Overview
CaterZen allows you to securely request and manage a Customer’s stored credit cards from their CRM record.
From the Credit Card Profiles section, you can:
Send the Customer a secure Card on File Request Email
View their stored cards
Add or update a nickname for a card
Delete a card that should no longer be stored
When a Customer submits a card through a request sent from the CRM, the card is saved to their CRM record for future use. It is not automatically connected to a specific order.
Customers processing through CaterPay can exclusively request a card for a specific order by selecting Credit Card Requested as the payment method during Order Entry. Once the Customer submits the card, it is automatically connected to the order and follows the credit card processing settings configured for the account.
Interactive Guide
Follow the written instructions below, or click through this interactive guide for a visual walkthrough.
Send a Card on File Request Email
A Card on File Request Email allows the Customer to securely submit their card information without providing the card number directly to your team.
Step 1: Locate the Customer
Click the CRM tab and search for the Customer or Company whose stored cards you want to manage.
Open the appropriate CRM record.
Step 2: Open Credit Card Profiles
From the Customer’s CRM record, locate and click Credit Card Profiles.
This section displays the credit cards currently stored for the Customer.
Step 3: Send the request
Click Send Card on File Request Email.
CaterZen will send the Customer an email containing a secure link where they can enter and submit their credit card information. Before sending the request, confirm that the Customer’s email address is correct.
Step 4: Choose location (if applicable)
If you have multiple locations with separate credit card accounts, choose the specific location where the card should be stored.
**You’ll see a confirmation banner: “Card request email sent.”
What the Customer Receives
The Customer receives an email containing a secure link to add their credit card.
The Customer will:
Open the email.
Click the secure link.
Enter the requested card and billing information.
Submit the card.
The Customer’s credit card information is securely submitted to the payment provider. For security and PCI compliance, CaterZen displays only the card type and last four digits of the card number.
What Happens After the Customer Adds the Card
Once the Customer successfully submits their card:
The card is securely stored with the payment provider.
The card appears under Credit Card Profiles in the Customer’s CRM record.
The card type and last four digits are displayed in CaterZen.
The appropriate team members receive a notification that the card was added.
Important: A card submitted through a request sent from the CRM is saved to the Customer’s record for future use. It is not automatically connected to an existing order and is not charged when it is submitted.
If you need the submitted card to connect automatically to a specific order, CaterPay Customers can use the Credit Card Requested payment method during Order Entry.
Add a Nickname to a Stored Credit Card
Card nicknames can help your team identify the correct payment method when a Customer has multiple cards on file.
For example, you could label one card Boss’s Card and another Personal Card.
Step 1: Open the Customer’s stored cards
From the Customer’s CRM record, open Credit Card Profiles.
Step 2: Locate the card
Find the card you want to identify and select the option to add or edit its nickname.
Step 3: Enter the nickname
Enter a clear nickname that will help your team recognize the card, and then save your changes. The nickname will appear with the card type and last four digits in the CRM, Order Entry, and Make a Payment screens. The nickname is for internal use only. It is visible to you and your team but is not shown to the Customer.
Important: Do not include sensitive payment information in the nickname.
[Screenshot: Add or edit a card nickname]
Edit a Credit Card Nickname
You can update a card’s nickname if the way the card is used changes.
Open the Customer’s CRM record.
Click Credit Card Profiles.
Locate the appropriate card.
Select the option to edit the nickname.
Enter the new nickname and save your changes.
Changing a nickname does not change the card information or affect any orders using the card.
Delete a Stored Credit Card
You can delete a stored card when the Customer no longer wants it kept on file or when the card should no longer be used.
Step 1: Open Credit Card Profiles
From the Customer’s CRM record, open Credit Card Profiles.
Step 2: Locate the card
Confirm the card type, last four digits, and nickname, if applicable, before deleting it.
Step 3: Delete the card
Select the option to delete the card and confirm the deletion.
[Screenshot: Delete stored card option]
Important: Deleting a stored card removes it from the Customer’s available payment methods. Confirm that you have selected the correct card before deleting it.
CRM Card Request vs Credit Card Requested From an Order
These two request options serve different purposes.
Card on File Request Email From the CRM
Use this option when you want to save a card to the Customer’s CRM record for future use.
Once submitted, the card:
Is securely stored in the Customer’s CRM record
Is available for your team to select when needed
Is not automatically connected to a specific order
Is not charged when the Customer submits it
Credit Card Requested From an Order
This option is available exclusively to CaterZen Customers who process credit card payments through CaterPay.
CaterPay Customers can select Credit Card Requested as the payment method during Order Entry. CaterZen then emails the Customer a secure link to submit their card.
Once the Customer submits the requested card, it:
Is securely stored in the Customer’s CRM record
Is automatically connected to the order that generated the request
Follows the automatic credit card processing settings and schedules configured for the account
Use this option when you need to request a card and have it automatically connected to a specific order.
Important: Submitting the card does not mean the order has already been paid. The card will still be processed successfully according to the credit card settings and rules configured for your account.
Frequently Asked Questions
Q: Is the Customer charged when they submit a card?
A: It depends on how the card was requested.
A card submitted through a Card on File Request Email sent from the CRM is stored for future use. It is not connected to an order or charged when the Customer submits it.
For CaterPay Customers, a card submitted through Credit Card Requested from an order is automatically connected to that order. The card will then be charged according to the automatic credit card processing settings and rules configured for your account, including any applicable preauthorization and payment-processing schedules.
Submitting the card does not mean the order has already been paid. The payment must still be processed successfully.
Q: Is a card requested from the CRM automatically connected to an order?
A: No. A card submitted through a request sent from the Customer’s CRM record is saved for future use but is not automatically connected to a specific order.
CaterPay Customers can use Credit Card Requested during Order Entry when the card needs to be automatically connected to a specific order.
Q: Can I see the Customer’s complete credit card number?
A: No. To help maintain PCI compliance and protect the Customer’s payment information, CaterZen does not display the complete credit card number. Your team will only see identifying information such as the card type and last four digits.
Q: Can I add a nickname to an existing card?
A: Yes. You can add or update a nickname from the Customer’s Credit Card Profiles section.
Q: Where will the card nickname appear?
A: The nickname appears with the card type and last four digits in the CRM, Order Entry, and Make a Payment screens.
The nickname is for internal use only. It is visible to you and your team but is not shown to the Customer.
Q: Does changing a nickname affect the card?
A: No. Changing the nickname only changes the label shown in CaterZen. It does not change the card information or affect the card’s use.
Q: Can I resend a Card on File Request Email?
Yes. Return to the Customer’s Credit Card Profiles section and select Send Card on File Request Email again.
Before resending it, confirm that the Customer’s email address is correct. You may also ask the Customer to check their spam or junk folder.
Q: Can I delete a stored card?
A: Yes. You can delete a card from the Customer’s Credit Card Profiles section. Confirm that you have selected the correct card before deleting it.
Support
For additional help, refer to the CaterZen Support Center or contact our CaterZen Support Team.
Not a CaterZen Customer yet? Discover how our catering software can streamline your business — click here to learn more!