EQD: Invoices - Convenience Fee On Printed And Reprinted Invoices Paid Via Pay By Link

🔵 Overview When an invoice is paid through Pay by Link (PBL) with a credit card and a convenience fee is applied, the printed or reprinted invoice now reflects the full amount the customer actually paid, including the convenience fee. This article explains what changed and what stays the same.

What Was Happening Before

When a client paid an invoice through PBL with a credit card, the convenience fee was added to the payment. That payment was imported into A/R and applied to the original invoice, but the convenience fee itself was recorded as a separate invoice number in A/R rather than being added to the original.

The PBL/ValPay receipt sent to the client showed the fee breakdown, but the original posted invoice and any reprint of it did not. As a result, the invoice total did not match the client's credit card statement or receipt.

What Changed

Printed and reprinted invoices for credit card PBL payments with a convenience fee now include the fee, so the total matches the PBL/ValPay receipt.
Invoices posted before this change also show the convenience fee when reprinted.
The fee-inclusive total appears consistently across the invoice formats, including Format 9, and across the ways an invoice can be produced (direct print, PDF export, and emailed copy).

💡 Note The fee is added at print and reprint time only. The posted invoice record is not modified, and the convenience fee still exists as its own separate invoice in A/R. Commission and tax reporting are not affected.

When The Fee Is Not Added

PBL payment by a non-card method (such as ACH): no fee applies, and the reprint matches the original posted invoice.
Credit card PBL payment with no convenience fee configured: the reprint is unchanged.
Invoice charged directly through A/R Open Credit Cards (not PBL): this existing path is unaffected.

Frequently Asked Questions

Q: Why didn't my printed invoice total match the client's credit card receipt?

A: When an invoice was paid through Pay by Link with a credit card, the convenience fee was recorded as a separate invoice in A/R and was not shown on the original invoice or its reprint. The printed or reprinted invoice now includes the fee so the totals match.

Q: Does this change the posted invoice?

A: No. The fee is reflected at print and reprint time only. The posted invoice record is not modified, and the convenience fee still exists as its own separate invoice in A/R.

Q: Will reprinting an older invoice show the convenience fee?

A: Yes. Invoices posted before this change also show the convenience fee when reprinted.

Q: Does the convenience fee appear on invoices paid by ACH through Pay by Link?

A: No. A PBL payment by a non-card method has no fee applicable, so the reprint matches the original posted invoice.

Q: Does this affect commission or tax reporting?

A: No. Posted invoices are not changed, so commission and tax reporting are not affected.

Tags: pay by link, pbl, convenience fee, invoice reprint, printed invoice, credit card, valpay, a/r, oe invoices