📄 Your monthly Amilia invoice
Each month, you'll receive an invoice from Amilia. It includes the software and service fees incurred when using the platform, based on your Amilia contract. The invoice may include:
Subscription fees
Service fees
Add-on module fees
Miscellaneous fees
❗ Payment processing fees are not included on your invoice. These fees are deducted directly from your daily payouts. You can view them on the Payouts page in the Accounting and finance section of your Amilia account.
Invoices are issued on the first day of the month for fees incurred during the previous month. Invoices must be paid manually by credit card or check.
🔍Where to find your invoice
You can easily view and download your invoices & payment receipts under the Account < Billing sub tab and then under the Documents column.
The statement is the PDF version of your invoice and Details is an excel version of the charges.
👀Who can view it
Administrators with an ‘Account owner’ or 'Organization-Billing and sales' permission can view this page in SmartRec. In the Account>Billing subtab, you can view :
1. Your monthly Amilia invoice
2. Account information
3. Billing contact
4. Amilia rates
5. Purchase order number
6. Billing address
7. Merchant account information
💸 Software rates
Software rates are established upon signing the Amilia contract. Note that we are referencing the standard price, although rates can vary with grandfathered plans.
▪️ Monthly subscription: This rate is charged monthly for the Amilia subscription.
▪️ Service: A fee is applied to each new invoice item generated in SmartRec. This may be a percentage or flat-rate amount, depending on your pricing agreement. Commission per rental contract, booking with an invoice, and on donations never exceeds $10. Automated discounts are considered before calculating the service fee. The service fee isn't reduced when a manual rebate or credit note is added to an invoice or in a client's account, nor is it reimbursed for canceled registrations and/or manual fees.
💸 Miscellaneous fees/credits
Refunds processed outside of Amilia
One-time fees, such as hardware shipping
Account credits or adjustments
Training services fees
💸 Looking for payment rates?
If your organization accepts online payments, payment processing fees are deducted directly from your daily payouts. These fees are no longer included on your Amilia invoice.
Processing fees may be percentage-based, flat-rate, or a combination, depending on your contract agreement. You may see deductions for the following payment types:
Visa/Mastercard/Discover
American Express (listed as a separate line item)
eCheck/ACH
Refunds may also be subject to applicable transaction fees.
You can review detailed deductions and fees on the Payouts page in the Accounting and Finance tab.
🏦 Account, Billing Contact, and Merchant Account
Details about your account, billing contact and the payment processor are available in the Billing subtab upon activating your organization's Amilia account. If you have any questions, please contact us at support@amilia.com or speak directly with your Amilia representative.
Here's what you should know:
The contract start date refers to the most recent contract signed with Amilia. Included in the agreement is the payment type (e.g. pre-authorized debit) that Amilia is authorized to use to debit the balance owing on your invoice.
The Billing contact is sent an email letting them know the Amilia invoice is ready. Click here for more info if you wish to update your billing contact. You can add additional emails that will also receive a copy of the monthly Amilia invoice.
The Merchant account information is only visible once your merchant account has been approved, and is required for you to process online credit card and/or eCheck payments.
💡 'MID' stands for Merchant account number. The MID for your credit card merchant account is shown in the 'Merchant account' section in Account > Billing. If you require the MID for your eCheck or Interac merchant accounts, please start a chat with us and we can provide you this information.
Amilia Rates are your Amilia rates are used to tally the software charges on your monthly invoice. You can view how the rates were applied to each invoice item and/or transaction during the billing period by downloading the Details statement.
To see how much service fees were charged on each item invoiced (including rental contracts and administrator bookings with an invoice) click on the Software tab in the Details download of your monthly invoice .
To see how much fees were charged on each payment transaction via SmartRec (including payment transactions made with an integrated handheld terminal), consult your Payouts report.
👉 You can view your exact rates under Account > Billing > Amilia rates.
Purchase Order Number is an official confirmation of a buyer’s intent to purchase from a vendor and covers the details of the transaction. A purchase order number is a unique number that helps both vendors and buyers track the orders they’ve sent or received.
You can add a PO number of your choosing in the Account>Billing subtab to represent your organization’s subscription package (I.e., software and payment rates). It’ll appear on the right-hand corner of the monthly Amilia statement.
👣 Steps to add a PO number to your Amilia invoice:
👣 Steps to add a PO number to your Amilia invoice:
Click Add PO number and type it in.
Click Save. You may edit when necessary but keep in mind the value that appears in this field is what appears on the monthly Amilia invoice when it’s issued.
This field is optional. If there’s no PO number added, the PO number field won’t show on the Amilia invoice.
When should I change the PO number?
That’s completely up to your organization! Perhaps your subscription package has changed in which case a new PO number may be assigned to reflect the new pricing. Or maybe your organization issues new PO numbers with each fiscal year. It’s possible no changes are necessary. Your accounting team can tell you if or when PO numbers should be updated.