Set Up Your CosmoLexPay Account (Canada)

What is CosmoLexPay?

CosmoLexPay is our built-in payment processing service that allows you to:

• Receive an online credit card invoice payment through an emailed link or our client portal.
• Request an online credit card trust payment via an emailed link.
• Process credit card trust deposits or invoice payments in-office or over the phone.
• Access your CosmoLexPay portal directly from the CosmoLex application. 
• Embed a payment link in your website.

As CosmoLex includes integrated accounting functionality, payments you receive through CosmoLexPay will simultaneously update your invoice, balances, and accounting records. 

Starting Enrollment

1. To begin your enrollment for CosmoLexPay, go to Setup > Apps.
2. Click the toggle beneath the CosmoLexPay app tile. It will turn to ON.

   

3. This will take you to the CosmoLexPay Integration information screen. After reading the information, click Continue. 

Application Process

To complete the application process, complete the fields on the About You, About the Firm, About the Business Owner, and Deposit Details pages.

1. On the About You page, fill in your details.
   

   About You Page Fields

   First Name, Middle Name, Last Name	Enter your name.
   Date of Birth	Enter your date of birth in the MM/DD/YYYY format.
   Social Insurance Number	Enter your 9 digit Social Insurance Number. Please take the time to verify that you have entered the correct number.
   Phone Number	Enter the Phone number which you would like to register in the CosmoLexPay portal.
   Email	Enter the official email id on which you would like to receive alerts.
   Street Address, Street Address2	You can choose to enter your home address or the address of your law firm.
   City	Enter the name of your city.
   Province	Enter the two-letter abbreviation of your Province. For eg. AB for Alberta, BC for British Columbia.
   Postal Code	Enter the alphanumeric code in the form “ANA NAN” where “A” is an alphabetic character and “N” is a numeric character.

   Note

   All fields marked with an asterisk (*) are required fields.

2.  Once you have filled all the required fields, click the orange Next Step button.  
3. On the About the Firm page, fill in your firm’s details.
   

   About The Firm Page Fields

   Legal Business Name	Enter the name of your business as it appears on your tax returns.
   DBA	If your Legal Business Name is the same as your Doing Business As name enter the same name here, or enter the Doing Business As name registered with the state.
   Business Number	Enter your 9-digit account number that identifies your business to federal, provincial, and municipal governments.
   Average Amount Per Transaction	Enter the transaction amount that you are likely to receive on an average per transaction.
   Website URL	If your firm has a website, enter the URL. This is not a mandatory field.
   Business Description	Enter a description of the kind of business your firm does.
   Physical Address	Enter the business address of your law firm.
   City	Enter the name of your city.
   Province	Enter the two-letter abbreviation of your Province. For eg. AB for Alberta, BC for British Columbia.
   Postal Code	Enter the alphanumeric code in the form “ANA NAN” where “A” is an alphabetic character and “N” is a numeric character.
   Mailing address is the same as physical address	Slide the toggle button On if your Mailing address is the same as the physical address of your firm.
   Business Structure	From the drop-down, choose between Sole Proprietor, Partnership, C Corp, S Corp, LLC, or 501(c)(3) Nonprofit.

   Note

   All fields marked with an asterisk (*) are required fields.

4.  Once you have filled all the required fields, click the orange Next Step button.  
5. On the About the Business Owner page, fill in the business owner’s details.
   Note

   This information is required to ensure accuracy and protect your firm against fraud.

   
   

   About The Business Owner Page Fields

   I am a business owner	Turn the toggle button On if you are the business owner and entering the information yourself. If you are an employee of the firm and not the business owner, turn the button Off.
   First Name, Last Name	As you enter your first and last name, it will appear in bold above the field.
   Owns 25% or more of the business	If you had acknowledged that you are the business owner, this toggle button will automatically slide to On. Click on it to slide it to Off if you do not own 25% or more of the business.
   Has significant responsibility for managing the company	If you had acknowledged that you are the business owner, this toggle button will automatically slide to On. Click on it to slide it to Off if you do not have significant responsibility for managing the company.
   Job Title	From the drop-down, choose between President, Vice President, Owner, Partner, Manager, Treasurer, or Secretary.
   Owner Email Address	If you are the business owner, this field will auto-populate with the email address you entered in the About You page. If you are entering for someone else, enter the email address of the owner.
   Owner Phone Number	If you are the business owner, this field will auto-populate with the phone number you entered in the About You page. If you are entering for someone else, enter the phone number of the owner.
   Social Insurance Number (SIN)	If you are the business owner, this field will auto-populate with the SIN you entered in the About You page. If you are entering for someone else, enter the SIN of the owner.
   Date of Birth	If you are the business owner, this field will auto-populate with the Date of Birth you entered in the About You page. If you are entering for someone else, enter the Date of Birth of the owner.
   Physical Address	Enter the business address of your law firm.
   City	Enter the name of your city.
   Province	Enter the two-letter abbreviation of your Province. For eg. AB for Alberta, BC for British Columbia.
   Postal Code	Enter the alphanumeric code in the form “ANA NAN” where “A” is an alphabetic character and “N” is a numeric character.
   Driver’s License Number	Enter the Driver’s License number of the owner.
   Driver’s License Province	Enter the name of the issuing province of the Driver’s License.
   Driver’s License Expiration Date	Enter the date on which the Driver’s License will expire in the MM/DD/YYYY format.
   Years in Residence	Enter the number of years you have resided at the above address.
   Additional Business Owners	If your firm has more than one business owner, enter the information of additional business owners by clicking on the orange Add Business Owner button. Complete the fields for all additional business owners. Note Business owners are individuals with an ownership stake or significant management responsibilities, like a CEO or CFO. Please list everyone who owns 25% or more of the company. And if no one meets this criteria, list at least one business owner with significant management responsibilities. If you don’t have all their information now, you can save and come back later or follow up after you submit your application.

