Reconciliation with Dual Pricing
Table of Contents
Considerations when implementing a dual pricing program
- Your pricing and customer’s understanding should be transparent and begin at the time of interaction/quote/estimate - and then supported by Biller Genie’s invoicing afterward
- Unlike with surcharging, there are no fee caps when implementing a dual pricing program
- Dual pricing does not have restrictions at the state level like surcharging does
- When setting up your account, Biller Genie creates the technology fee item as non-taxable. If you set the line item to taxable in your accounting software, you can provide the tax rate in Biller Genie, and we will automatically calculate the appropriate taxes for you.
- Your invoice total in your accounting software will establish your ACH (or cash) price for your customer. When your customer pays via card, there will be a technology fee item added back (either as a line item or sales receipt) that is only visible in the Biller Genie account and synced over to your accounting software - your invoice presentment to your customer will now show the line item
- If you do not have an ACH processing account integrated with your Biller Genie account, the dual price will show as Card and Cash
Reconciling Technology Fees
What Stays the Same: Back Office & Reconciliation
Although the invoice layout has changed visually, nothing changes behind the scenes. You will continue building invoices with your original quoted price, and Biller Genie will automatically calculate and display the card price to the customer. If the customer chooses to pay by card, the updated total will reconcile automatically in your accounting software — just as it always has.
It's important to note that Visa and Mastercard do not impose requirements on how businesses manage their accounting systems. Their focus is on the customer experience: how pricing is disclosed, how choices are presented, and how the transaction is initiated. This update was specifically designed to meet those criteria, with minimal disruption to your internal workflows.
To adhere to proper GAAP (Generally Accepted Accounting Principles) standards, we recommend syncing technology fees back to your accounting software using sales receipts. This ensures that the revenue is recorded in the correct month of collection.
While you have the option to sync technology fees as line items, please note that if you follow GAAP standards and lock your invoices after specific periods, Biller Genie may be unable to sync the line item, resulting in a sync error.
Considerations with Sales Receipts
- ACH Subtotal, Tax, and Invoice Amount Map to the invoice subtotal, tax, and invoice amount in your accounting software
- Card Subtotal, Tax, and Invoice Amount reflect the amounts for subtotal, tax, and invoice amount with the technology fee considered
- Previous Invoice Payments map to the amount that a customer has already paid toward the invoice's total, reflected in the accounting software
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Previous Sales Receipts reflect the additional amount a customer has paid because they paid via card
Considerations with Line Items
- ACH Subtotal, Tax, and Invoice Amount map to the invoice subtotal, tax, and invoice amount in your accounting software
- Card Subtotal, Tax, and Invoice Amount reflect the amounts for subtotal, tax, and invoice amount with the technology fee considered
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Previous Invoice Payments map to the amount that a customer has already paid toward the invoice's total, reflected in the accounting software
Additional Notes
If partial payments are enabled and used by the customer, the invoice payments + the sales receipt payments = total payments and this is what you'll see in your accounting software. This allows you to adhere to GAAP.
The technology fee line item will not be added to the invoice in Biller Genie until the card payment has successfully synced to the accounting software. This line item is also only visible through the Biller Genie Merchant Portal and in the accounting software
Should you have any further questions or require additional assistance, please don't hesitate to reach out to our support team. We are here to help!