Skip to main content

Transparent Processing: How Payment Fees Work in NX POS

Updated

Transparent Processing: How Payment Fees Work in NX POS 💳✨

Managing processing costs while keeping payment options transparent for your guests is simple with NX Restaurant POS! With our flexible Payment Fee feature, venues can automatically add a small processing or convenience charge when a guest chooses a specific payment method. 🚀
 
This guide explains how Payment Fees work, how amounts are calculated, what guests see on their receipts, and how to troubleshoot payment questions!

 

What is a Payment Fee? 🤔

A Payment Fee is an extra charge added to a check when a guest pays using a specific payment method configured by your venue.
 
Unlike broad surcharge programs or cash discounts, a Payment Fee is completely customized:
  • 🎯 Set Per Payment Method: Fees are enabled on individual payment methods—not applied venue-wide. You can set a fee on Visa/Mastercard, a different rate on Amex, no fee on debit, or specific fees on gift cards and house accounts!
  • 💳 Not Limited to Credit Cards: If your venue chooses to configure a fee on cash, gift cards, or house account tenders, the fee applies to those methods too. It follows the specific tender's settings, not built-in assumptions.
  • 🆓 Zero-Fee Tenders: Any payment method without a configured fee will never add an extra charge to a guest's check.

 

How Payment Fee Amounts Are Calculated 📐

When a guest pays with a fee-enabled tender, NX POS calculates the extra charge automatically:
  1. Percentage Calculation: A percentage fee is calculated directly on the amount being tendered (whether paying a full balance or a custom split-payment amount).
  2. Taxable Fees: If your venue configures the fee as taxable, sales tax is calculated on the fee amount and added to the check.
  3. Added On Top: The fee is added on top of the total balance (increasing the amount charged), unlike a cash discount which reduces it.
     

Practical Example 📊

Imagine a guest owes $50.00 and pays with a credit card carrying a 3% Payment Fee:
  • Base Amount: $50.00
  • Fee Calculation: 3% of $50.00 = $1.50
  • Total Charged: $51.50

💡 Comparison: If that same venue has no fee configured on Gift Cards, a guest paying $50.00 with Gift Card is charged exactly $50.00. Same check, different payment method, different result!

 

What Guests See on Their Receipt 🧾

Transparency builds guest trust! When a Payment Fee applies, it appears as its own itemized line on the printed check, voucher, and screen—completely separate from the check subtotal, tax, and tip.

 

The label on that receipt line reflects the custom name set by your manager in NX Portal (such as "Processing Fee," "Convenience Fee," or "Payment Fee").

 

How Staff Can Waive a Fee on a Transaction 🔓

If a guest's payment method carries a fee, but a manager or server needs to waive it for a specific situation (such as a customer service courtesy), authorized staff can easily remove it!
  1. Select the payment method on the POS checkout screen.
  2. Open the tender's option menu.
  3. Tap No Fee before completing the transaction.

📌 Note: Tapping No Fee waives the charge for that single transaction only—it does not change your venue's permanent settings in NX Portal!

 

⚙️ Configuring Payment Fees

Learn about configuring Payment Fees and other Fee Mitigation options here: Take Control of Processing Costs: How to Configure Credit Card Fee Mitigation


Troubleshooting & Resolving Guest Questions 🔍

If a guest questions a payment fee on their receipt, follow these quick verification steps:
  1. Step 1: Check the Specific Payment Method:Identify Tender.
    Confirm the exact payment method used (e.g., Amex vs. Visa, or Gift Card). Fees are set per tender, so the exact method determines whether a fee applies.
  2. Step 2: Check Venue Fee Settings:Verify Percentage.
    Verify the specific percentage configured for that tender in NX Portal. Don't assume all card types share the same fee rate!
  3. Step 3: Check the Math:Review Calculations.
    Calculate: Fee = (Configured Fee %) × (Amount Actually Tendered). If the fee is set as taxable, add the applicable tax rate.
  4. Step 4: Verify 'No Fee' Overrides:Check Waive Status.
    If the fee line is missing, verify if staff selected the No Fee option during checkout.
Need Technical Assistance?
If the fee charged on a check does not match (Fee % × Tendered Amount) + Tax, please escalate the issue to NX Support with the Check ID, Payment Method Used, and Amount Charged!

 

Need Additional Support? 💬

If you need help configuring payment fee rates or setting up tender names in NX Portal, reach out directly to NX Restaurant Support anytime! We're here to help keep your checkout process smooth and hassle-free. 🌟
Powered by Zendesk