Setting Up MonuPay (Merchant Application)

This guide walks you through connecting your merchant account so your shop can accept card payments from customers. Find it in Settings → Integrations, on the MonuPay card at the bottom of the page.

MonuPay is offered to companies in the United States and Canada, and each of them has the MonuPay card. The merchant application below is the only step. If you are on the Integrations page, scroll down and you will find it.

Before you apply, the card shows four tiles: 2.99% card processing, $20 per ACH bank payment, 1-2 days direct payouts and a PCI certified process. Below them, Why MonuPay? lists the benefits, and the Get Started button sits underneath.

Start your application (Get Started)

Click Get Started on the MonuPay card. The first step is titled Who pays the processing fees? This one choice covers both the card processing fee and the $20 fee on each ACH bank payment. Choose Customer pays the fee or I absorb the fee (the recommended option), whichever fits your shop.

Choose carefully, because how easily you can change it depends on how far you get. Before you submit the application you can undo it yourself with Start over. Once the application is submitted to PayFactory you can no longer reset it, and switching the fee model becomes a manual job for MonuDesk support that may require re-registering as a merchant. See Who Pays the Processing Fee before you decide.

Then click Confirm Choice and Setup Merchant Account. MonuDesk redirects you to PayFactory's secure, hosted merchant application.

Complete the hosted PayFactory application

The application is hosted and processed by PayFactory (you'll see "Powered by Payfactory" on the card). To save you time, MonuDesk pre-fills what it can from your company profile, including:

• Your name as the signer.

• Your company name and company email.

• Your business address, phone, and DBA name, where they're on file.

Review every field, fill in anything that's missing, and submit. Because PayFactory needs your real business details, make sure your company name and email are set in MonuDesk before you begin. The application can't start without them. The signer's first and last name are pulled from your user settings, so make sure your last name is filled in there.

While your application is in progress or in review

The card shows an amber Application in review badge for both of these states, but the buttons underneath tell you which one you are in.

Started but not submitted. The panel reads "Your application is in progress." You get two controls:

• Resume application is the big button. It opens the hosted PayFactory form again, right where you left off.

• Start over is the smaller link beside Refresh status. It clears the application and returns you to the very beginning so you can pick a different fee model before re-applying. You'll be asked to confirm on a Start over? dialog first.

Submitted and waiting. The panel reads "Your application is being reviewed" and tells you it usually takes 1 to 2 business days. Only Refresh status remains. It re-checks PayFactory for the latest decision. There is nothing to resume and nothing to reset: a submitted application can no longer be started over by you. If you need it changed at this point, contact MonuDesk support.

When you're approved (Connected)

Once PayFactory approves your application, the integration moves to the APPROVED state and the card flips to a green Connected badge. You'll see your merchant name, "Payfactory," and the date you connected.

From then on, families can pay by card from their customer portal, Send Payment Link on any order emails or texts the family a link to pay, and your team can charge a card from the order with Card (MonuPay) in Record Payment. In New Quote, choosing Card (MonuPay) under Billing & Payment charges the deposit, or one payment of a split deposit, to a card right after the order is created.

Bank payments (ACH). Under the merchant name, a pill shows whether families can also pay by bank account: ACH active means the portal offers Card or Bank account. Otherwise it reads ACH in onboarding, ACH pending review or ACH unavailable, and families pay by card only. Each bank payment carries a flat $20 bank payment fee, and your fee model decides who pays it. Who Pays the Processing Fee

To disconnect later, open the three-dot menu on the card and choose Disconnect. Note that disconnecting means re-applying if you want to accept cards again.

If your application is declined

If PayFactory declines your application, the card shows a red Application declined badge and the message "PayFactory was unable to approve your merchant account. Contact MonuDesk support to discuss next steps."

Two buttons appear:

• Start over is the main button. A declined application can be reset by you, so if something on the form was wrong you can clear it, choose your fee model again, and re-apply without waiting on anyone.

• Contact support is the secondary button and emails support@monudesk.com. Use it when you want to understand the decline before you try again.

If you run more than one office

MonuPay is one merchant account for the whole company, not one per location. You apply once, and every office takes card payments through that same merchant account.

This is different from QuickBooks, which connects per office: each location has its own QuickBooks connection and its own sync settings. Do not go looking for a second MonuPay card when you add a location: there is only ever one, and once it says Connected, all of your offices are covered.

Related articles:

• How to Log a Payment

• How Billing and Subscriptions Work

• How to Contact Support