HaloPay Onboarding Guide
DISCLAIMER: This guide was most recently updated on 17/04/2025 in accordance with changes to the structure of Nuvei’s onboarding forms. If you are referring to this guide to complete forms that were sent to you before this date, please use the contact info at the bottom of this section if you run into any issues.
Keep this guide close while you complete your online HaloPay onboarding forms, which should have already been sent you if you’ve made it to this point. We’ll have you set up as a merchant in no time (well, in a couple weeks, but who’s counting?).
Preparation Checklist
Before you dive into the forms, make sure you’ve got the following bits ready:
- Beneficial Owner Information (anyone with a 25% or more stake in the pharmacy)
- Scans/photos of driver’s license or passport
- Date of Birth
- Residential address
- This is all required for the sake of identity verification – no surprises here!
- Pharmacy Bank Account Details (plus proof that you own this bank account)
- Because we need to know where to send your hard-earned cash!
- Family Trust Documentation (if applicable)
If your pharmacy is owned by a trust (e.g., a Family Trust), please have a copy of the trust deed for each relevant trust ready.
Pro Tip
You won’t need to tinker with every section of the onboarding forms, so pay close attention to the pointers in this guide to know exactly where to input your pharmacy’s details and outline your preferences.
P.S. If there’s anything not covered in this guide that you need clarified, feel free to reach out to Kieran at kieran@pharmacyhalo.com.au or give him a call on 0429 160 495.
In case you haven’t seen HaloPay’s pricing structure yet, more information is available here.
The following are the most important components however:
- HaloPay has an ongoing subscription fee of $39.95 per month, billed annually, starting on the first day it gets activated.
- If you use any other paid Pharmacy Halo modules (e.g., Quda or Webbit) with annual billing, activating HaloPay unlocks a bundle deal which gives you a 20% discount off the equivalent monthly cost of both HaloPay and the other paid module(s).
- Note: This 20% discount replaces the standard 10% discount you get by paying annually.
- A 30-day money back guarantee on subscription fees is available to give you peace of mind in testing it out (i.e., as opposed to a 30-day free trial).
- Transaction fees apply, at a rate of 1.6% + $0.30c per transaction.
- You can choose to absorb these fees or pass them onto patients and customers.
- A $30 Minimum Merchant Service Fee also applies.
- If your 1.6% transaction fees for the month total less than $30 (i.e., you transact less than $1875 via HaloPay), you’ll pay $30 for that portion instead.
Okay! Now that fun stuff is out of the way, let’s get into the actual forms.
Estimated Live Date
This doesn’t really matter, so set this by default as 1-week beyond the date the forms are sent out. We will just aim to get you set up ASAP (unless otherwise indicated by your situation).
Loyalty Programs
Just leave this as “Not applicable”
Business Profile
Underneath Loyalty Programs, there are some basic questions about your pharmacy that have been prefilled. Please double-check here that the correct ABN for your pharmacy has been automatically matched.
Transaction Processing Details
Time to make some rough estimates about your HaloPay usage. Emphasis on rough – these are just ballpark figures to help the system detect and protect against fraudulent transactions.
Breakdown of questions:
- What does your business sell?
Leave this as “Retail Pharmacy Goods & Services”
- What is the average transaction size?
Estimate what you think might be the usual transaction size through HaloPay. A safe guess is around $50-100.
- On average, how many days does it take to fulfil a delivery?
This is set to “1” by default, which is standard for most pharmacies. Adjust if needed.
- What is your annual credit card turnover?
Only include payments you anticipate to process through HaloPay. Multiply your average transaction size by the number of transactions you expect each week, then multiply by 52 weeks. It doesn’t need to be precise.
NOTE: Write this value down, as you’ll need to re-enter it for a question in Section 5. - What is your estimated transaction volume?
Just divide your annual credit card turnover by your average transaction size.
Primary Contact Details
Assuming you (the one reading this guide) are the primary contact, enter your details and upload a scan/photo of their driver’s license or passport.
