spayd-applied

Batch Payment Processor Guide

Complete guide for using the Batch Payment Processor to generate multiple payment requests with email notifications.

Overview

The Batch Payment Processor is designed for scenarios where you need to send payment requests to multiple people, such as:

Access: https://pexmor.github.io/spayd-applied/app/batch.html

Key Features

Quick Start

1. Setup Accounts

Before processing payments, configure your bank accounts:

  1. Click hamburger menu (☰)
  2. Select “Accounts”
  3. Click “Add Account”
  4. Enter:
    • Name: Descriptive name (e.g., “Event Account”)
    • IBAN: Your bank account (CZ format)
    • Currency: CZK, EUR, etc.
  5. Click “Save”

2. Create Events

Define the payment event:

  1. Go to “Events” in menu
  2. Click “Add Event”
  3. Enter:
    • Name: Event description (e.g., “Summer Camp 2025”)
    • Account: Select account
    • Default Amount: Default payment amount
  4. Click “Save”

3. Import People Data

Option A: Excel/CSV Import

  1. Prepare your file with columns:

    • Name
    • Email
    • Amount (optional if event has default)
    • Variable Symbol (optional, auto-generated if empty)

  2. In the app:

    • Click “Import Data”
    • Select your file
    • Map columns to fields
    • Preview and confirm

Option B: Manual Entry

  1. Click “Add Person”
  2. Fill in form:
    • Name
    • Email
    • Amount
    • Variable Symbol (optional)
  3. Click “Save”

4. Generate Batch Payments

  1. Select event from dropdown
  2. Click “Generate All Payments”
  3. System creates:
    • Individual QR codes
    • Personalized emails
    • Payment tracking data

5. Preview & Export

  1. Review generated emails
  2. Click “Preview” for individual emails
  3. Click “Export Batch” to download:
    • HTML email files
    • QR code images
    • ZIP archive with all files

6. Send Emails

Use the exported HTML files with your email client or service:

Data Import Guide

Excel Format

Required Columns:

Optional Columns:

Example:

Name Email Amount VS
Jan Novák jan.novak@example.com 1500 20251001
Eva Svobodová eva.svobodova@example.com 1500 20251002
Petr Dvořák petr.dvorak@example.com 1200 20251003

Tips:

CSV Format

Same structure as Excel, but comma-separated:

Name,Email,Amount,VS
Jan Novák,jan.novak@example.com,1500,20251001
Eva Svobodová,eva.svobodova@example.com,1500,20251002
Petr Dvořák,petr.dvorak@example.com,1200,20251003

Encoding: UTF-8 (for Czech characters)

Variable Symbol Generation

If Variable Symbol not provided, system auto-generates:

Method 1: Sequential

Method 2: Hash-based

Best Practice:

Email Templates

Default Template

The system provides a default email template:

Subject: Payment Request - [Event Name]

Body:

Hello [Name],

Please make a payment for [Event Name].

Amount: [Amount] CZK
Variable Symbol: [VS]
Account: [IBAN]

You can scan the QR code below with your banking app:

[QR Code Image]

Thank you!

Customization

Customize email content:

  1. Go to “Email Settings”
  2. Edit template text
  3. Use variables:
    • {name}: Person’s name
    • {amount}: Payment amount
    • {vs}: Variable Symbol
    • {iban}: Account IBAN
    • {event}: Event name
    • {message}: Custom message

Example Custom Template:

Vážený {name},

posíláme Vám platební údaje pro {event}.

Částka k úhradě: {amount} {currency}
Variabilní symbol: {vs}

Platbu můžete provést naskenováním QR kódu:

[QR Code]

Děkujeme za Vaši účast!

S pozdravem,
Organizační tým

Email Formats

System generates two versions:

  1. HTML Version

    • Rich formatting
    • Embedded QR code (Base64)
    • Modern design
    • Email client compatible

  2. Text Version

    • Plain text fallback
    • All payment details
    • No images (IBAN link instead)

Export Options

ZIP Archive Export

Contents:

batch-export.zip
├── emails/
│   ├── jan-novak.html
│   ├── eva-svobodova.html
│   └── petr-dvorak.html
├── qr-codes/
│   ├── jan-novak.png
│   ├── eva-svobodova.png
│   └── petr-dvorak.png
├── data/
│   ├── people.json
│   └── summary.txt
└── index.html (batch summary)

Individual File Export

Download files one by one:

Data Export

Export people list for backup:

