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 to chat us anytime directly from our site, call us at (888) 384-3236, or send us an email to help@headnote.com

About Headnote

What is Headnote?

Headnote is the most efficient payment tool on the market that helps law firms large or small start offering secure and compliant online payment to their clients with minimal effort and no commitment.

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. On average we save our members at least 2 hours a week and the average payment time on Headnote is 4 days.

Setting Up & Using Headnote

How long does it take to sign up and what info do I need?

Signing up takes less than 3 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?

It’s incredibly easy. Just 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.

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 888-348-3236 or email us 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.

What are the processing fees?

Learn more about our fees on our Pricing Page.

Questions About Payment Links

What are payment links?

Headnote payment links are the easiest way for law firms to start offering online payment to their clients. Headnote users can quickly generate a unique payment Link for a specific amount, then copy and paste it into any destination and send to clients to request online payment.

How do I send payment links?

payment links can be sent via any software you’re currently using including Clio or Quickbooks, or you can send payment links using any email provider or SMS text.

Can I use payment link to accept payments to my firm’s trust account?

Yes, with payment links you can allow clients to make payments to your firm’s trust or operating account with 100% compliance with IOLTA guidelines and the ABA’s Rules of Professional Conduct for accepting online payment. 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.

Can I use payment links to request both eCheck and credit card payments from my clients?

With payment links you can give clients the option of paying via eCheck or credit card, though if you request a payment to your trust account you can only get paid via eCheck and not credit card. Headnote eCheck is as easy and convenient as paying with a credit card but the fees that are much lower, only 1.9%. Learn more about Headnote's pricing.

Can I set payment terms with a payment link?

You do not set up payment terms with a payment link and the link will never expire. If you’d like to revoke or deprecate a payment link you’ve already generated, you are able to do so as long as the link hasn’t been fully or partially paid.

Can I make edits to a payment 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 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?

It’s incredibly easy. Just 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 3-5 business days.

Can I decide whether a payment is deposited into my trust or operating account?

As you’re creating a new payment 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, They click the link and are taken to a screen to view, download or print the payment prior to paying. Once they’re ready to pay they just follow the prompts and enter their information and hit “Submit Payment” for either credit or debit card or eCheck.The entire payment process for your client takes under 30 seconds. Learn More About My Client's Payment Experience

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.

What will my client see as the memo from the payment on their statement?

Your client will see the firm name that you enter in Firm Settings when signing up for a Headnote account on their statement.

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 3-5 business days.

Can I see if a client has viewed the invoice but not yet paid?

Absolutely. Your dashboard will show in real time whether a client has opened, viewed or paid your payment.

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 can be paid in increments, and the client can select the amount they would like to pay. While they can’t currently schedule future payments to occur automatically, this feature will be available soon.

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 members report that their clients prefer to pay their invoices using ACH/eCheck over credit card for a variety of reasons, most importantly that many clients do not have the required credit card balance needed to pay an entire invoice for legal services. Our members prefer to accept payment by ACH/eCheck over credit cards because the fees associated with ACH/eCheck are lower than credit card fees.

Is Headnote IOLTA compliant?

Headnote is 100% compliant with 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 you client initiates a payment from their bank account until it is deposited into your firm’s trust account, even during the electronic transmission process.


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