HaloPay Onboarding Guide
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 few 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.
Business Profile
No need to touch the “Where do you want to accept payments?” or “Do you plan to accept other payment methods in the future?” questions – they’re all set for you.
Contact Details
Enter the details of the best person to handle this setup. Don’t forget to upload a scan/photo of their driver’s license or passport. Your business details (e.g., ABN, business name, address) should already be prefilled as well. Take a quick moment to double-check that everything’s correct.
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.
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 is the average transaction size?
Estimate what you think might be the usual transaction size through HaloPay. A safe guess is around $50-100.
- What is your total annual 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.
- What is your annual credit card turnover?
Just use the same figure as your total annual turnover.
- Average order fulfilment time
Leave this as “1 Day,” as is typical for pharmacies.
- What is your refund and/or exchange policy?
Leave this as “Partial Refunds” to cover both full refunds in some situations and no refunds in others (e.g., returned medication that can’t be resold).
- Up to how many days are refunds allowed in your business?
If you don’t have a specific policy, set this as “30 days.”
Average number of refunds per month
If unsure, set this as “5”.- 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.
“Do you take payments over the phone
Leave this as “Yes” unless otherwise.Do you offer cash out services?
Leave this as “No”, as this is specifically in regards to HaloPay.Do you require the ability to pre-authorise cards prior to completing a transaction?
Leave this as “No”.- Do you require tipping functionality on your terminals?
Leave this as “No”.
Transaction Info
Do you have a refund limit (per day and per transaction)?
You can leave this as “No,” or change to “Yes” if you have one, and specify the dollar value.Do you offer subscriptions?
Leave this as “No.”Do you capture deposits from your customers?
This is set to “Yes” by default, with a 50% deposit. The exact amount isn’t crucial – again, just a ballpark estimate. Change to “No” if you never take deposits.
Cards Accepted
No action needed here—unless you want to accept AMEX cards. If you’d like to accept AMEX payments, tick the AMEX box and input your AMEX merchant number.
Note: All AMEX-related activity (including receiving payments) will be handled directly by AMEX, not Till Payments.
Funding Model
This section is 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.
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.
Settlement Methods Explained:
- Net Settlement:
- 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.
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).
Settlement Account
Not much to explain here, just input your bank account details and upload a file that proves your ownership of the bank account.
As our patients always love to say, this is where you “sign your life away!”.
If your pharmacy is owned by a trust (e.g., a Family Trust), please also email a copy of the trust deed for each relevant trust through to kieran@pharmacyhalo.com.au at this stage. This information would eventually be requested by Till in addition to the onboarding forms, so providing this in advance will speed up this process.
After submission, your information will be sent through to Till 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 takes about 2-3 weeks.
After you have been successfully signed up as a merchant, we’ll be in touch to help you get connected to HaloPay in the Pharmacy Halo Hub application so you can start requesting payments.