Processing Payments: Licensed New Hires

How to Process Payments at Alpa

Processing payments doesn’t have to be tricky. Just follow these simple steps, and you’ll be good to go!

Step 1: Collect Funds 💵

1. Cash:

   • Use the register and log accordingly for change. Hand the change to the client.

   • Put the cash in the Loomis Safe.

   • Hold onto the deposit receipt – this is super important!

2. Credit Card:

   • Gplex: Print out the receipt and keep it handy.

   • Credit Card Machine:

     • Only use this as a last resort because we get charged for using it.

     • If you do use it, make sure to print and attach the receipt.

Step 2: Post to the Carrier 📝

1. Make sure the amount you post matches the cash or card amount you collected.

   • For example, if Falcon asked for $123 and you collected $123 in cash, post $123 to the carrier.

2. Print out the carrier receipt and set it aside.

Step 3: Post to Insurance Pro (IP) 💻

1. Post the amount to IP, making sure it matches what you posted to the carrier.

   1. If an AGENCY FEE was charged, log it accordingly and have the acknowledgement form signed.

2. Print out your receipts:

   • 2 copies if the customer is in the office.

   • 1 copy if the payment was done over the phone.

Step 4: Final Check and Wrap-Up ✅

1. You should have three things stapled together:

   • Carrier Receipt

   • IP Receipt

   • Credit Card/Gplex Receipt (if used)

2. Have your Office Manager (OM) check and approve your packet.

3. Place the packet in your Daily Folder.

Quick Tip! 💡

If you’re processing a payment using a card, it’s better to process it directly through the carrier ONLY if:

1. The carrier doesn't charge a fee.

2. You’re not charging any AFEEs.

Doing this helps avoid mistakes and keeps balances accurate.

Why Follow These Steps?

When you follow these easy steps, you help reduce mistakes and make everyone’s life easier. Plus, it keeps the process smooth and hassle-free!