In this guide, you'll learn how to add or update your payment method on file for RedPodium, as well as how to view and print invoices.

If you’re using our in-house payment processor, Webconnex Payments, any registration and credit card processing fees will be deducted before the payout is made, so a card on file isn’t required to cover those fees. However, if you're using a custom payment processor or additional features such as the Communication Center, Text Messaging, Offline Payments, etc., a card on file will be required in order to bill for those items. Once a card is on file, it will be billed every 30 days for any outstanding charges.

Add or Update RedPodium Billing Information

Hover your mouse over the Gear icon in the upper right corner
Select Plans & Billing from the dropdown
Click the pencil icon to update billing (if you already have a card on file), or click Add Payment Method to add a new card on file
Enter your new billing information
Click Save

View and Print Invoices

Hover your mouse over the Gear icon in the upper right corner
Select Invoices from the dropdown
Click the eye icon to the right of the invoice you wish to view
Click Print Invoice or just browse the details of the invoice displayed

Understand Your RedPodium Invoice

RedPodium invoices contain several sections. Below is a breakdown of each section of your RedPodium invoice:

Overview

This overview section provides a summary of the invoice, including the total number of registrants billed. Below is a description of the information displayed in this section:

Invoice Number: Unique invoice identifier for this billing period
Date the Invoice was Billed: Date the invoice was generated and billed
Report Period: Date range covered by this invoice
Registrants Billed: Total number of registrants billed on this invoice
Invoice Amount: Total amount billed for this invoice

Pro Tip: The Registrants Billed section only includes registrants that were billed on the invoice. If you use Webconnex Payments, all platform and processing fees for registrants who paid by credit card are deducted before payouts are sent, so those registrants will not appear as billed on your invoice.

Registrations processed through third-party payment processors, orders placed on free event pages, and orders paid using offline payment methods are billed through the invoice.

Charges

The Charges section of the invoice provides a breakdown of the fees charged for the various features used during the billing period. This includes items such as the per registration fees, offline registration fees, text messaging fees, activation fees, Communication Center charges, and more. Here is a description of the fees that could appear in this section.

Per Registrant: This fee includes the RedPodium platform fee (RedPodium charges $.99 per registration)
Custom gateway fee: This additional 1% fee applies to all registrations processed through third-party payment processors like Authorize.net, NMI, or Stripe. To avoid this fee, we recommend using our in-house payment processor, Webconnex Payments. Click here to learn how to add Webconnex Payments to your account
Monthly email automation fee: This fee includes the $9 monthly cost for using our Drip Campaign feature
Per email fee: This fee includes any Email Blasts, Drip Campaigns, Dynamic Emails, and Winback Emails you have sent during your invoice period
Text messaging activation and carrier registration fee: This fee includes the one-time fee for activating your SMS number
Monthly text messaging fee: This fee includes the monthly cost for using our SMS text messaging feature
Per text fee: This fee includes any Text Message blasts, Reminder Messages, and Dynamic Messages you have sent during your invoice period
Per custom domain per year: This fee includes the yearly Custom Domain fee for your RedPodium account
Contact insights plan monthly fee: This fee includes the monthly cost for contact insights
Per enriched contact: This fee includes the $.10 fee for every enriched contact

Fee Summary

The Fee Summary section of your invoice provides a breakdown of registrants by page.

The Registrant Quantity section shows the total number of billed registrants for this invoice period
The Registrant Fees section includes the RedPodium platform fees for the registration page
The Transaction Fees section reflects the custom gateway fee if you are using a third-party payment processor
The Total Fees section summarizes all RedPodium fees for registrations processed through your page during your invoice period

Invoice Totals

This section provides a summary of the net amount due on the invoice. It includes the total invoice charges, along with any credits or adjustments applied to the balance.

Invoice Details

The Invoice Details section will display the payment method used, the cardholder’s name, and the date range the invoice covers. This section will also include your plan information at the time of the invoice, the date of your next invoice, and RedPodium company details.

