Set up and manage IDEXX Payments

For US customers only

To get started with IDEXX Payments, you can submit a form to request additional information at https://software.idexx.com/idexx-payments. Note: A member of the IDEXX Payment Solutions team will assist you with the completion of your setup. Note you will be provided new payment terminals from Fiserv.

Permissions: System Admin

Prerequisites: You must have a MyIDEXX user account to connect IDEXX Payments with Neo. You will use your MyIDEXX login credentials to connect to and access the IDEXX Payments portal and manage your IDEXX Payments settings.

If you do not have a MyIDEXX account, you will have the opportunity to create an account as part of your connection to IDEXX Payments. 

You must also have a Fiserv account and your merchant ID.

See Take a payment to learn how to enter an IDEXX Payment.
See Send and manage online payment links to learn how to send pay links to your clients via email and SMS text message and keep track of online payment status.
See FAQs: IDEXX Payments with Neo for more information.

Click on a topic to jump to a section in this article:

Connect IDEXX Payments to Neo - required
- Step 1 - Connect IDEXX Payments to Neo - one-time setup
- Step 2 - Configure your merchant information and payment devices
Configure IDEXX Payments Settings - as needed
- Log in to your IDEXX Payments Portal
- Configure your payment devices
- Configure Online Payments
- Set up Card on File
- Set up Surcharging
- Check for device changes (test a terminal connection or sync a new terminal)

Connect IDEXX Payments to Neo - required

Step 1 - Connect IDEXX Payments to Neo - one-time setup

  1. Click your username. Then select Administration.
  2. In the System Admin section, click Integrations.
  3. For multi-branch practices only. Select your branch.
  4. In the IDEXX Payments section, click Connect. The IDEXX Payments login page will open in a new browser tab.
  5. If you do not have a MyIDEXX account. Click Register Now. Complete the required information then click Continue to MyIDEXX. You will be automatically redirected to the IDEXX Payments portal.
  6. If you have an existing MyIDEXX account. 
    a.    Enter your MyIDEXX email address. Then click Connect.
    b.    Enter your MyIDEXX password. Then click Sign In.
  7. For multi-branch practices. Repeat the steps above for each branch that will be using IDEXX Payments. 
    Note: You only need to create one MyIDEXX account to connect to IDEXX Payments. All your Neo branch names and Fiserv merchant IDs (MID) will display in the IDEXX Payments portal's Practice's section.
IDEXX Payments Practices section.png

Note: When you are the first user to log in to IDEXX Payments, you will automatically be granted administration permissions, so you can complete the setup.

You will now be viewing the IDEXX Payments portal, where you can view and configure your practice’s IDEXX Payments settings.

Step 2 - Configure your merchant information and payment devices

  1. For multi-branch practices only. In the Practices section, select the name of the practice /branch whose merchant information you want to manage.
  2. In the Practices section, select Add a Merchant. You will now be viewing the Configure IDEXX Payments page.
  3. Review and complete all fields, as applicable to your practice.
  4. Click Configure IDEXX Payments.
  5. For multi-branch practices only. Repeat steps 1-6 above, as needed.

After you have successfully saved your merchant information, your registered payment device(s) will display in IDEXX Payments with your existing settings.

IDEXX Payments is now connected to Neo! When the connection is complete:

  • The integration will display as Connected and the Connect button will now display as Manage Settings in Neo on the Integrations page.
  • The IDEXX Payments payment method will be created automatically in Administration > Financial Settings.

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Configure IDEXX Payments Settings - as needed

From your IDEXX Payments portal, you have the ability to enable and configure additional features, as needed, such as payment devices, online payment requests, and card on file. You can also learn about surcharging, or sync and test device connections.

Log in to your IDEXX Payments Portal

To begin, you can easily log in to the IDEXX Payments portal from the Integrations page in Neo:

  1. Click your username. Then select Administration.
  2. In the System Admin section, click Integrations.
  3. For multi-branch practices only. Select your branch.
  4. In the IDEXX Payments section, click Manage Settings. The IDEXX Payments login page will open in a new browser tab.

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Configure your payment devices - as needed

You can enable and configure your payment devices when you are logged in to your IDEXX Payments portal.

