Client Billing Setup (system Wide)

Overview

System-wide billing setup defines your standard pricing structure that applies to all clients. Client-specific settings can override these system-wide defaults.

Accessing Client Billing Setup

Go to Client Functions > Setup > Client Billing Setup.

Charge Types

The left column displays pre-defined charge types. These are formulas designed to calculate different billing charges automatically.

Setting Up Charges

Charge description

Enter a user-defined description for each charge type. This description appears on your billing statements.

1-50 Checks

Click the Check Pricing button at the bottom of the screen to enter individual check pricing.

You can price your services based on:

Bi-weekly or semi-monthly payrolls
Weekly payrolls
Monthly payrolls

Price individually from 1 to 50 employees paid. This table covers over 90% of typical clients with fewer than 50 employees.

Over 50 Checks charge

For clients with more than 50 employees, define the charge per check over 50.

Delivery Type 1 charge

Description: User-defined (example: "Courier Delivery")

Amount: Applied for each payroll period

Recommendation: Courier delivery is highly recommended for payroll services to guarantee next-day delivery.

Delivery Type 2 charge

Description: User-defined (example: "U.S. Mail Delivery")

Amount: Applied for each payroll period

Use case: Second choice when courier delivery is not possible

Warning: Mail delivery can be unreliable and may result in delayed paychecks, causing employee dissatisfaction.

Direct deposit charge

Amount: Charged for each employee direct deposit transaction

Example rates: $0.50 or $0.75 per transaction

Direct deposit base charge

Amount: Base charge in addition to the per-item charge

Example: $5.00 per payroll

Purpose: Ensures profitability when a client has only 1-2 employees on direct deposit

Electronic tax deposit charge

Amount: Charged for electronic tax payment services (EFTPS and state tax deposits)

Frequency: Applied on a per-payroll basis, regardless of when the actual tax deposit is made

Electronic tax filing charge

Amount: Charged for electronic tax filing services, including:

Federal 941 ELF (Electronic Tax Filing)
Magnetic Media filing (Quarterly Unemployment Wage Report, W-2 Magnetic Media Filing, etc.)

Frequency: Applied on a per-payroll basis, regardless of when the actual tax filings are made

Other Charge 1 (Per Check)

Description: User-defined

Use: Any special service provided to the client

Calculation: Based on the number of employees paid per payroll

Other Charge 1 (Per Payroll)