Creating a Payment Profile in Work 365

Modified on Wed, Oct 22 at 5:47 PM

Applies To: Work 365 (Dynamics 365 / Power Platform)
Audience: Billing Teams, Finance Users, Administrators

Overview

A Payment Profile in Work 365 links a customer account to a tokenized payment method that can be used for one-time charges and Auto-Charge on Billing Contracts. Work 365 never stores raw card/bank data—payment details are collected and vaulted by your configured Payment Processor (e.g., Stripe, Authorize.Net, GoCardless, Payfort) to meet PCI-DSS requirements.

Prerequisites

An active Contact exists on the customer Account.
You have sufficient security privileges (e.g., Work 365 Billing Manager / Finance).
At least one Payment Processor is configured and connected in:
Work 365 → Administration → Payment Processors.
(If using Auto-Charge) The target Billing Contract is active and has the correct currency/tax settings.

Steps to Create a Payment Profile

1) Open the customer account

Dynamics 365 / Power Platform → Accounts → open the customer’s Account.

2) Start the profile wizard

On the Account command bar: Work 365 → Add/Create Payment Profile.

3) Choose how to collect payment details

Option	What it does	When to use
A. Direct Entry	You enter card/bank details and billing address in a secure popup hosted by the processor.	Desk-assisted onboarding where policy allows staff entry.
B. Profile Request (recommended)	Sends a secure, time-limited link for the customer to self-enter details. The profile stays Pending until completed.	Best for compliance/least-privilege, reduces PCI exposure.

Tip: For Profile Requests, confirm the recipient Contact has a valid email.

4) Sync the profile

After creation, open the new record under Payment Profiles on the Account and click Sync.
Important: Unsynced profiles cannot be used for Auto-Charge or invoice automation.

Linking a Payment Profile to a Billing Contract (for Auto-Charge)

Open Work 365 → Billing Contracts → select the contract.
In Payment & Automation (or equivalent tab):
- Select Payment Profile (choose the Default profile unless you need a different one).
- Toggle Auto-Charge Payment Profile = Yes.
- (Optional) Enable Generate PDF and Auto-Send Email for end-to-end automation.
Save the contract.

Managing Payment Profiles

Set Default: Only one default profile per Account; Auto-Charge uses the default unless you explicitly select another on the Billing Contract.
Edit Details: Update expiration, billing address, or contact association.
Deactivate: Retire invalid/expired methods (the token remains vaulted by the processor; Work 365 marks the profile inactive).
Multiple Profiles: Maintain backup methods to reduce failed charges.

Notes & Considerations

Security: Work 365 stores tokens only; card/bank data is captured on the processor’s hosted UI.
Status “Pending”: Profile Requests remain pending until the customer submits details; they can’t be used for charging until Completed + Synced.
Currency: Use profiles with Billing Contracts that match your processor’s supported currencies to avoid declines.
Retries/Failures: Payment failures surface on Payment Transactions; configure dunning/notifications as needed.

Best Practices

Prefer Profile Requests to minimize staff handling of payment data.
Collect early: Create/confirm the profile during onboarding—before the first invoice.
Monitor expirations: Build views for profiles expiring within 60–90 days.
Document ownership: Record processor, creation method, and any changes (good for audits).
Have a backup: Keep a secondary profile for key accounts to reduce involuntary churn.

Troubleshooting

Symptom	Likely Cause	How to Fix
Auto-Charge didn’t run	Profile not Default or not linked on the Billing Contract	Set Default on Account or explicitly select the profile on the Billing Contract; Save.
“Payment profile cannot be used”	Profile not Synced	Open the Payment Profile → click Sync and retry.
Repeated declines	Expired card, AVS/CVV mismatch, unsupported currency	Update card/AVS details; try a supported currency; contact processor.
Can’t create profile	No processor configured or permissions issue	Configure a Payment Processor and ensure your role includes Billing/Finance privileges.
Profile stuck in Pending	Customer hasn’t completed the form	Resend Profile Request; verify the Contact’s email; check spam/junk.

FAQs

Q: Can I have multiple payment profiles per customer?
A: Yes. You can store several; set one as Default or select a specific profile per Billing Contract.

Q: Can I charge a one-off payment without Auto-Charge?
A: Yes—create the profile, Sync, then post a Payment Transaction against an invoice (permissions required).

Q: What if we change processors (e.g., move from Stripe to Authorize.Net)?
A: Existing tokens are tied to the original processor. Create new profiles via the new processor and update Billing Contracts.

Q: Does Work 365 store card numbers?
A: No. All sensitive data is vaulted by the processor; Work 365 stores non-sensitive references/tokens.

Quick Checklist (Print-Friendly)

Account has an active Contact ✅
Payment Processor configured & connected ✅
Create Payment Profile (prefer Profile Request) ✅
Profile Synced ✅
Default set (or selected on Billing Contract) ✅
Billing Contract Auto-Charge = Yes (if desired) ✅