Overview
Virtua Computers, part of the Virtua Consulting Group, is an Apple-focused MSP based in New York City. The team supports clients across the United States, specializing in creative, design-adjacent, and nonprofit organizations while also serving doctors’ offices and specialty service companies. They deliver end-to-end support for Apple environments with a focus on efficiency, reliability, and client experience.
Industry: IT Services and Consulting
Company Size: 2–10 employees
Challenge
Looking to Eliminate the Manual Billing Process and Provide More Payment Options
Virtua Computers struggled with a payment workflow that created unnecessary manual work and inefficiencies. Their previous payment processor did not integrate with their ticketing system, forcing the team to manually match service activity to billable items every month. Clients had limited visibility into their invoices, making it difficult to track and resolve overdue payments. As the company transitioned to a new ticketing platform, the lack of a compatible payment processor highlighted how much time, accuracy, and operational stability they were losing.
No integration between ticketing and payments
Before Alternative Payments, manual payment matching and invoice reconciliation ate up nearly 40 extra hours every month. It made billing inconsistent, created room for errors, and caused delays that frustrated both our team and our clients. And when we moved to a new ticketing system, the lack of integration turned all of that into a real operational blocker.
Client visibility and payment convenience were limited
The old payment processor created more confusion than clarity for clients. They didn’t have a single, easy place to view invoices, check past payments, or update payment methods. When someone was late, they received a generic notice that didn’t explain what they owed or what to do next, which only added frustration.
For Virtua Computers, this meant unnecessary back and forth just to collect simple payments, slower cash flow, and added stress for both clients and the team. Payment should be straightforward and transparent, because that’s what supports strong client relationships. But the old system did the opposite, making the process harder than it needed to be. A more intuitive, client-friendly solution became essential.
Time lost on billing prevented focus on higher-priority work
When your team is stuck chasing payments and reconciling numbers, it pulls focus away from the client work and growth initiatives that actually move your business forward. For smaller teams, every hour spent on manual billing steals time from higher-value work.
Without automation, you’re left wondering whether payments were processed correctly or on time, and that worry adds unnecessary stress and eats into your operational bandwidth. Over time, the mental load builds, and it becomes clear that you need a more reliable, automated system to take this off your plate.
Solution
A Seamless, Automated Billing System That Removed Manual Work
Like many service-focused teams, Virtua Computers needed a payment system that eliminated repetitive billing tasks and made life easier for both staff and clients. Alternative Payments delivered a fully integrated workflow tied directly to their Halo ticketing system, with automated invoices, late payment emails, stored payment methods, installment options, and clear client dashboards. The result was a reliable, streamlined process backed by fast, human support that far outperformed their previous providers.
Seamless Integration with HaloPSA
Alternative Payments is one of the few processors that integrates directly with HaloPSA, and that alone removes one of the biggest blockers MSPs face. The integration eliminates manual reconciliation and keeps charges accurate and tied to the correct tickets, so recurring billing runs automatically without constant oversight.
Setup is straightforward, even with a fresh dataset, and once the system is configured, new clients sync smoothly without adding extra work to your team.
Automation That Reduces Late Payments and Administrative Work
Automatic billing, late payment reminders, and instant notifications can create a major shift in your team’s efficiency. Instead of wondering whether payments went through, you get alerts for every successful or failed transaction. And when a payment method expires, a single automated request prompts the client to update their details instantly.
These simple automations remove hours of manual follow-up each month, while giving clients the transparency and control they expect when managing their own payments.
Built-in Payment Recovery and Flexible Payment Options
With built-in payment recovery tools, you can manage overdue invoices internally and escalate non-payments without relying on outside agencies. You also get the flexibility to split payments into installments when clients need support, offering them breathing room without adding extra work to your team. Even if these features aren’t needed often, having them built in provides reassurance and keeps you fully in control of how payments are accepted, processed, and managed.
“Having automated accounts receivable has taken that entire weight off our shoulders and let us focus on more important things.”
Results
A streamlined billing workflow that saves time, improves cash flow, and elevates client experience.
Virtua Computers is thrilled to have moved away from a billing process that once demanded hours of manual work each month. With Alternative Payments, the team now runs a fully automated, integrated system that saves more than 40 hours of reconciliation time monthly while giving clients a clearer, more convenient payment experience. These improvements have freed the team to focus on higher-value work and have made cash flow far more predictable.
- Eliminated 40+ hours per month of manual billing and reconciliation
- Reduced late payments with automated reminders and clear client dashboards
- Improved payment flexibility with stored payment methods and installment plans
- Faster, more reliable payments and full integration with Halo
“The single best reason to switch to Alternative Payments is you get paid fast, you get paid easily, and you can set the exact payment rules that work for your business.”