   Note

   All fields marked with an asterisk (*) are required fields.

6.  Once you have filled all the required fields, click the orange Next Step button.  
7. On the Deposit Details page, fill in your linked bank account details.
   
   
   Note

   Entering your Deposit Details will let CosmoLexPay know where to deposit your transactions. Even if you choose to deposit ALL transactions into a trust account, processing fees will only be debited from an operating account. Having as many deposit accounts as you need allows you to correctly separate deposits and avoid co-mingling funds.

   Add Bank Account Fields

   Display Name	Enter the name you use for this account.
   Bank Name	Enter the name of your Bank.
   Routing Number	Enter the routing number which is a combination of the 5-digit transit (branch) number and the 3-digit financial institution number that can be found on the bottom of your personal cheques. Please take the time to verify that you have entered the correct number.
   Account Number	Enter the 7 or 12 digits Bank Account Number.
   Account Ownership Type	From the drop-down, choose between Business or Personal.
   Account Type	From the drop-down, choose between Checking or Savings.
   Copy of Voided Check	Attach a copy of a Voided Check.

   Note

   Follow the same process to Add a Trust Account.

8.  Once you have filled all the required fields, click the orange Next Step button.  
9. On the Review and Submit page, take time to review carefully the details you entered. If you wish to make changes, click on the Edit button beside the page name. 
   
10. Once you have reviewed the page, click the orange Next Step button. 
    
11. Read the Terms and Conditions (T&C) listed in the page that opens, you can choose to Download/Print the terms and conditions.
12. If you agree to to the T&C, click I Agree. Your application will be submitted for approval. If you are unsure about opting for CosmoLexPay at this stage, click I Do Not Agree.
    Note

    It can take from a few hours to a few business days for your CosmoLexPay application to be approved. If you provide all the data required for the application, it will be approved faster.

Application Approval

Returning to CosmoLex (Setup > Apps), you will see the status of CosmoLexPay has now changed to ‘Submitted’.

Once your application is approved, when you go to Setup > Apps, you will see the toggle below CosmoLexPay is now ‘ON‘.

View the CosmoLexPay Dashboard

The CosmoLexPay dashboard will show the firm administrator any activity on the CosmoLexPay account.

To view the CosmoLexPay dashboard:

1. From the bottom of the left navigation panel, click Account.
2. From the Account left navigation, click CosmoLexPay.

The CosmoLexPay dashboard will display sections with information on:

• Transactions (includes links to CosmoLexPay Portal, View Payments, and Reports)
• Pricing 
• Underwriting/Application Status and Account Status
• Maximum Allowed Per Transaction
• Bank Accounts  – This is where you can link your merchant account to CosmoLex bank accounts or Manage Linked Bank Accounts.

Associate Your Bank Accounts

Once approved, to start accepting electronic payments in CosmoLex, you will need to associate your newly created merchant accounts, with bank accounts listed in CosmoLex.

1. On the CosmoLexPay dashboard screen, go to the Bank Accounts section to the right, click on Manage Linked Bank Accounts.
2. The Link Bank Accounts screen opens displaying the following:
   Type: The account type designated when setting up your merchant accounts (Operating or Trust) 
   Merchant Account: The operating and/or trust accounts that were provided in your submitted application.
   Bank Account: This dropdown includes the bank accounts already in CosmoLex. Choose the CosmoLex bank account that you wish to link to this CosmoLexPay merchant account.  
   If you would like to add bank accounts to this list or edit their names, exit this screen and complete that information under Accounting > Banks before proceeding.
   Default Operating Merchant Account: Click on the radio button if you would like to receive online invoice payments in the selected account.

   

3. Click Submit.
   The message asks you to confirm, Selected bank account will be used for CosmoLexPay transactions in CosmoLex. Would you like to continue?
4. Click Yes. 
   The message reads, Your CosmoLex Banks were associated successfully.
5. Click OK.
   You are now ready to receive deposits through CosmoLexPay!

Receive Payment Notifications

You can configure which email will receive payment notifications once a payment is processed using integrated payment:

1. From the bottom of the navigation panel, click Accounts.
2. From the Accounts gray left navigation panel, click CosmoLexPay.
3. To the right of the CosmoLexPay screen, under Payment Notification Settings section, hover over Email.
4. Click on the pencil icon. You will be able to enter the email address of the user in the email field.
5. Once you have entered the email address, click on the check mark. The system will make the changes and the new user email address will be saved.
   Note

   You can make changes to the Cc email address in the same way.