How to create and send a payment link

Step-by-Step Instructions

Create a Payment Link

1. From anywhere in Otto, click Payment Link in the top menu.
2. In the Patient field:
   • Search for an existing patient and select their name from the list, or
   • Click to create a new patient and enter their details.
3. In the Reference field, enter a clear identifier (e.g., invoice number, exam date, glasses order number).
   • This helps your team track what the payment is for.
4. Enter the Amount to be charged.
5. (Optional) Add any notes in the Internal Notes section.
   • These notes are for your clinic’s reference only and are not visible to the patient.
6. Click Send Link.
7. Choose whether to send the link by Email or SMS.

Once sent, your task is complete. The patient will receive a secure link to submit payment from their phone or computer.

What the Patient Sees

When the patient opens the link:

• They will see a summary of the payment, including the reference and amount.
• They can securely enter their credit card information.
• After submitting payment, they will receive a receipt.

Your clinic will also receive a notification confirming the payment details.

How Payments Are Deposited

• Payment proceeds are automatically deposited into your clinic’s connected bank account.
• Funds may be subject to a short holding period depending on your payment processor.
• You will receive an email notification when payouts are sent.

How to View and Manage Payment Links

To see all sent and paid payment links:

1. Click Payments in the left-hand sidebar.
2. Review the list of payment links.
   • You will see status labels such as:
     • Sent
     • Paid
3. Click on a payment link to view full details.

To manage a payment:

1. Click the three dots (⋯) beside the payment.
2. Select one of the following options:
   • Issue Refund
   • Reprint Receipt
   • Resend Receipt

Important Notes

• Payment links can be used for:
  • Eye exams
  • Glasses
  • Contact lenses
  • Outstanding balances
  • Any transaction, whether initiated in Otto or not
• Payment links eliminate the need to take credit card information over the phone.
• Patients must complete the payment through the secure link; clinics cannot split a single payment link across multiple cards.
• Refunds can be issued directly from the payment record.

When to Contact Support

• If a payment shows as completed but funds have not been deposited after the expected holding period.
• If a refund does not process correctly.
• If a patient reports receiving an error when submitting payment.

Please submit a support ticket so our team can investigate further.

Using payment links allows your clinic to collect payments quickly and securely—without phone calls, manual processing, or follow-up reminders.