Do you have a convenience fee or a tax? You can configure Enrollsy to charge your customers a flat amount and/or a percentage of the payment amount. The fee can automatically be attached to each payment from the Enroll Form, Customer portal, or Auto-Pay event.
How Convenience Fees Get Charged
There are three ways to configure a convenience fee for each payment method you accept (CC or ACH):
Flat fee
Percentage
Flat fee + percentage
Choosing the right configuration is critical to getting the results you expect. Here's why.
Invoices due on the same day for multiple enrollments in an Account are rolled up into a single authorization and transaction. This means that payment for multiple invoices made at the same time will not have multiple convenience fees, and the amount of the fees charged would be the same in the case of an invoice in the same amount for a single enrollment. Again, the fee is per transaction.
Let's use a real scenario to break this down a little more clearly. Pretend you have a Customer Account with two enrollments and each of them has invoices for $100.00 due on the first of each month. Let's look at all three of the possible configurations and the resulting fees for each first-of-the-month payment.
Configuration | Convenience Fee (As set in Enrollsy) | Invoice Total | Convenience Fee | Total Payment |
Flat fee | $5.00 | $200.00 | $5.00 | $205.00 |
Percentage | 3% | $200.00 | $6.00 | $206.00 |
Flat fee + percentage | 2.8% + 5¢ | $200.00 | $5.65 | $205.65 |
It's important to note when these fees are charged, in addition to how they are charged:
Automatically each time a payment is made on the Enroll Form
Automatically each time a Customer pays through the Customer Portal
Automatically each time an Auto-Pay event occurs
Manually by an Admin user when they post a payment on behalf of a Customer. The fee must be added to a new or existing invoice. For example, if an Admin User enters a $200 Tuition Charge on an invoice, and then posts a payment, then the Admin must manually put in the correct fee based on their configuration.
NOTE: Enrollsy does not automatically notify customers of these fees.
As a reminder, Credit Card Processing Rates are $.05 + 2.8% per transaction. The ACH Rate is $1.00 per transaction.
Add a Card Processing Fee or Tax Charge Item
Follow these steps to add a card processing fee or tax Charge Item:
Head to My Company > Items Tab
Click on the blue plus button on the "Charge Items" section
Enter the name (i.e., "Convenience Fee" or whatever you choose to call it)
Check the setting "Card processing fee or tax" under "Type," then click SAVE
Add a "Tax" Charge Item as a Standard Fee
If there is an item that is most commonly sold, and you have the sales tax calculated, you can add the tax fee as a Charge Item on your Programs. Follow the same steps above except set the "Type" to "Standard Fee."
Set the pricing on the new Convenience Fee
You can add an amount as the default tax amount and override it when needed. Alternatively, you can leave the amount set to $0, and you will be able to add the tax to any transaction and simply enter the calculated tax amount for each item you sell.
Follow these steps to set the pricing for the convenience fee.
Head back to the My Company page.
Scroll down to the setting Payment Fees under Payment Settings. Here you will put in your dollar amounts and/or percentages:
Make sure to click "Save Settings" when you're done.
Customize Convenience Fee per Account
Convenience Fees can be changed on a Customer account level. Just head to the Billings Tab and change under "Auto-Pay Settings."
Notify Customers of Convenience Fee(s)
Enrollsy does not automatically notify your customers or any convenience fees. You are responsible for letting your customers know of any fees you charge. Here are some ways you can notify your customers of Convenience Fees.
Terms and Conditions
Your terms and conditions can include these fees. See how to add Terms and Conditions. The terms and conditions will show at enrollment after entering payment info and clicking "Pay & Enroll." A pop-up window will display the terms with a checkbox that must be checked for the enrollment to be submitted.
The terms and conditions are also on the customer's email confirmation after enrolling under "Enrollment Terms."
Payment Messages
You can also add instructions or messages for Customers to view concerning payments in the Customer Portal. You can add a message or instructions that will show up on the Home page of the Customer portal:
Or you can add a message or instructions that will show up when the Customer clicks "Make a Payment:"
Click here to find out how to add these messages.
How to Charge a Convenience Fee Manually
NOTE: When an Admin user enters a manual payment for a Customer, you have to manually add this fee, calculating it based on how you set this fee up. The fee is added to a new or existing invoice (instead of being added to the payment, as it is when a Customer pays).
If you have a convenience fee that is charged when Customers pay by credit card, it is charge automatically anytime a Customer pays (whether on the enroll form or the Customer Portal), or anytime auto-pay runs.
However, when an Admin user enters a manual payment for a Customer, they have to manually add this fee, calculating it based on how the fee was set up. If you have not yet set up a convenience fee, see this support article for assistance.
The main difference in how this fee is charged is that when Customers make a payment, the fee is added automatically. When an Admin makes a payment, however, the fee must be manually added to the invoice—whether it's a new or existing one.
There are two ways to add this fee to an invoice.
1- When Creating an Invoice
You can enter the convenience fee when you create an invoice. Click here for steps on how to create an invoice.
This happens in Step 3 - Set Up Transaction. When entering the Charge Items in this step, add the "Convenience Fee" Charge Item (or whatever you are calling this fee) along with any other Charge Items, such as "Class Fee," or whatever you are charging the customer.
Click "Post" to post the transaction.
2- Editing an Invoice
You can also add the convenience fee to an existing invoice. To do this, follow these steps:
On the Customer's Billing page at the top, select "Manage" beside Current Invoices, Paid Invoices, or Future Invoices.
In the new window that opens, you will see a list of Invoices. Click on the "Edit" button beside the Invoice that the convenience fee needs to be added to.
Within the Invoice, click the plus button in the upper-right corner.
Select "Post Charge" at the top. Scroll down to "Set Up Charge." Here is where you will add the convenience fee Charge Item. Click "Post" to post the transaction.