Beneficial Owner Details
Here’s where you list out each Beneficial Owner of the pharmacy (remember, a Beneficial Owner is anyone with a 25% or more stake). Enter the full name, date of birth, and residential address for each Beneficial Owner, and upload a scan/photo of their driver’s license or passport for identity verification.
Payment Acceptance
No action needed here – unless you want to accept AMEX cards. If you’d like to accept AMEX payments, tick the AMEX box in the “Which schemes will you be accepting?” area, and input your AMEX merchant number.
Note: All AMEX-related activity (including receiving payments) will be handled directly by AMEX, not Nuvei.
Payment Functionality
- Do you require refunds?
Leave this as “Yes” - Do you require Pre-Authorisation?
Leave this as “No” - Do you require Cashout?
Leave this as “No” - Do you require tipping?
Leave this as “No” - Do you capture deposits from your customer?
By default, this is set as “Yes”, with a 50% deposit value. Feel free to change this if this is not the case for you
Surcharging
Leave this as “No”.
Lastly, ensure your Settlement Time is set to 6PM AEST – this is the latest cut-off to guarantee that payments are processed within the expected turnaround times.
Pricing and Fees
No need to adjust anything here; we’ve preset everything for you. As a reminder of the fees:
- Each transaction incurs a 1.6% charge on the total amount, plus a flat $0.30.
- For example, on a $100 transaction, the customer will be charged $101.90 ($100 transaction + $1.60 for the 1.6% fee + $0.30).
Primary Settlement and Funding Details
The first section here is particularly crucial (not that the rest wasn’t important, but you get me). Here’s where you decide how quickly you’d like your HaloPay payments to land in your account.
- Funding Method
- You can choose between Same Day or Next Day funding. While these options may sound straightforward, let’s break them down:
- Next Day Funding:
- This option gives Till a bit more time to transfer your funds and comes at no additional cost, with funds landing in your account on the following day of each settlement.
- Same Day Funding:
- For an additional 0.1% fee per transaction, payments processed before your chosen Settlement Time will hit your account within hours after settlement.
- Set your Loading Fee to $0 if you choose this option.
- Your Settlement Method must also be set to “Gross” for Same Day Funding to work smoothly.
- Next Day Funding:
- Settlement Method (again, your choice of preference)
- Net Settlement (recommended)
- Till will automatically deduct any processing fees from the amount sent to your account, so once you receive your payments, there’s no further action required.
- Gross Settlement
- Till will send you the full amount of each day’s settlement (no automatic fee deductions). Any processing fees will be charged separately on a monthly basis.
- Net Settlement (recommended)
- You can choose between Same Day or Next Day funding. While these options may sound straightforward, let’s break them down:
Below this, just enter in your Settlement Bank Details (i.e., where HaloPay payments will get deposit), and your Billing Bank Details (i.e., where any HaloPay charges related to Nuvei will be billed from).
Pricing and Fee Details
No need to touch anything here – it’s all been preconfigured.
This section should be almost completely pre-filled for you! How nice?!
The only value you need to enter in is Annual Credit Card Turnover – Online, which you should’ve hopefully noted down in Section 2.
This is where you can stipulate other individuals (e.g., if you have multiple owners) who may also like to have access to Nuvei’s web portal side of things.
This is not totally necessary as you can view your transaction data within HaloPay itself, but you have the freedom to configure this if you want to anyway.
As our patients always love to say, this is where you “sign your life away!”.
After submission, your information will be sent through to Nuvei, who will then begin the Know Your Customer (KYC) identification/verification process. While there is a chance they may need to follow up to confirm some points, this process usually takes about a week.
After your application is approved, Nuvei takes about another week or so to setup the tech side of things on their end. Once we receive this info and plug it into our side, we’ll activate the HaloPay module in the Pharmacy Halo Hub application and get in touch to let you know and show you how it all works.