Use Cases & Examples

Example 1: School Trip

Scenario: Collecting €50 from 30 students

Steps:

  1. Create account “School Trip Fund”
  2. Create event “Vienna Trip 2025” with €50 default
  3. Import student list (name, email, parent email)
  4. Generate batch payments
  5. Export and send to parents

Tip: Use student ID as Variable Symbol for tracking

Example 2: Club Membership

Scenario: Annual membership dues (varying amounts)

Steps:

  1. Create account “Club Account”
  2. Create event “Annual Membership 2025”
  3. Manual entry or import with different amounts per member type
  4. Generate payments
  5. Send personalized emails

Tip: Use membership ID as VS

Example 3: Wedding Contribution

Scenario: Collecting contributions from guests

Steps:

  1. Create account “Wedding Gift Fund”
  2. Create event “Our Wedding” (no default amount)
  3. Import guest list with suggested amounts
  4. Generate QR codes
  5. Include in wedding invitations

Tip: Make payment optional, use guest ID as VS

Example 4: Retreat Registration

Scenario: Corporate retreat with different room types

Steps:

  1. Create event “Company Retreat 2025”
  2. Import employee list with room-based pricing
  3. Generate payments
  4. Send via company email system

Excel Structure:

| Employee | Email | Room Type | Amount | VS |
|----------|-------|-----------|--------|-----|
| John | j@company.com | Single | 2500 | EMP001 |
| Jane | jane@company.com | Double | 2000 | EMP002 |

Advanced Features

Bulk Operations

Select Multiple:

Filter & Search:

Payment Tracking

Status Tracking:

Mark as Paid:

  1. Select person
  2. Click “Mark as Paid”
  3. Enter payment date (optional)

Export Paid List:

Custom Variables

Add custom fields for personalization:

  1. Go to “Custom Fields”
  2. Add field (e.g., “Seat Number”, “Group”)
  3. Import or enter data
  4. Use in email template: {custom_seat_number}

Best Practices

Data Management

  1. Backup Regularly: Export people data periodically
  2. Unique VS: Always ensure unique Variable Symbols
  3. Validate Data: Review imported data before generating
  4. Test First: Send test email to yourself before batch
  5. Keep Records: Export summary for accounting

Email Delivery

  1. Use Reputable Service: Gmail, Outlook, Mailchimp
  2. Avoid Spam: Don’t send too many at once
  3. Personalize Subject: Include recipient name
  4. Plain Text Too: Always include text version
  5. Test Rendering: Preview in different email clients

Payment Collection

  1. Clear Instructions: Make payment process obvious
  2. Deadline: Include payment due date
  3. Contact Info: Provide support email/phone
  4. Follow Up: Send reminders for unpaid
  5. Confirmation: Send receipt after payment

Security & Privacy

  1. Data Protection: Don’t share exported files publicly
  2. Email Security: Use encrypted email if possible
  3. Access Control: Limit who can access batch data
  4. Delete Old Data: Clear processed batches regularly
  5. GDPR Compliance: Obtain consent for data processing

Troubleshooting

Import Issues

“Invalid file format”

“Missing required columns”

“Invalid email addresses”

Generation Issues

QR codes not generating:

Emails look broken:

Export fails:

Browser Issues

Data not saving:

Performance slow:

Keyboard Shortcuts

Shortcut Action
Ctrl + N Add new person
Ctrl + I Import data
Ctrl + G Generate batch
Ctrl + E Export batch
Ctrl + S Save changes
Esc Close dialog
Ctrl + F Search/filter

Limits & Constraints

Technical Limits:

Browser Storage:

FAQs

Q: Can I use for non-CZ bank accounts? A: Yes, but IBAN validation is CZ-focused. Other formats may work but not guaranteed.

Q: Is email sending automatic? A: No, system generates email files. You send via your email service.

Q: Can I edit generated emails? A: Yes, exported HTML files can be edited before sending.

Q: What happens if VS duplicates? A: System warns you. Ensure uniqueness before generating.

Q: Can I process multiple events simultaneously? A: Yes, each event processed independently. Select event for each batch.

Q: Is data synced across devices? A: No, all data local to browser. Export for transfer.

Q: Can I undo batch generation? A: Yes, batch data can be deleted. Already sent emails cannot be recalled.

Q: Maximum email size? A: ~100KB per email (HTML + embedded QR). Well within limits.

Questions or issues? Check the User Guide or AGENTS.md for more details.

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