How Law Firm Rix & Kay Streamlined Their Payment Processes & Reduced Costs
Background
acceptcards® were recommended by a trusted financial consultant to the law firm, with the remit to look at the way they handled card payments and efficiency as a main priority, with any savings achieved as an additional benefit.
Their requirement was initially for one provider to cover the current services in place, they had a card machine in the Head Office at the reception desk through which phone payments were being taken as well as 2 card machines held by the accounts staff for phone payments whilst working remotely or when in the offices.
With 3 busy offices and taking great pride in always wanting to be able to provide the best possible service to their clients, they were open to exploring ways of making it even easier for their clients to pay for the firm’s services.
The Solution
Richard Bradley of acceptcards® reviewed the current processes with Ali Anderson, Financial Controller for Rix & Kay. He introduced the idea of a self-service option for the firm’s website where clients could simply make payments on account, settle invoices etc, using payment links for emails/invoices and deploying a cost-effective and slick “branded” payment device in each meeting room across all their offices.
The Process
Stage 1 – We replaced the old card machines with 2 new handsets situated on the reception desks in the 2 main office
Stage 2 – We set up and Installed the Virtual Terminal for the Accounts staff to use and administer
Stage 3 – We created Firm Branded NFT devices and placed one in every meeting room across all 3 offices
Stage 4 – We created and installed a “Make a Payment” tab on the company’s own website to facilitate online payments
The Outcome
Reception card machines were replaced in all offices with Dual comms – Wi-Fi and SIM card (4g Coverage).
Firm branded NFT device for every meeting room allowing clients to tap and pay using their Android/Apple phone. A card machine was also available, as above, in case of need.
Introduction of Virtual Terminals for remote and office-based staff to take phone payments and generate payment links to send with quotes/invoices by email.
Setting up a “make a payment” tab on the firm’s website where clients can add a reference and make a payment on account or settle an invoice.
Switch of merchant services provider that covers all the above solutions with access to one reporting portal, resulting in a 50% reduction in costs.
Full support was provided by the acceptcards® team in switching the merchant account and arranging training for the virtual terminal, simple API addition of their website payment tab and setting up the meeting room devices.
Trusted Payments Advisor
Our in-depth understanding of the legal sector on how, when and where payments can be taken to streamline processes and enhance the client experience was the key to a successful outcome.
In addition, Ali and his colleagues at Rix & Kay have the comfort of knowing that we are always available for additional support, above and beyond the standard support provided by the merchant services provider and hardware/tech providers. Being independent with whole market access means should we hear about any new innovations or solutions that can enhance their payments offering further, we are best placed to proactively reach out.
Client Comments
Payments not unlike legal services can be a very complex affair, so it’s important to work with professionals who work hard on your behalf. Since being introduced to Richard at acceptcards we’ve been looked after and super served at every turn.
They were great at understanding and then securing the best solutions for our needs, but just as importantly the support in setting everything up has been exceptional. Making the whole process seamless. I also have the added comfort that Richard and his colleagues are always there in the background, under the radar, but available to support us if it’s needed.
Our customers love the new way we let them make payments, it makes their life so simple which makes our team happy. Acceptcards are our secret weapon for all things payments, they know everything about the payments world, so we don’t have to. If you’re in the legal sector and take card payments, you should talk with them you won’t regret it for a second.
