For all Amilia customers on Amilia Payments or Paysafe.
📄 Your monthly Amilia invoice
Usually within the first week of each month, you'll receive an invoice from Amilia based on your contract. It covers software and service fees as well as payment processing fees from the previous month (a statement received in January reflects charges incurred in December).
A copy is emailed to the main billing contact (as shown in the Billing contact section in Account > Billing), and depending on your payment terms, Amilia may directly debit the amount owing from your bank account, or invoices may be paid manually by pre-authorized debit, wire transfer, or check.
The invoice can include:
Amilia subscription fees
Service fees
Payment processing fees
Add-on module fees
Miscellaneous fees
🔍 Where to find the Amilia invoice & who can view it
Permission name 🔑 | What it does |
Organization Billing and sales | Required to view and download invoices and payment receipts in Account > Billing. |
Account owners and admins with permission can view and download the Amilia invoices and payment receipts in the Account > Billing subtab, under the Documents column.
The statement is the PDF version of your invoice.
Details is an Excel version of the charges, with a full itemized breakdown.
The Account > Billing subtab also shows your account information, billing contact, Amilia rates, purchase order number, billing address, and merchant account information.
👀 What's in the statement?
The statement includes:
Your organization's account number, invoice number, purchase order number (optional), invoice date, and payment terms.
The invoice summary calculations, showing charges by item type: Amilia software, payment charges (by payment card network), Network assessment fees (related to chargebacks, returns, and reversals), and Miscellaneous fees or credits during the billing period.
For each item type, the statement provides the description, rate, number of transactions, amount transacted, applied fees, and totals. Taxes vary depending on where your organization is located.
💸 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.
Subscription: This rate is charged for the Amilia subscription, on either a monthly or annual billing cycle, depending on your package.
Service: A fee is applied to each new invoice item generated in Amilia SmartRec. This may be a percentage or flat-rate amount, depending on your pricing agreement (standard is 1%). Commission per rental contract, booking with an invoice, and on donations never exceeds $10. Automated discounts are considered before calculating the service fee. The service fee isn't reduced when a manual rebate or credit note is added to an invoice or a client's account, nor is it reimbursed for canceled registrations and/or manual fees.
💸 Payment rates
A fee is charged on each credit card and/or eCheck transaction, appearing as a line item on your monthly invoice, depending on which payment methods your organization accepts.
As per your Amilia contract, payment processing fees are percentage-based, flat-rate, or a combination, and are applied on these payment types:
Visa / Mastercard / Discover
American Express (listed as a separate line item)
eCheck/ACH
Interac (Canada only)
A discount fee (%) and a flat rate fee ($) apply to each transaction. Fees are not reimbursed on refunded payments, and refunds are subject to their own transaction fee. Your exact software and payment processing rates are available in Account > Billing > Amilia rates.
💸Network assessment fees
Amilia absorbs a portion of payment processing fees charged by payment card networks (like Visa and Mastercard). Organizations are responsible for fees on chargebacks,and/or returns.
Chargeback: If a client disputes a transaction with their bank, the credit card issuer can file a chargeback. The disputed payment is debited from your merchant account, and a chargeback fee will appear on your next Amilia invoice.
Reversal: If a payment is reversed back to your merchant account, a reversal credit will appear on your next Amilia invoice. There are no additional fees for a reversal.
Return: A fee is charged when an eCheck/ACH payment fails or is reversed, but there is a credit for the original transaction fees. Refer to your contact for pricing.
For more on disputes and what to do (based on the processor):
💸 Miscellaneous fees/credits
These can include:
Training fees
Third-party apps
One-time fees, such as hardware shipping
Integrated terminals (e.g. PAX A920, P630, AMS1, or S1F2)
PCI compliance late fees
Fees on refunds processed outside of Amilia SmartRec
Credits in the event of a billing error
🏦 Account, billing contact, & merchant information
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. If you want to update your billing contact, click here for more info. You can add additional emails that will also receive a copy of the monthly Amilia invoice.
