How am I billed from CircuiTree?

Depending on your contract, there are different ways that you can be billed. If you have any questions concerning billing, please contact your Business Analyst.

On or after the first day of the month, you will get an Invoice that summarizes the activity from the previous month. For example, an Invoice that is sent on April 1st, would be a summary of activity that occurred between the billing dates of March 1st and March 31st.

Payments, Credits and Adjustments

  • Includes any Payments, Credits or Adjustments that have been applied to your account the previous month.

Charges

  • Includes any Fees for using CircuiTree services.

Registration Fees

Camper

This type of billing is typically used for any Event where you are collecting the name of a person who is attending an Event. Here is how Registration Fees (Camper) is billed:

  • Active Registrations for any Event that has an Event Type with a Feature Package of Camp that occurs between the billing dates.

For example, the following would be billed as Registration Fees (Camper) if the Event had an Event Type with the Feature Package of Camp.

  • 450 Registrations for Overnight Camp.
  • 320 Registrations that are named as part of a CT6 Guest Group this is using a Template Event.
Transfers

Any Registration that is transferred to another Event does not count as a new registration. For example, if you transfer Victoria Parks from Overnight Camp – Week 1 to Overnight Camp – Week 5, no additional fees are charged.

Cancellations

If you cancel a Registration, nothing occurs in terms of billing. For example, if Jeremy Parks is registered for Overnight Camp – Week 3 on March 15th and then cancels on March 25th, then you will be billed for one registration in March. We recommend creating a Cancellation Policy to at least collect the fee that you are charged from CircuiTree for any cancellation.

Pending / Pending Waitlist

No fees are billed for Pending Registrations. Once a Pending Registration is Active, then it will be billed in the month that it was activated in. For example, Nora Parks has a Pending Registration that was created on February 25th. It is activated on March 3rd, so the fee would be charged on the March Invoice.

Waitlist

No fees are billed for Waitlist Registrations. Once a Waitlist Registration is Active, then it will be billed in the month that it was activated in. For example, Nora Parks has a Waitlist Registration that was created on January 20th. It is activated on April 10th, so the fee would be charged on the April Invoice.

Quick TipRegistration Fees (Conference) and Registration Fees (Retreat) are no longer offered as part of a standard CircuiTree contract. If you do have these Fee types as part of your contract, they are billed in the same way as Registration Fees (Camper).

Rental

Fees for Rentals are charged for unnamed Attendees. Here is how Registration Fees (Rental) are billed:

  • Guest Count on an Itinerary where there are no Registrations. Created by making an Itinerary with a Reservation.
  • If the Itinerary was created in CT5, billing is based on the Guest Count on the Itinerary on the last day of the Itinerary.
  • If the Itinerary was created in CT6, billing is based on the Guest Count on the Itinerary on the date it was activated or the date when additional reservations are made.
Example

Here are some examples of how Registration Fees (Rental) would be applied:

  • CT5 or CT6Daily Reservation
    • Gwen Parks makes a Reservation for her family of 4 on September 6th to stay in a Lodge Room between November 15th and 17th setting the Guest Count as 4.
    • On October 20th, 2 more Reservations are added to increase the Guest Count to 6.
    • The Itinerary ends on November 17th and the Guest Count of 6 is billed as Registration Fees (Rental) on November Invoice.
  • CT5 Guest Group Itinerary (Attendees not named)
    • Geneva Community Church makes a Reservation on March 15th for 80 Attendees for an Itinerary between May 10th and 12th setting the Guest Count as 80.
    • The Guest Count is reduced to 75 on April 3rd.
    • The Itinerary ends on May 12th and the Guest Count of 75 is billed as Registration Fees (Rental) on May Invoice.
  • CT6 Guest Group Itinerary (Attendees not named)
    • Geneva Community Church makes a Reservation on March 15th for 80 Attendees for an Itinerary between May 10th and 12th setting the Guest Count as 80.
    • Guest Count of 80 is billed as Registration Fees (Rental) on March Invoice.
    • The Guest Count is increased to 85 on April 3rd.
    • Additional Guest Count of 5 is billed as Registration Fees (Rental) on April Invoice.
    • The Itinerary ends on May 12th and the Guest Count of 85, no billing occurs.
Quick Tip – If you are creating Guest Group Itineraries in CT6, enter the minimum number of Attendees that the group is required to pay for when you create the Itinerary. Increase the number of Package reservations when the group grows in size. This will prevent you from being billed for too many reservations if the group decreases its Guest Count.

