This guide will walk you through the Windcave application process. It also provides escalation contacts for following up your application through each of the 5 stages.
IMPORTANT: The Windcave Application process can take up to 6 weeks to complete so it's important to respond immediately if Windcave contact you asking for more information.
Step 1: Introduction
3ICT will send Windcave an introduction to let them know you are joining Poolwerx. This will happen around the time Pool School starts or when the Business Sale Agreement is unconditional.
Step 2: Pre-Application
Windcave will email you some links to start your on your application and create an online account. IMPORTANT: Please provide all of the following information as part of your application.
- Full trust deeds (if applicable)
- Front and backside of a valid Australian license.
- Correct POA (proof of address, that matches the legal and trading name) – no older than six months (a power bill, telephone bill, utility bill, tenancy agreement, government/council issued letter, insurance policy)- note: this generally cannot be an invoice
- Correct POB ( bank statement no older than six months; this must show the legal name of the applying entity).
- Xero consent form
- PG document for MOTO (manual payments)
- Amex Merchant ID - see the Applying for Amex instructions below.
Step 3: AML/KYC
Once Windcave have all of the information and documentation they need, they will commence processing and verifying your application. During this stage, Windcave may ask for additional information to support your applicaton. Please ensure you respond to any request from Windcave as soon as possible to avoid any delays with your application.
Step 4: Activating
Once your Windcave application has been approved, they will start activating your account and will also set up your integration for Lightspeed, Pooltrackr and Xero. They will also set up a reporting login for you to retrieve settlement reports from the Windcave portal. When activation is complete, you will receive an email from activations@windcave.com to advise you that your account has been activated and they will also provide some credentials for the integration stage. When you get this email, please forward it to evolution@poolwerx.com.au and telco@3ict.com.au.
Step 5: Integration
When the evolution team receives your credentials, they will use them to set up your Pooltrackr online payment link. 3ICT will also email you the guide to pair your terminals and set up the Xero integration at the same time. This will complete your setup and you should be able to start using Windcave once this step is finalised.
About Windcave
Looking for a comprehensive payment solution to elevate your business? Look no further than Windcave. As an all-in-one payment solution, Windcave offers a seamless experience, including for mobile-only business’. Certified with all major credit card schemes and PCI DSS compliant, a Windcave account is your ticket to enhanced business operations and is a prerequisite for the Vital Field Services rollout.
With Windcave, you can provide your clients with several secure payment options integrated into NetSuite, reducing manual data entry and simplifying reconciliation. And now, with the new enterprise agreement, you’ll enjoy even better pricing and support than before. Experience the benefits of Windcave before your business is rolled onto Vital Field.
Offer your clients versatile payment options:
On-account: Secure card on file (encrypted, with the last 4 digits visible).
Pay-by-Link: clients can easily pay invoices with a single click.
In-store: Streamlined payment using integrated terminals, and clients.
Online ‘my account’: Future capability for clients to pay invoices and balances through an online portal.
Learn more about Windcave on the Program Portal here.
Applying for Amex Merchant ID
If you would like to take Amex payments you will need to contact the Amex Merchant Services Team on 1300 363 614. They are open Mon-Fri, 8:00am to 6:00 pm AEST/AEDT
When you complete your application with Amex, you will be provided with an Amex merchant ID. Once you have your merchant ID please contact Windcave (sales@windcave.com) and provide them with your new merchant ID. Windcave will then set you up so you can start taking Amex payments.
Applying for MOTO (manual payments)
Please include the PG document when you submit your initial application. If you don't have this document, you can contact sales@windcave.com and request the PG document for MOTO.
Applying for Xero Online Payments
When you start using Xero, there will be a slight adjustment to your Windcave merchant fees for all payments processed through Xero.
The merchant fee for payments processed through Xero will be a blended rate of 1.1%. Note that you will continue to pay these fees directly to Windcave as part of the agreement you have signed with us.
The good news is that the majority of your transactions won't be impacted by this fee adjustment. See below for detail:
Transactions not impacted: merchant fee remains @ 0.85%
- Payments processed in Vital (i.e. invoices sent from Vital – field revenue)
- Payment processed in Lightspeed (i.e. retail transactions made through the merchant terminal – retail revenue)
Transactions impacted: merchant fees @ 1.1%
- Payments processed through Xero, which will largely be limited to invoice reminders for overdue invoices sent from Xero. Note, that you can resend overdue invoices from Vital to avoid this fee if you’d prefer not to take advantage of the automated invoice reminder functionality in Xero.
What’s next?
We require you to reply to this email acknowledging this fee adjustment ASAP so that we can set up your integrated payment functionality in the new system.
If you would like to set up a payment link for Xero, please email sales@windcave.com at the same time you submit your application. Copy the the above information, (only the section "Applying for Xero Online Payments") and add the following consent below it, "I consent to the Xero blended fee of 1.1%".