We recommend that the billing contact create a personal Amilia account and be added as an administrator in your organization's SmartRec back office, so we can correctly identify them and share the right information when they reach out.
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
You can view your exact rates in Account > Billing, in the Amilia rates section.
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 statement Details.
To see how much service fees (i.e. commission) were charged on each item invoiced (including rental contracts and administrator bookings with an invoice) click on the Software tab in the Excel report.
To see how much fees were charged on each payment transaction via SmartRec (including payment transactions made with an integrated handheld terminal), click on the Payment tab in the Excel report.
📝 Purchase Order Number
Permission name 🔑 | What it does |
Organization Billing and sales | Required to manage invoices and payment receipts in Account > Billing, as well as view and edit a PO number. |
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 Account > Billing 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 follow
- To add a PO number to your Amilia invoice -
1. With permission, go to Account > Billing.
2. Refer to the Purchase order number section. Click Add PO number to type it in.
3. Click Save. You may edit but keep in mind the value that appears in this field is what appears on the monthly Amilia invoice when it’s issued.
The PO field is optional. If no PO number is 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.
FAQ
9. Where can I find information about the move from net payouts to gross payouts with Amilia Payments?
What fees can I expect when making a transaction in SmartRec?
Service rate: typically 1%, applied on each new invoice item generated in the platform.
Payment rates: a discount fee (%) and a flat fee ($) per credit card/eCheck transaction. Exact rates depends on your contract and payment processor (Adyen or Paysafe). Go to Account > Billing and refer to the bottom of the page.
Automated Discounts: reduces the total service rate charge.
Custom Rebates/Manual Credits (-): don'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 to or less than the original.
Where can I find more information about my banking, merchant account, and payment processor?
That depends on which payment processor your organization uses (check under Account > Billing, bottom left in the Merchant Account section. Use the table below to find the right resources in the Help Center:
If your payment processor is Paysafe or CardConnect:
Topic | Article |
Billing overview | How Amilia bills your Organization |
Bank transfers / merchant account | |
Bank reconciliation | |
Chargebacks | |
Failed refunds | |
Interac with Paysafe (Canada) | Interac on Integrated Terminals (Paysafe) |
If you use Amilia Payments (Adyen):
Topic | Article |
Billing overview | How Amilia bills your organization |
Payouts / bank transfers | |
Disputes / chargebacks | |
Payments, refunds, cancellations | |
Terminals | |
Onboarding | |
Net-to-Gross switch |
Am I charged the service rate every time I edit a rental contract?
Anytime you modify a rental contract, it creates an invoice in SmartRec. The service rate (typically 1%) 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.
Is Banker's rounding used on Amilia's service rate?
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.
Are we notified, other than the billing statement, of when funds will be withdrawn from our account? Does it happen on the same day every month?
Billing is triggered manually, usually on the first business day of the month. If your organization uses pre-authorized debit, your whole balance is charged automatically, though it can take 5–8 business days to process.
Why am I seeing a failed payment banner in SmartRec?
If your organization has set up pre-authorized debit payments (PAD or ACH) 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:
There was an issue with your payment.
Please verify your funds or contact your bank.
We will retry with your next invoice.
If you need help, please contact our support.
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!
What does the Code of Conduct for the Payment Card Industry in Canada have to do with my Amilia invoice?
See our Code of Conduct (COC) article for details on how this Canadian regulation shapes what appears on your invoice. The changes are beneficial for all organizations, which is why we've applied them for U.S. organizations too.
How do I change my billing contact?
If you need to change your billing contact, please have the current billing contact or a main account owner for your organization send us an email at support@amilia.com.
Where can I find information about Net Payouts to Gross Payouts for Amilia Payments?
For full details, visit our Help Center article: Amilia Payments is switching from Net to Gross Payouts.
* Last updated in September 2026
You might also be interested in:
Bank transfers on the Payouts page (Amilia Payments)
Understanding Chargebacks (Amilia Payments)
Bank transfers on the Merchant Account Page (Paysafe)
Understanding Chargebacks (Paysafe)