PayByPhone Business
The Service
How can I set up a PayByPhone Business account?
In 2020 for current customers: PayByPhone sales service will contact you to get the list of drivers and business approved vehicles as well as the payment method information.
Is there a minimum engagement or can I unsubscribe at any time?
The minimum engagement is 1-month. Please give us a 1-month cancelation notice by contacting our Customer Success team at business@paybyphone.com. If you unsubscribe or consume any portion of your monthly service, you will be charged the full monthly amount for your final month of the service.
How can fleet managers get data on where the drivers have parked and used the business account?
Log into the PayByPhone Business portal with your Account Owner, or Business Manager, or Analyst credentials. Navigate to the “Reports” section. Select a date range. Click “Load”. All transactions for that period will be displayed and can be downloaded.
Can rental cars be added to the business parking account?
Yes, any valid vehicle license plate can be added to the Vehicle list in the PayByPhone Business Portal to indicate that the vehicle is “Business Approved” allowing Drivers to pay for the vehicle’s parking with the Parking Payment Method of the Business Account. When the rental vehicle is removed from the fleet, simply delete the vehicle from the Business Account in the PayByPhone Business Portal. When this action is complete, the vehicle ceases to be “Business Approved” for your drivers. The vehicle will still appear in the app of your drivers, but it will no longer be “Business Approved” and parking cannot be paid for with a Business Payment Method. Drivers always manage their own list of vehicles in their app and can delete any vehicle from their app at any time.
How long will it take to add new vehicles to the list of approved vehicles? In the case of last-minute rental cars can it be done quickly?
As a fleet manager, you can add a vehicle to your vehicle list at any time to indicate that it is “Business Approved”. Your drivers will need to add the approved vehicle to their list of vehicles available in the app. Vehicles will not be “pushed” to the driver’s accounts. Drivers always manage their own list of vehicles in their app and can delete any vehicle from their app at any time.
PAYMENT
How do I make a payment for parking?
The payment method is linked to the account and PayByPhone will link the payment method to the authorized driver based on the information provided by the account owner. The next time the driver logs in to its PBP account they will see a new business payment method that can be used with any business approved vehicle.
How do I make a payment for the PayByPhone business service?
It is a separate payment process. The PayByPhone Business service fee is paid through the invoice. In North America, the invoice can be paid by check or bank deposit.
Is there a charge to how many business vehicles I can have on the account?
On PayByPhone Business, there is no limit of vehicles linked to an account. However, we bill based on the maximum number of vehicles added to the account within the billing period. Your account manager can guide you through the monthly pricing tiers that are best for your fleet size.
How does your billing work?
Our billing is based on a 30-day billing period. For example, if you subscribed to the service on February 15, 2021, your billing period would end on March 15, 2021.
Can I have a business credit card for business vehicles and a personal credit card for personal vehicles?
Yes, you can have as many personal payment methods as you want. Business and personal methods can co-exist side by side. However, the single business payment method associated with your PayByPhone Business Account will only work with “business approved vehicles” (vehicles that have been added to the list of approved vehicles in the PayByPhone Business portal)
Can I pay for vehicle parking with a business credit card or a personal credit card?
Yes, the driver has the option to choose the vehicle and the payment method when parking with the PayByPhone app. For business parking, you can only use the business payment method with business approved vehicles. At any time a driver can pay to park a Business Approved, or Personal vehicle with a personal payment method.
Who logs in the credit card number into the app used by drivers?
The payment method automatically appears in their app because the driver’s phone number is linked to the PayByPhone account. As long as the Account Manager has validated a driver, the payment method will be available on the app for business parking. If a vehicle is provided for each driver, the vehicles can be added to the driver’s account during the payment method setup. Drivers always manage their own list of vehicles in their App. Drivers can add any of the approved vehicles in the Business Account to their app at any time and pay for the parking of a Business Approved vehicle with the Business Payment Method.
Are all business vehicles accessible to all drivers or are vehicles assigned to single users?
You can provide your account manager with a suggested vehicle for each driver during the driver setup process. Drivers can add any of the approved vehicles in the Business Account to their app at any time and pay for the parking of a Business Approved vehicle with the Business Payment Method.
