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 the:

Only administrators with an ‘account owner’ or 'Organization-Billing and sales' permission can view this page in SmartRec.

Invoices are usually available for download within the first week of each month. A copy (with pdf attached) is emailed to the main billing contact. Amilia directly debits the amount owing from your organization's bank account, and payment is posted upon receipt.

Statements include your organization’s account number, the invoice number, the purchase order number (optional), the invoice date and payment terms. The invoice summary calculations are based off your Amilia rates, the volume of transactions, payment types processed and the services your organization offered during the billing period. Taxes vary depending on where your organization is located.

Software rates are established upon signing the Amilia contract. Note that we are referencing the standard price, although rates can vary with grandfather plans.

▪️ Monthly subscription: This rate is charged monthly for the Amilia subscription.

▪️ Service: A 1% fee is charged on each new invoice item generated in SmartRec. Commission per rental contract, booking with an invoice, and donation 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.

A discount fee (%) and a flat rate fee ($) is charged on each credit card and/or eCheck transaction. Paysafe does not reimburse discount fees on reimbursed payments. In addition, there is a 0.30$ fee applied for online refunds.

▪️ Can/US credit card: 2.85% + $0.30 fee per credit card transaction processed through Amilia and/or with an integrated handheld terminal, and $0.30 fee per credit card refund.

▪️ eCheck: 1% + $0.50 transaction fee per eCheck processed directly through SmartRec.

With Amilia Payment, all the payment processor's charges appear directly on your Amilia invoice.

▪️ Payment processing: Small fees applied by the credit card companies (Mastercard, Visa) for reasons such as foreign credit cards and improving online payment security.

▪️ Chargeback: If a client calls their bank to dispute a transaction, the credit card issuer can file a chargeback. The disputed payment is then debited from your merchant account (visible on the Merchant account page) and a chargeback fee (usually $25) will appear on your next Amilia invoice.

▪️ Reversal: In the case of a chargeback, if the client's bank determines there is no wrongdoing, it will reverse the payment back to your merchant account (visible on the Merchant account page) and a reversal credit will appear on your next Amilia invoice.

▪️ Return: 10$ is charged for each eCheck payment that fails or is reversed.

These can include fees for professional services (training), third-party apps, and/or credits in the event of a billing error.

Details about your account, billing contact and the payment processor (Paysafe) 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 Customer Success Manager.

Here's what you should know:

Your Amilia rates are used to tally the software and payment 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 Breakdown.

A purchase order 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.

Here's how to do it:

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.

1. In a nutshell, which fees can I expect when making a transaction in SmartRec?

2. What are the NABU/APF fees found in the Network Assessment tab?

3. Am I charged the 1% service rate every time I edit a rental contract?

4. Is Banker's rounding used on Amilia's 1% service rate?

5. Are we notified, other than the billing statement, as to when the funds will be withdrawn from our account? Does the withdrawal happen on the same day every month?

6. Why am I seeing a failed payment banner in SmartRec?

Service rate: a 1% rate is applied on each new invoice item generated in the platform.

Paysafe: A discount fee (%) and an authorization fee ($) are applied on each credit card and/or eCheck transaction.

Standard rate: 2.85% + 0.30$ for CC 1% + 0.50$ for eCheck

Automated Discounts: Will reduce the total service rate charge.

Custom Rebates/Manual Credits (-): Won't reduce the service rate charge.

Automated or Manual Fee/Service fee/Custom item (+): The service rate is applied.

Using a Scholarship/Giftcard/Credit at checkout: No payment rates are applied.

Replacement: No service rate is applied if the value of the new item is equal or less.

Every payment processor working with VISA & Mastercard are charged these non-negotiable fees. Amilia Payment allows you to see these fees (established by the card networks) in your detailed invoice.

These small, extra fees are applied for various reasons, such as foreign credit cards.

Anytime you modify a rental contract, it creates an invoice in SmartRec. The 1% service rate is only charged relative to what was added on the new invoice, meaning you're only charged the difference if the new invoice is higher than the original. Likewise, if you removed invoice items from the contract, the 1% service rate will be credited on those canceled items.

The 1% service rate is charged on each new invoice item created in SmartRec. Each amount is rounded using banker's rounding.

Bankers rounding is a commonly used method for rounding taxes. Rather than rounding 0.5 higher up, and 0.4 lower down, bankers rounding rounds 0.5 to the nearest even number. Essentially if the cent value of the tax total is odd, the 0.5 (half-cent) rounds upwards. If the cent value is even, the half-cent rounds downwards.

The billing is triggered manually, usually in the first business day of the month. If the organization uses pre-authorized debit to pay us, they will be charged automatically their whole balance, but it can take up to 5 to 8 business days for it to be process.

If your organization has set up pre-authorized debit payments (PAD) to pay its Amilia invoice and a pre-authorized payment fails, an email is sent to your organization's billing contact as well as your SmartRec account owner to notify of the failed payment.

A banner also appears in SmartRec to all administrators:

The banner disappears 24 hours after a successful payment has been made. Please start a chat with our support team if you have any questions!

*Last updated in May 2024

The Merchant Account Page

Understanding Chargebacks