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Creating a Payment Profile in Work 365

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

  1. Open Work 365 → Billing Contracts → select the contract.

  2. 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.

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