Frequently Asked Questions
Please see below for answers to common questions. If you don't see your question listed or want to discuss anything further, feel free send us an email to help@headnote.com.
About Headnote
What is Headnote?
Headnote is the most efficient payment tool and accounts receivable automation platform made specifically for attorneys and law firms.
Why should my firm use Headnote?
Save time and get paid faster - law firms that offer online payment get paid faster than any other method and report higher client satisfaction rates.
Setting Up & Using Headnote
How long does it take to sign up and what info do I need?
Signing up takes only a few minutes and the only information you need to get going is what is generally listed in a firm’s letterhead (name, address, phone, email). We also recommend having a logo file handy to upload as you’re setting up your firm profile, though you can skip during the signup process and add it any time.
How do I add a client?
Adding a client is easy. Click the Clients tab from the navigation bar and then click ‘Add Client’ icon to enter the basic client details (name, address, email, etc.). You can also import all your clients at once.
How do I link my bank account?
Link your firm’s operating and/or trust account(s) using our in-app experience - no micro deposits or waiting times required.
What if I forgot my login information or password?
No problem. Click the “Forgot Password” button on the login page. You will be asked to input the email associated with your account and a password reset link will be sent to that email. If you forgot your login email, please contact Headnote support at support@headnote.com.
Am I locked into a contract as a Headnote member?
Never. You never pay set up fees or monthly membership fees and are never locked into a contract. You only pay transaction fees once you get paid by your client and there is no additional charge to use our accounts receivable automation features.
What are the processing fees?
Learn more about our fees on our Pricing Page.
Questions About Custom Links
What are payment request links?
Headnote payment request Links are the easiest way for law firms to start offering online payment to their clients. Headnote users can quickly generate a unique payment request link for a specific amount and client, then copy and paste it into any destination and send to clients with an invoice to request online payment.
How do I send payment request links?
Payment request links can be sent via any software you’re currently using including practice management (Clio, Practice Panther, Tabs3, etc.), billing (Bill4Time, TimeSolv, and many others) or accounting platforms (Quickbooks or Xero for example). Or you can send payment request links using any email provider including Gmail or Outlook.
Can I accept payments to my firm’s operating and trust accounts with Headnote?
Yes, with Headnote you can allow clients to make payments to your firm’s trust or operating account with 100% compliance with IOLTA guidelines, the ABA’s Rules of Professional Conduct, and the rules of all 50 state bar associations. Earned and unearned fees are completely separated at all times (including during the online transmission process), fees are never taken from trust funds, nor is 3rd party or chargeback access ever allowed. All trust funds are deposited in whole and fees or chargeback access is directed to the operating account.
Can I use Headnote to request both eCheck and credit card payments from my clients?
With Headnote you can give clients the option of paying via eCheck or credit card to your firm's trust or operating account.
Can I set invoice net terms with a payment request?
Yes, simply set net terms when you create the payment link. You can also elect to schedule personalized automated reminders to begin once the net term has expired to automate and track your firm's collection efforts.
Can I make edits to a payment request link?
Yes, you can make edits to links even after they’re sent prior to full or partial payment taking place.
Accepting Payment From Clients Via Headnote
What type of payments are accepted through Headnote?
Clients can pay via any major credit card, debit card, or directly from their bank account via our instant eCheck feature. Attorneys can specify which payment method(s) their client has the option of using for payment when a new invoice is being created and sent.
How do I get paid?
Simply link your operating and/or trust account(s) using our in-app experience and you’re ready to accept payments. No micro deposits or waiting times required. Once a payment is made by your client you’ll be immediately notified via email and you’ll also be able to see the real-time payment status from your Headnote dashboard. The funds will be posted to your bank account within 1 business day for eCheck and 2-3 business days for credit card.
Can I decide whether a payment is deposited into my trust or operating account?
As you’re creating a new payment request to be sent to a client you can specify if you’d like the funds to be deposited into either your operating or trust account.
What is the payment process like for my client?
Clients receive the payment link via your preferred mode of communication (embedded via email, sent via other software, or sent directly from Headnote). They click the link and are taken to a screen to view, download or print the payment request prior to paying. Once the client is ready to pay, they follow the prompts and enter payment information and hit “Submit Payment”.
Does my client need to register for a Headnote account in order to pay?
No, they don’t need to register for a Headnote account in order to pay and they’ll automatically receive a receipt via email once their payment has been completed.
Does Headnote support international banking?
Headnote only allows members to accept payments to US bank accounts. Headnote can process payments from all major credit cards, both domestic and international. eCheck (ACH) payments can be made from 15,000 domestic banks but we do not currently facilitate transfers from non-US banks.
How long after a request is paid do I receive the funds?
Within 1 business day for eCheck payments and 2-3 business days for credit card payments.
Can I see if a client has viewed the payment request but not yet paid?
Absolutely. Your dashboard will show in real time whether a client has opened, viewed, or paid your invoice and payment request.
Can a client pay in partial or installment payments?
Yes. If you give your client the option to pay in multiple payments, then the payment request can be paid in increments, and the client can select the amount they would like to pay. Clients can also schedule recurring payments so future payments will occur automatically.
Questions About Payments Generally
What is a chargeback?
A reversal of a transaction or 'chargeback' occurs when a transaction is disputed by the cardholder. If a cardholder disputes a transaction for any reason (charge error, charge not authorized, or service not received) the dispute will be investigated by the cardholder’s issuing institution. During the period the chargeback request is being investigation Headnote will remove the funds from our member’s operating account to be held during the investigation. If the investigation is concluded in our member’s favor we will promptly return the funds to the member’s operating account.
What is PCI compliance?
PCI Compliance refers to the Payment Card Industry Data Security Standard. Any company accepting payment by card, or transmitting, storing and processing cardholder data, needs to do so securely by following PCI compliant requirements. Headnote is not required to be PCI compliant, however, our payment processing partners are required to do so, and are in current PCI compliance.
What is ACH or eCheck?
ACH stands for Automated Clearing House and is a transfer from your client’s bank account. We use the term eCheck synonymously with ACH because it simulates the same process that takes place when your client writes you a paper check for your services.
Why should I offer ACH/eCheck payment to my client instead of credit card payment?
Headnote’s eCheck payments are a great option for clients to replace traditional wire transfers or for clients that do not wish to pay by credit card and would rather pay directly from their bank account. Unlike a traditional eCheck or ACH process, with Headnote clients can pay by eCheck in under 10 seconds and the law firm pays fees lower than traditional credit card processing fees. ECheck funds are also transferred to the law firm faster than credit card payments, within 1 business day.
Is Headnote IOLTA compliant?
Headnote is 100% compliant with IOLTA, the ABA’s Model Rules of Professional Conduct, as well as each state bar’s rules regarding the electronic transmission and commingling of client trust funds. All trust funds are protected from commingling at all times from when your client initiates a payment from their bank account until it is deposited into your firm’s trust account, even during the electronic transmission process.
