Fees and Reconciliation

Fees

To see a breakdown of PayBee Fee and Transaction Fees, you can do it from All Transactions and Transfer Report.

Via All Transactions Report:

Go to Reports> All Transactions

Set the dates on top and tap on the Edit Columns button.

In the Transaction section, check the following boxes-

1. User Covered Fee: This shows the transaction fee (Credit card or ACH processing fees)

2. PayBee Fee: 2% fee on electronic transactions

3. Transaction Fee: Total of transaction fees (if not covered by donor) + PayBee fee

4. Proceed: Total amount transferred to your account after considering all fees

Fee Calculation

Because the card processing fee is based on the total amount charged to the card, the fee is calculated slightly differently depending on whether the donor chooses to cover the fee.

When the donor covers the card fee

The total charge is calculated using this formula:

$$P_{\text{charge}} = \frac{P_{\text{goal}} + F_{\text{fixed}}}{1 - F_{\text{percent}}}$$

Where:

• P_charge = Total amount charged to the donor

• P_goal = Original amount the organization should receive

• F_fixed = Fixed card processing fee

• F_percent = Percentage card processing fee

For example, for a $100 payment:

• P_goal = $100.00

• F_fixed = $0.30

• F_percent = 0.027 (2.7%)

So:

$$P_{\text{charge}} = \frac{100 + 0.30}{1 - 0.027} = 103.083$$

Rounded up to the nearest cent, the donor would be charged $103.09.

This calculation ensures that after the processing fee is deducted from the amount charged, the organization receives the intended $100.00.

When the donor does not cover the card fee

The processing fee is calculated directly from the original amount:

2.7% of $100 = $2.70

Plus the fixed fee:

$2.70 + $0.30 = $3.00

The organization therefore receives $97.00 after the $3.00 processing fee is deducted.

Charges containing multiple transactions

When a single card charge includes multiple transactions, the processing fee is calculated on the total amount charged and then allocated proportionally across the individual transactions.

This may result in a slightly lower processing fee per transaction because the fixed $0.30 fee is charged only once for the entire card charge and is then split across the included transactions.

PayBee Fee

The PayBee fee is calculated separately. It is always based on the original transaction amount and is charged at 2%.

For a $100 transaction:

2% of $100 = $2.00

So the PayBee fee would be $2.00, regardless of whether the donor chooses to cover the card processing fee.

Via Transfer Report:

Go to Reports > Transfers

Click on any line item or tap on Details to see the details (transactions, fees, etc) for all transactions that are a part of the transfer. The proceed reflects the actual amount that will hit your bank account.

Reconciling Amounts

Our platform aggregates the transactions each day and sends them over to your bank account. So if you look at total proceeds the numbers will match up. To show the transaction level breakdown, we do calculations to give you an estimate, and based on rounding, it could be 1c up or down.

Hence instead of going into each transaction, look at the daily transfers and those will give you better and more accurate information.

Pull the Transfer Report, click on the row you want to drill down. You'll see a list of all the donations that make the transfer. You can hit the Export button and get it in the spreadsheet format if required.