The Helcim Payment Extension helps you bridge the gap between your favorite business management software and Helcim’s payment processing. It’s designed to reduce your administrative burden, eliminate manual data entry, and give you peace of mind by keeping your workflow in one place—all at no extra cost.
Keep reading to learn how to get the Helcim Payment Extension up and running for your business.
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What is a browser extension?
If you're new to extensions, think of them as helpful "add-ons" for your web browser (like Google Chrome or Microsoft Edge).
Just like an app on your phone adds new features, the Helcim Payment Extension adds payment capabilities directly to your browser. Once installed, it "sits" beside your existing web-based software, allowing it to "detect" invoice details on your screen and process them through Helcim without you ever having to leave the page or switch tabs.
| The Helcim Payment Extension works on Chromium-based browsers only (i.e Chrome, Edge). If you’re using a different browser— or a desktop-installed business management software, the extension won’t be compatible. |
What the payment extension covers
The Helcim Payment Extension is built to handle the "last mile" of your workflow—collecting payment. It is compatible with a wide range of web-based software, including:
Patient intake software: Quickly settle balances after appointments.
Shop management systems: Process work orders and parts invoices.
Client management software: Manage one-off service fees or client deposits.
Field service platforms: Take payments for service calls directly through your browser.
How the payment extension works
Once you've connected the extension, here's a quick peek at how it simplifies your payment collection:
Navigate to an invoice: Open a payment or checkout page in your preferred software, just like you normally would.
Auto-detection: The extension automatically identifies the Amount Due, Invoice Number from the page, and matches or suggests an existing Helcim customer based on the detected details or lets you serach for one manually.
Choose your payment method: Process payments using a connected Helcim Smart Terminal or Card Reader Gen 3 for in-person transactions, the secure Virtual Terminal for keyed-in/phone payments, or send a Payment Link for your customer to pay on their own time.
Automatic update: Once the payment is approved, the extension communicates back to your platform to mark the record as "Paid" and creates a matching record in your Helcim account. No manual reconciliation needed!
| Helcim is HIPAA compliant and protects your business with strict security standards, including end-to-end card tokenization. When you process a payment and invoice data is detected, your transaction information is handled securely. To protect customer privacy, customer search results in the extension only ever display their name, email, and a masked badge (like Visa ••4242)—never full card numbers or raw payment tokens. |
How to enable payment extension on your software
First things first, let's get the extension installed and linked to your account. This is a one-time setup that tells our system you're ready to start processing payments through your software.
Step 1: Install the extension
Download the Helcim Payment Extension from the Chrome Web Store.
Tip: Click the Puzzle Piece icon in your browser toolbar and select the Pin icon next to Helcim to keep the extension visible and ready for use.
| You can download and connect the extension at any time. However, do note that to start processing payments—and to order any Helcim payment hardware—your Helcim account simply needs to be approved and active. |
Step 2: Connect your account
To link the extension, you’ll need an approved Helcim account.
Log in to your Helcim account
The extension will automatically detect and sync your account
Select your preferred currency and proceed to the next step
Step 3: Link a payment hardware
If you want to use your Helcim Smart Terminal or the new Card Reader for in-person payments:
On the Extensions tab, click the settings icon in the top-right corner.
You’ll see a field for a 4-digit device code. This code will appear on your Smart Terminal or Card Reader Gen 3 when the device is in Paired mode.
To switch your device to Paired mode:
On the Card Reader Gen 3, open the Options menu (the three horizontal lines) and tap Switch to Paired mode.
On the Smart Terminal, tap the dedicated Switch Modes button in the bottom navigation bar.
A 4-digit device code will appear on the device screen. Enter this code into the extension settings in your browser to sync your hardware.
| Turning on pairing mode is managed at the device level. Once enabled, you can choose which device to pair and connect multiple supported devices as needed |
Step 4: Open a due invoice on your software
With the setup complete, you are ready to process a payment:
Navigate back to your preferred management software (e.g. your shop management or patient intake tool).
Then open a due Invoice or create a new one. You should be able to see a green check mark on the icon which basically means it’s detecting a due invoice.
Open the Helcim Payment Extension side panel. You should see the invoice details automatically populated and ready for payment!
Managing payments taken through the payment extension
Once you have started processing payments, there are a few things to keep in mind regarding how these transactions are managed:
Transaction records: All transactions processed through the extension are recorded in real-time within your Helcim account.
