and the time has not occurred, you can change the status to AUTHORISATION IS REQUIRED. 
 Alternatively you can disable the entire notification.
It is recommended that you initially set your notifications to AUTHORISATION IS REQUIRED.  This way you are able to monitor the notifications before they are sent until such time you are satisfied with the notifications, and are comfortable to set for AUTOMATIC mode.

What happens if some of my customers do not want or can't get email notifications?

PayTorque is designed to automatically manage the mix of both email and paper-based communications to your customers. The Rules can be set so that in the event that a customer cannot or does not want to receive email communications, a suitably worded paper-based option can be generated instead.