Overview
TravelJoy offers multiple options to pay suppliers using Trip or Group Funds, including creating and using a virtual credit card or sending a wire or ACH transfer.
You can also pay suppliers using credit card authorizations by forwarding the authorization to the supplier, viewing the card details to pay the supplier, or converting the authorization into a direct payment. We'll go through each of these in this guide.
Getting money to your suppliers has never been easier, no matter how they prefer to be paid.
As you likely know by now, you can collect both direct payments and credit card authorizations from your clients using TravelJoy, and the option you've used will impact how you pay your suppliers. Let's quickly review the difference:
- Direct payments are captured from the client's credit card or bank account
- Once processed, they're deposited into your trip or group's Funds balance
- Credit card authorizations are collected and saved on invoices and client profiles
In this guide, we'll focus on paying suppliers using your Funds balances and your credit card authorizations.
Pay suppliers using Trip or Group Funds
For a quick refresher on Trip and Group Funds, check out our FAQ.
Create a virtual credit card
The quickest and easiest way to pay a supplier is to create a single-use virtual credit card using your Funds balance. You can load the card with any amount (up to the full Funds balance) and pay your supplier like you would any other credit card. Learn more.
Send a wire or ACH transfer
If your supplier prefers receiving a wire or ACH (bank) transfer, we have you covered. Not only can we send a wire with no additional fees, your supplier can also track their transfers in their own payments dashboard so that they always know what's incoming. Learn more.
Pay suppliers using credit card authorizations
For each of the three options below, you'll need a supplier invoice with a payment in the "Authorized" status, which indicates that the client has submitted the authorization and you haven't yet marked it as "Paid."
Forward the authorization to the supplier
If you have your supplier's email address, the easiest way to pay the supplier is to securely forward the authorization to their inbox in just a few clicks. They'll be able to review the credit card details and process the payment. Learn more.
View the card details to pay the supplier
For suppliers who prefer that you phone in a payment or process the payment through their website, you can securely view the client's credit card details right in your browser and use these details to complete the payment. Learn more.
Process supplier invoice authorizations
Sometimes, you'll collect an authorization and learn that using the client's credit card to pay the supplier isn't feasible. When this happens, you can convert this authorization into a direct payment and then either withdraw the payment to your bank account or send your supplier a wire transfer. Learn more.
Comments
14 comments
How do I add a new supplier name. Even when I got to contacts, the drop down has existing suppliers but I'm trying to add a brand new supplier.
Hi Mary! Thanks for posting about this. You can add a new Supplier contact by going to Contacts > Suppliers and clicking "Add contact." For step by step images check out this guide: Communicate with your trip's suppliers under the section Adding your supplier contacts. If you're running into an issue that isn't expected, please reach out to us at hello@traveljoy.com so we can dig more into your account. :)
When will I see money back in trip funds after the booking was voided/canceled?
Hi Go Jetters Travel!
If the Supplier is providing a refund back to the Funds balance, that will depend on their own processing times. If there is a virtual card that is in the "Authorized" status and the Supplier is claiming they have reversed the transaction, please reach out to us with the transaction details at hello@traveljoy.com or by using the blue support button in the bottom right corner of your screen, and we will assist with cancelling the virtual card! :)
Supplier payment (CC)
I have created a virtual credit card for the first time in the sum of $2400. I was in the process of making deposit payments to nine (9) individual invoices, I paid a total of $900.00 on five(5) out of the nine(9) invoices and I am not able to see the card number information anymore to complete the remaining payments. Can someone please advise?
Hi Marcia!
When using a virtual credit card, it’s important to note that these cards are envisioned to be single-use. If the card’s limit is not reached within a single transaction, the remaining amount will be placed back in your Funds for future use and the card details are removed. We recommend creating a new virtual credit card for each transaction in order to avoid confusion. :)
Hi Marcia!
Since we're discussing a matter specific to your account, I've gone ahead and responded to your current support ticket.
Feel free to respond there with any additional questions! We'll follow up as soon as possible. :)
I have had no success with using virtual credit card which is slowing down my booking process for my client, creating double work for me, and leaving room for rates to change while having to wait for with ground fund to be withdrawn and deposited. There has to be a better way to streamline this process so all vendors will process the virtual credit card. Any thoughts?
Hi Kaycation!
Our virtual credit cards work the same as physical credit cards, so my suspicion here is that there's something specific happening with regard to the payments you've attempted. We'd love to take a look!
Because this is specific to your account, can you reach out to us at hello@traveljoy.com or via the blue Support button and let us know a bit more?
It would be nice to resolve. I have had the same issue in the past and was advised to transfer the funds to make the payment. I had to email the invoice. My issue right now is the timelines the payments being transferred vs when requested is very slow. I requested funds be transferred over the weekend and its still pending. This is an issue as rates change daily without payment. If this continues it will be a problem. I am open to suggestions...
Good morning Kaycation!
I just responded to your open support ticket, which addresses each of your questions and asks for some more details about your virtual credit card issue. I look forward to hearing back!
Hey Kenyatta!
I replied to your support requests yesterday morning, and noticed that you reached out again later and said you hadn't heard back.
Since you're getting notified of replies to this comment thread, I wanted to share a quick tip: You can see the full conversation with the support team by clicking "My requests" at the top-right corner of the Help Center, just to the left of your name.
Also, if you do find my reply from yesterday morning in your Spam folder, I recommend moving it to your inbox and adding hello@traveljoy.com to your address book to prevent that in the future!
I used my Virtual card in on the vendor site but the amount was incorrect because the price had increased. It declined on the vendor side and I need to know how to get the funds back on the card so I can book my client trip.
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