Track Payment Link status and reconciliation: Review live statuses for payment links (Awaiting Payment, Requires Reconciliation, or Complete) and sync settled payments back to your accounting or invoice software with one click.
Refunds and voids: If you need to refund or void a transaction, you will do so directly within your Helcim account. Please note that you would then need to manually update the status in your business management software to reflect this change.
Partial Payments: Currently, partial payments are not available through the extension. This applies to both in-person payments and Payment Links. It is designed to process the full invoice amount detected on the screen.
Surcharging: Surcharging is available when using the Smart Terminal or the new Card Reader. You can read more about how our surcharging feature works here.
Finding or adding a customer
Attaching a customer profile to a transaction lets you track purchase history and process payments faster using saved card details. You can search for an existing customer or create a new profile directly inside the Helcim Payment Extension without leaving your payment flow.
On the payment screen, select the Search or Add Customer field.
Type the customer's name, email address, or customer code.
If the customer exists, select their profile from the drop-down list. If they have a saved card on file, you will see a badge displaying their card brand and last four digits (for example, Visa ••4242).
If no matching record appears, select Add New Customer.
Enter the customer’s name and email address, then select Save Customer.
| Adding a customer to a payment is completely optional. You can process a transaction without selecting or creating a customer profile. |
Sending a Payment Link
Sending a payment link lets you request payment from customers when you cannot take a card directly, such as collecting on an invoice or getting paid for a completed job after the customer has left.
How to generate and send a payment link
On the extension payment screen, select Payment Link as your payment method.
Confirm the transaction amount and verify or attach the customer profile.
Choose your delivery method:
Select Copy Link to copy the URL to your clipboard so you can paste it into a custom message or chat.
What your customer sees
When your customer opens the link, they are directed to a secure, Helcim-hosted checkout page where they can review their transaction details and enter their card information safely.
Tracking and reconciling link payments
You can view every payment link sent along with its live status directly within the extension:
Awaiting Payment: The link has been sent, but the customer has not yet completed the checkout.
Requires Reconciliation: The customer has paid, but the transaction still needs to be matched back to your software.
Complete: The transaction is fully paid and reconciled.
Once a customer pays, open the status list and select Reconcile next to the transaction. This updates the link status to Complete and marks the original invoice as paid inside your accounting or management software.
Find your software in the Helcim Integration Marketplace
Currently, the extension support more than 20 integrations. To see a full list of supported software platforms or to explore how to connect Helcim to your specific business tools, visit the Integrations Marketplace.
| If you don’t see your software listed, you can submit an integration request by filling up the form here. One of our teams will get back to you via email! |
Next steps
If you want to use the extension for in-person payments, you'll need a Helcim Smart Terminal or Card Reader.
You can find more information on how to use them in the following guides:
To see a full list of software platforms currently supported by the extension, visit our Integrations Marketplace.
FAQ
Is the extension automatic for all websites?
No. The extension is specifically designed to recognize and interact with supported business management platforms. You'll see a pop-up beside the extension icon when it successfully recognizes a supported software page.Do I need a Smart Terminal to use this?
Do I need a Smart Terminal to use this?
While the extension works great with the Smart Terminal or the new Card Reader, it isn't required. You can always use the "Keyed Entry" option which essentially is the Helcim Virtual Terminal within the extension to manually enter credit card details for a transaction.
Why can’t I see the invoice details in the extension?
Ensure you are on the final "Payment" or "Invoice" screen of your software where the total amount is clearly displayed. If you still don't see the details, try refreshing the page or checking that your API token is correctly entered in the extension settings.
What if a payment fails?
If a payment is declined or fails, the extension will notify you immediately. You can choose to retry the payment with a different card or reach out to your client directly to resolve the issue, just as you would with any other Helcim transaction.
Can I find an existing customer instead of typing their details every time?
Yes, search by name, email, or customer code; select them to pre-fill the payment, or add a new customer in seconds.
Can I send a payment request instead of taking a card in person?
Yes, via Payment Link — generate a secure link and email it, or copy it to send yourself in your invoices or customer correspondence.
Can I resend a payment link?
Not the exact same link; resending generates a new one. You can copy and re-share the original, or start a new link.
Does the payment extension store my customers' card numbers?
No — it only ever displays a masked badge (e.g. card type and last 4 digits), never full numbers or tokens.
Will this work for partial payments?
Not currently. The Helcim Payment Extension only works for full payments. This applies both to in-person payments and to Payment Links.
Does the payment extension support ACH payments?
Not currently. The Helcim Payment Extension only processes card payments.