What is ProPay?

ProPay is the merchant processing partner integrated directly into your Suites Management System. They’re a trusted U.S.-based payment processor that securely handles all tenant rent and fee payments — whether made by ACH (bank draft), debit or credit card.


ProPay has been in business for over 25 years and is part of TSYS/Global Payments, one of the largest and most secure payment networks in the world. Every Salon Suite location has its own unique ProPay merchant account, ensuring that funds flow directly from your tenants to your business — never held by Salon Suite Solutions.

Why We Use ProPay

  • Security & Compliance: Fully PCI compliant and federally regulated to protect both you and your tenants.
  • Direct Deposits: Funds settle directly into your business bank account — no middleman or delays.
  • Automation: Integrated with Gina’s Platform for automatic invoicing, recurring payments, and weekly, daily, or on-demand sweeps.
  • Transparency: Real-time reporting, full visibility of transactions, and downloadable reconciliation reports.

In Simple Terms

Think of ProPay as your secure financial bridge.  Connecting tenant payments directly to your bank account, safely and efficiently.

Why Your ProPay Account Can Show a Negative Balance:

First we need to Understand ProPay’s Provisional Credit to understand how a negative balance can occur: 

When tenants pay by ACH, those funds take several days to fully clear through the U.S. banking system. To help you access funds more quickly, ProPay provides what’s called a provisional credit. This means ProPay temporarily advances the funds to your merchant account before the tenant’s bank has fully settled the transaction.
  • You receive access to the funds right away, rather than waiting 3–5 business days.
  • This keeps your cash flow steady while the ACH network finalizes the payment.

Why a Negative Balance Can Occur

If a tenant’s ACH payment is later returned or fails (for example, NSF, account closed, or invalid account number), the transaction must be reversed.  Because you already received those funds provisionally, ProPay will withdraw that same amount from your account to balance the ledger. This reversal can cause your ProPay balance to temporarily appear negative until it’s offset by new incoming tenant payments or, in some cases, a pullback from your business bank account.

Example

  1. Tenant pays $200 via ACH on Friday.
  2. Those funds are subject to a 1-day hold (Saturday).
  3. ProPay moves the transaction from Pending to Completed at approximately midnight Saturday, allowing a sweep to occur (provisional credit).
  4. On Wednesday, the tenant’s bank returns the payment NSF.
  5. ProPay reverses the $200, creating a temporary –$200 balance.
Once new payments process or a deposit is made, your balance automatically returns to positive.

How to Resolve a Negative Balance

In most cases, no action is needed. The balance clears automatically as new tenant payments are processed.
If a negative balance remains for several days, ProPay may pull the funds from your bank account to bring your balance back to zero.

Returned ACH payments or credit card chargebacks are the only reasons your ProPay account would appear negative. When a return occurs, ProPay automatically deducts the funds and sends you an alert.  There is no penalty or fee to you as a Salon Suite Solutions user.  These notifications are simply for awareness. Because you process payments weekly, a new transaction (by you or your tenant) will soon replace the returned payment and restore your balance.

How to Review the Details

You can confirm which payment caused the return by reviewing your ProPay account:
  • Use these instructions to review your transaction in the Processing account: How To View Your Sweeps Via ACH Transaction Report
  • You can also view your sweeps using the ACH Transaction Report or the ProPay Batch Reconciliation Report under the Reporting tab for your location.