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 Business Details, Public Details, Ownership & Management, and Bank Accounts pages. 

1. On the Business Details page, fill in details related to your business.
   

   Business Details Page Fields
   

   Legal Business Name	Enter the registered name of your business as it appears on your tax returns.
   Business Name (Doing Business As)	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 Registration Number	Enter your account number that identifies your business to federal, provincial, and municipal governments.
   Business Type	From the drop-down, choose between Company/Enterprise, Government, Individual or Sole Proprietor, and Nonprofit.
   Business Contact Phone	Enter the Phone number which you would like to register in the CosmoLexPay portal.
   Business Contact Email	Enter the official email id of your business.
   Business Industry	From the drop-down, choose the business industry.
   Business Website	If your firm has a website, enter the URL. This is a mandatory field.
   Product or Service Description	Enter a description of the kind of business your firm does.
   Registered Business Address	Enter the business address of your law firm.
   City	Enter the name of your city.
   Province	From the drop-down, select your Province.
   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 green Next Step button.  
3. On the Public Details page, fill in your firm’s details.
   

   Public Details Page Fields

   Billing Statement Descriptor	This appears on your customers’ bank or credit card statements. Must be 5-22 characters.
   Billing Shortened Descriptor	A shorter version of your billing descriptor. Used when space on a customer’s statement is limited. Must be 2-10 characters.
   Customer Support Phone Number	This number should match the number displayed on your website or social media.

   Note

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

4.  Once you have filled all the required fields, click the green Next Step button.  
5. On the Ownership & Management page, fill in the business owner’s details.
   Note

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

   
   

   Ownership & Management Page Fields

   Legal First Name, Legal Last Name	Enter your first and last name as it appears on your tax returns.
   Email Address	Enter the email address of the business owner.
   Phone Number	Enter the phone number of the owner.
   Date of Birth	This should match your tax returns.
   Ownership Percentage	If your firm is a partnership, mention your ownership percentage.
   Social Insurance Number (SIN)	Enter your 9 digit Social Insurance Number. Please take the time to verify that you have entered the correct number.
   Home Address	Enter the street address of your home.
   City	Enter the name of your city.
   Province	From the drop-down, select your Province.
   Postal Code	Enter the alphanumeric code in the form “ANA NAN” where “A” is an alphabetic character and “N” is a numeric character.
   Role in the Company	Select all that apply:  Owns 25% or More of the Company  Director or Governing Board Member  Authorized Representative Note: If you do not check any one box, the system will prompt you to assign the role to an owner. You can use the Add Another Owner button to add more than one owner.

   Note

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

6.  Once you have filled all the required fields, click the green Next Step button.  
7. On the Bank Account 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

   Account Display Name	Enter the name you use for this account.
   Account Designation	This will default to Operating. Click the Additional Bank Account Details button in the top right to add another bank account. Here you can choose to add a Trust bank or another Operating bank.
   Bank Name	Enter the name of your Bank.
   Transit Number	Enter the transit 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.
   Bank Account Number	Enter the 7 or 12 digits Bank Account Number.

   Note

   Click the Additional Bank Account Details button in the top right to add another bank account. Follow the same process to Add a Trust Account.

8.  Once you have filled all the required fields, click the green Next Step button.  
9. On the Review Information 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 green Continue button.
11. Review you payment processing rates. Read the Terms and Conditions listed below, you can choose to Download/Print the terms and conditions.
12. If you agree to to the T&C, click Agree and Continue.
13. On the Verify Your Bank Accounts page, the bank accounts listed must be verified to confirm that the bank account information is valid, this may take 3-5 minutes. Click Start Verification.
14. You will be directed to complete the Multi-Factor Authorization that your bank requires and some additional details to confirm the particulars you entered earlier.
15. Once complete, click Continue. Once you’ve verified your Operating account, follow the same steps to verify your Trust account.
16. Click Agree and Submit.
17. You will get a success message that the enrollment has been submitted and will be redirected to CosmoLex in 3 seconds. If you wish, you can click the Go Back to CosmoLex button below.
    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

When you go back to CosmoLex, you can check the status of your application under Accounts > Account Management > CosmoLexPay.

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)
• Account Status
• Bank Accounts – This is where you can link your merchant account to CosmoLex bank accounts or Manage Linked Bank Accounts.
• Payment Notification Settings

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.