  1. Log in to your IDEXX Payments Portal.
  2. For multi-branch practices only. In the Practices section, click the name of the practice /branch whose merchant information you want to manage.
  3. In the Merchant Devices section, locate the device you want to configure.
    Tip: HSN is the hardware serial number on the device you connected.
  4. Confirm that the device is enabled for processing. If the device is disabled, click the Enable For Processing toggle to enable it.
    IDEXX Payments payment device enabled.png
  5. Optional. Click the pencil icon to the right of the device name to give the device a friendly name. For example, Front Desk left. Then click Save.
  6. For Clover devices only. Review or update your print receipt, signature, and beep settings for your Clover device.
    a. Click the Print Receipt toggle to turn off printing receipts.
    IMPORTANT: If you leave Print Receipt turned on, the receipt will print from the device with every transaction regardless of status, even if the card is declined.
    b. Click the Signature Capture toggle to turn off requiring a signature.
    c. Click the Beep toggle to turn off the sound the device makes when a card is accepted.
  7. Click Save Edits. 
  8. To configure additional devices, repeat steps 6-10 above.

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Configure Online Payments - optional

You can enable and configure Online Payments when you are logged in to your IDEXX Payments portal.

When you enable Online Payments, it will become immediately available in Neo for you to send payment request links to clients via SMS text messages and /or email. To learn how to send an online payment request link, see Send and manage online payment links.

  1. Log in to your IDEXX Payments Portal.
  2. In the IDEXX Payments section, click Manage Settings. The IDEXX Payments login page will open in a new browser tab.
  3. For multi-branch practices only. In the Practices section, click the name of the practice /branch whose merchant information you want to manage.
  4. In the Online Payments Settings section, click Edit Online Payments Details.
  5. To turn on Online Payments, click the Enable For Processing toggle.
    toggle on and off.png
  6. Complete the online payment request details, as applicable.
    • Practice Name
    • Practice Email
    • Practice Phone
    • Practice Minimum Amount - this is the minimum transaction amount that can be processed.
  7. Click Save.

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Set up Card on File - optional

Card on File is a feature of IDEXX Payments that provides a secure way to store your client's payment information for future transactions. 

You can enable and configure Card on File when you are logged in to your IDEXX Payments portal. 

To learn more about Card on File, see FAQs: IDEXX Payments with Neo.

  1. Log in to your IDEXX Payments Portal.
  2. In the IDEXX Payments section, click Manage Settings. The IDEXX Payments login page will open in a new browser tab.
  3. For multi-branch practices only. In the Practices section, click the name of the practice /branch whose merchant information you want to manage.
  4. In the Card on File section, click Edit Card on File Details.
  5. To enable securely storing clients' credit or debit card information for payment processing, click the Enable Card on File toggle.
    toggle on and off.png
  6. Click Save.

Note: To enable CVV Security, you can do so from your CardPointe portal.If you need assistance enabling CVV Security, please contact Fiserv.

  1. Log into your CardPointe portal.
  2. Click Administration > Security.
  3. Under CVV/AVS Validation select the CVV checkbox.
  4. Click Save.
cvv enable.png

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Set up Surcharging - optional

Surcharging is the practice of adding a fee to a credit card transaction to recover payment processing costs. It is a legal and regulated alternative to raising prices in many states and is subject to strict rules by Visa, Mastercard, and other card networks. 

To enable surcharging, you must contact IDEXX Payments. Go to https://software.idexx.com/surcharging-faq and submit the form at the bottom of the page; an IDEXX Payments representative will reach out to assist you.

Note: Once your practice has surcharging enabled, when a surcharge fee has been applied to a qualifying purchase, you will see a surcharge row on consultations and invoices that were paid using IDEXX Payments.

  • Consultations under the Subtotal at the bottom of the page.
  • Invoices whose template includes one of the multi-pet invoice super variables. For example, [invoice_details]. For more information about form variables, see Using form variables.
    Note: To be reflected on your invoice_no_prices_v2 or custom single-patient invoice templates, there are two new form variables you can update your template with:
    • [surcharge_fee] = surcharge amount
    • [amount_inc_plus_surcharge] = total invoice amount including tax plus the surcharge amount
      Tip: To update your invoices templates, first confirm your default templates under Administration > Company Settings. Then location the template(s) you want to update under Forms & Certificates; we recommend adding the [surcharge_fee] and [amount_inc_plus_surcharge] variables on separate rows above the [amount_inc].

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Check for device changes (test a terminal connection or sync a new terminal) - as needed

You can force-check any device changes on your merchant account from IDEXX Payments. For example, new devices or any old, removed devices.

You can also test a device's connection.

  1. Log in to your IDEXX Payments Portal.
  2. In the IDEXX Payments section, click Manage Settings. The IDEXX Payments login page will open in a new browser tab.
  3. For multi-branch practices only. In the Practices section, click the name of the practice /branch whose merchant information you want to manage.
  4. To force-check any device changes, click Check for Device Changes. Wait for the system to complete the check, then click Done.
  5. To test a device's connection, locate the device whose connection you want to test. Then click Test Connection.
    IDEXX Payments check device test connection.png

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