Are PayByPhone business’ payments secured, is it credit card PCI compliant?
Yes. PayByPhone is a PCI DSS Level-1 Compliant organization. Each year we complete more than 100M payment transactions globally.
How can a driver get a refund?
This is dependent on the Parking Authority to whom you have made payment to via your App as PayByPhone does not own any of the revenue collected, it is owned by the Parking Authority. PayByPhone will need to assess to whom you have made a payment to and see what the individual refund policies provided to PayByPhone by that Parking Authority are before we can comment on whether a driver is eligible for a refund by the local authority.
DRIVERS
After payment has been authorized, is there any way to change a vehicle if the driver has made a mistake choosing the vehicle to park?
No, the driver needs to submit a secondary payment and contact PBP or Vendor to submit a request for refund eligibility.
Do drivers using the app need to log in the card’s CVV?
In most cases no, but some parking operators request a CVV for their location and we must forward that request to the users.
Can drivers see the credit card number?
No, the driver will only ever see the last 4 digits of the card registered to the account. In the app this will help them to identify between their multiple payment methods. This might be the case of drivers who have different payment methods for different jobs within the same company.
Can a driver park many vehicles simultaneously under one driver/employee account?
Yes.
How do I switch vehicles if I already have a business approved vehicle?
As a driver, it is common to have a business approved vehicle on your account that you park regularly using a Business Payment method. If there is a need to switch to a different approved vehicle this can be done easily. Drivers always manage their own list of vehicles in their app. Drivers can add any of the approved vehicles in the Business Account to their app at any time and pay for the parking of a Business Approved vehicle with the Business Payment Method. Drivers can add any personal vehicles at any time as well.
How many vehicles can I have linked to a driver’s account?
On PayByPhone Business, there is no limit of vehicles linked to a specific driver. Drivers always manage their own list of vehicles in their App. Drivers can add any of the approved vehicles in the Business Account to their app at any time.
Do all of the drivers in the fleet need to create an account?
If there is no existing account associated with the driver's phone number provided, a new account will be created by your account manager. Drivers will sign in using their mobile phone number using their existing password, or in the case of new accounts, drivers will be prompted to set the password for their account. PayByPhone Business will make the link between the driver, their phone number, and the business payment method that was validated by the fleet manager.
How do I connect a drivers’ app accounts to the corporate account?
The connection is done by PayByPhone. We need a list of drivers and their mobile phone number. Your account representative will connect the phone number of the driver to the PayByPhone business account.
Can drivers add vehicles to the business account?
Drivers always manage their own list of vehicles in their App. Drivers can add any of the approved vehicles in the Business Account to their app at any time and pay for the parking of a Business Approved vehicle with the Business Payment Method. Drivers can add any personal vehicles at any time as well but payments are restricted to personal payment methods only.
Can drivers use the business account to pay for their private parking?
No, the business payment method only works for business approved vehicles. The fleet manager must have previously declared the vehicle as business approved. Through the portal, the fleet manager can see if the business payment method was used to park a business vehicle during business hours by looking at the local time and date of the parking transaction.
What happens if a driver pays a business parking session with their personal credit card?
The parking session will be valid. This functionality was built to support users who have vehicles that they use for both business and personal purposes.
REPORTS
How often are reports generated?
Reports include data from the previous 24hrs of parking sessions. Reports are not live. After a parking session is complete, 24hrs will elapse before the parking transaction is viewable on a report.
Are reports automated?
No, reports are not automatically sent. They are available for download at any time by all user roles.
Can fleet managers request a tailor-made report?
Custom reporting is not available as a feature at this time.
For tax and traceability purposes, can account owners download 1,5 and 7 years' reports?
Yes, account owners and analysts must choose a start date and end date and download the report. PayByPhone will store the data for 7 years while the account is active and subscribed to the PayByPhone Business service to access that data.
Are reports generated on real-time data?
Parking data is updated every 24 hours
Do reports show when a parking session took place out of business hours or out of the business locations?
Yes, the reports provide visibility on the use of the fleet’s vehicles and the business payment method