Invoice Statuses

Completed - An invoice has been successfully paid

Declined - If the card on file declines, the invoice will have a Declined status. If the invoice is not successfully paid by the time the next month's invoice is run, the status will update to be Forwarded as the amount due will rollup to the next month's invoice total.

Forwarded - An invoice that declined and the amount due forwarded to the next month's invoice amount due. Forwarded invoices can appear multiple months in a row until it is finally successfully paid.

Sample invoice page where an invoice was forwarded

Once a declined and forwarded invoice is finally paid, the details page of the invoice will show a hyperlink to the invoice where it was finally paid.

FAQs

What happens when my invoice declines?

When your card on file declines, you will see a red Payment Declined banner at the top of your account. Please update your payment method banner at the top of your screen. We recommend doing this right away, as your account will become locked if the card on file is not updated.

Why am I receiving an invoice if I use Webconnex Payments?

Webconnex Payments automatically deducts RedPodium platform and processing fees from credit card transactions before payouts are issued. However, you may still receive an invoice if your account has charges that cannot be collected through Webconnex Payments.

Common reasons include:

You accepted offline payments. Because offline transactions are not processed through a payment processor, platform fees for registrations paid by cash, check, or other offline methods are charged to the card on file and invoiced monthly
You edited an order and added registrants without charging for these registrants: If you add a registrant to an existing order and do not charge for that new registrant, RedPodium cannot automatically collect the associated platform fees. The platform fees for those added registrations will instead be charged to the card on file
You only host free events. If your account only hosts free events, any platform fees associated with your registrations will be billed to the card on file. This fee is waived if you also host paid events through RedPodium, RegFox, TicketSpice, or GivingFuel
You used Premium features. Certain Premium features, including Drip Campaigns, Text Messaging, and Mobile Pay Pass, require a card on file to cover associated charges. View the full list of Premium features that require a card on file here

What is the 1% custom gateway fee on my invoice?

The 1% custom gateway fee is applied to an account's invoice when using a third-party payment processor like Authorize.net, NMI, or Stripe. To avoid this fee, we recommend using our in-house payment processor, Webconnex Payments. To learn how to add Webconnex Payments to your RedPodium account, click here.

What permissions do I need to view invoices?

To view an invoice, you must be the account owner, an Admin, or have Billing Management - View permissions. If you don't have these permissions and need to view an invoice, contact an account administrator to request additional access.

Can I remove my card on file?

RedPodium requires a card on file to process any applicable fees. If you need to remove the current card, you can replace it with a new one. Click here to learn how to update the card on file for your RedPodium account.

Can I use different credit cards to pay RedPodium fees across multiple registration pages?

No, RedPodium only supports a single card on file per account. If you are covering your RedPodium platform fees using a card on file, that same card will be used for all registration pages within your account.

Pro Tip: If you’re using Webconnex Payments, platform and processing fees are automatically deducted before payouts are sent. You can set up multiple Webconnex Payments processors and assign them to different bank accounts, making it easier to ensure fees are allocated to the correct account.

Can I pay for my invoices using a bank account instead of a credit card?

If you’re using a third-party payment processor and receive an invoice for RedPodium platform fees, or you use any optional paid features, your monthly invoices must be paid with a credit card. At this time, ACH (bank account) payments aren’t supported for these charges.

If you’re using Webconnex Payments, registration and credit card processing fees are automatically deducted before payouts are deposited into your bank account. While you’re not paying invoices directly via ACH, this setup effectively allows fees to be covered through your bank account.

Why do I have an invoice under $5 that keeps forwarding?

In RedPodium, invoices with a total under $2 are not processed right away. Instead, these small amounts are forwarded and added to your next invoice each month. Once your total outstanding balance exceeds $2, the card on file will be charged.

Why does my invoice show fewer registrations than I sold in my billing period?

There are several reasons why the number of registrants on your invoice may be lower than the total number of registrants that registered during that invoice period. Depending on how registrants were sold and processed, some registrations may not appear on your invoice.