In this guide, you'll learn how to add or update your payment method on file for RegFox, 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 RegFox Billing Information

From the Pages tab on the top main menu, hover your mouse over the Gear icon in the upper right corner of your account
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 and click Save

View and print invoices

From the Pages screen, hover your mouse over the Gear icon in the top 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 RegFox Invoice

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

Overview

This overview section will show the invoice number, the date the invoice was billed and the invoice amount.

Invoice Details

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

Billing Summary

The Billing Summary 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 registrant fees, offline registrant 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 $.99 portion of the per registrant fee (RegFox charges $.99 +1% for your registrations, with a maximum fee of $4.99 per registrant)
1% registrant volume: This fee includes the 1% portion of the per registrant fee (RegFox charges $.99 +1% for your registrations, with a maximum fee of $4.99 per registrant)
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
SMS start up / activation fee
Per custom domain per year: This fee includes the yearly Custom Domain fee for your RegFox 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 registrations by page.

The Registrant Quantity section shows the total number of charged registrants who signed up for your event during your invoice period
The Registrant Fees section includes the $0.99 portion of the per-registrant fee (RegFox charges $.99 +1% for your registrations, with a maximum fee of $4.99 per registrant)
The Transaction Fees section reflects the 1% portion of the per-registrant fee, as well as the custom gateway fee if you are using a third-party payment processor (RegFox charges $.99 +1% for your registrations, with a maximum fee of $4.99 per registrant)
The Total Fees section summarizes all RegFox fees for registrations processed through your page during your invoice period

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.

If I am using Webconnex Payments, why do a I see per-registrant fee on my RegFox invoice?

A common reason customers using Webconnex Payments see a per-registrant fee on their invoice is due to the use of the offline payment option. Registrants who choose offline payment are billed every 30 days for their fees, which are charged to the card on file. These fees are not deducted from the registration before the payout.

Users might also see a per-registrant RegFox fee on their invoice when using Webconnex Payments if a user adds another registration to an existing order without charging for this new registration. This is because a transaction does not take place, so we are unable to pull the fees from the transaction and In this scenario, RegFox will require a card on file in order to bill for the new registrant that was added.

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 RegFox account, click here.

Add or update RegFox billing information and view and print invoices