Check Pricing
Set up per-check pricing rates for client billing based on payroll frequency and number of employees.
Overview
The Check Pricing table allows you to define how much to charge clients per payroll based on the number of employee checks processed. You can set different rates for weekly, bi-weekly/semi-monthly, and monthly payrolls, with individual pricing for 1 through 50 employees. This table covers up to 50 employees because over 90% of typical service bureau clients have fewer than 50 employees.
For clients with more than 50 employees, ProPay applies a per-check overage rate for each additional employee beyond 50.
Accessing Check Pricing
- Go to Client Functions > Set-Up > Billing Set-Up on the ProPay Main Menu.
- Click the Check Pricing button at the bottom of the Billing Set-Up screen.
Setting Up Pricing
The Check Pricing screen displays a grid with pricing columns for three payroll frequency categories:
| Column | Payroll Frequency |
|---|---|
| Bi-weekly / Semi-monthly | Clients paid every two weeks or twice per month |
| Weekly | Clients paid every week |
| Monthly | Clients paid once per month |
Entering Prices
- For each frequency column, enter the dollar amount to charge for each employee count (1 through 50).
- Pricing is typically tiered -- lower per-employee cost as the employee count increases.
- Click Save when finished.
Example Pricing Structure
| Employees | Weekly | Bi-Weekly | Monthly |
|---|---|---|---|
| 1 | $25.00 | $30.00 | $35.00 |
| 5 | $40.00 | $50.00 | $60.00 |
| 10 | $55.00 | $70.00 | $85.00 |
| 25 | $90.00 | $115.00 | $140.00 |
| 50 | $150.00 | $190.00 | $230.00 |
> Note: The values above are examples only. Enter rates that match your service bureau's fee schedule.
How Check Pricing Is Used in Billing
When you run automatic billing (via Client Functions > Billing > Automatic Billing Calculation), ProPay:
- Counts the number of employees paid in the payroll run.
- Looks up the per-check price from this table based on the employee count and payroll frequency.
- If the client has more than 50 employees, adds the overage rate (configured in System Setup) for each additional employee.
- Adds any additional charges (direct deposit fees, EFTPS charges, delivery charges, etc.) based on the client's billing setup.
- Posts the total charge as a debit transaction to the client's A/R ledger.
Clients With More Than 50 Employees
For clients with more than 50 employees:
- ProPay uses the price for 50 employees as the base amount.
- Each additional employee beyond 50 is charged at the per-check overage rate configured in System Setup.
Flat Fee vs. Per-Check Billing
Some clients may be set up for flat fee billing instead of per-check pricing. Flat fee clients are charged a fixed amount per payroll regardless of employee count. This is configured in the individual client's billing settings, not in the Check Pricing table.
| Billing Method | Where Configured | How It Works |
|---|---|---|
| Per-check | Check Pricing table | Based on employee count and frequency |
| Flat fee | Client billing settings | Fixed amount per payroll |
| Special billing | Client billing settings | Custom billing arrangement |
Important Notes
- This screen must be set up during System Set-Up before you begin processing client payrolls.
- Changes to the Check Pricing table apply to all future billing calculations. They do not retroactively affect previously posted transactions.
- You can update prices at any time. The new prices take effect on the next billing calculation.