If you do allow for groups to decrease their Guest Count, it is recommend to charge a cancellation fee at least equal to the amount of your CircuiTree rate, since you will have been billed for those in the month that they occured.

Per Use

Staff Fees

If you are using Staff, you will be charged for any accepted Offers between the billing dates in a given month.

For example:

  • Janet Shannon is sent an Offer for the position of Counselor on February 27th.
  • Janet accepts the Offer on March 3rd.
  • Staff Fee is billed on March Invoice.

Donor Fees

Donor Fee is charged once someone donates more than $10 in a given calendar year. You are billed in the month where they donate more than $10. Any donation that is part of a Registration [donate remaining Store Card Balance, donate step during Registration, donate refund], is not charged an additional Donor Fee.

For example:

  • Robert Parks donates $100 on February 15th. The Donor Fee would be charged on the February Invoice. Robert continues to donate $100 on the 15th of each month for the rest of the calendar year but is not charged any more fees.
  • Becky Morse donates $5 on June 15th. Since the amount is less than $10, no Donor Fee is charged.
  • Jeremy Parks has $12.50 left on his Store Card and chose to Donate Remaining Balance, no Donor Fee is charged.
  • Displays as Donor Fee on Invoice.

Service Fee

Fixed

If you have a Service Fee (Fixed) contract, you will be billed the same fee each month to use CircuiTree.

For example:

  • Contract has a set Service Fee of $700 a month. Each month you would be billed $700.
  • Displays as Service Fee (Fixed) on Invoice.

Processing

If you have a Service Fee (Processing) contract, you will be billed a percentage of any payments processed, less refunds or donations, between the billing dates each month.

For example:

  • Contract has a set Service Fee (Processing) at 2.0%.
  • The following was processed in a given month.
    • $150,000 in Payments
    • $5,000 in Refunds
    • $10,000 in Donations
  • Fee calculated as $150,000 – $5,000 – $10,000 = $135,000 x 2% = $2,700 displayed as Service Fee (Processing) on Invoice.

Custom

Features

If you were quoted a price for a Custom Feature, you will be billed the number of hours it took to complete in the month that it was released. Standard rate is $100 per hour.

  • Custom Feature of 40 hours completed and released on January 10th. Billed $4,000 on January Invoice.
  • Displays as Custom Feature on Invoice.

Reports

Hours billed to complete a Custom Report, Query, Skin or Script. You will be billed the number of hours it took to complete in the month that it was released. If the work was completed between the 25th and the end of the month, it will be billed on the next month’s Invoice. Billed on the quarter hour at a standard rate of $100 per hour.

For example:

  • Quote of 0.75 hours for Development to update the Attendee Count Sheet report. Report completed on May 10th would be billed $75 on May Invoice.
  • Quote of 0.50 hours for Development to update Registration List query. Query completed on May 27th would be billed $50 on June Invoice.
  • Displays as Custom Reports on Invoice.

Additional Licenses

Concurrent User

Fee charged when additional concurrent licenses are needed in order to access CT5 through VMware Horizon Client. Yearly fee of $1,400 per user divided into 12 payments of $166.66 and billed once per month.

For example:

  • 3 additional concurrent licenses added to October Invoice.
  • Fee of $166.66 x 3 = $350 charged per month.
  • Displays as Additional Licenses (Concurrent User) on Invoice.
Quick Tip – There are no additional fees for users accessing CT6.

SalesLink

Fee charged when additional SalesLink 5 licenses are needed. Yearly fee of $500 per license divided into 12 payments of $41.66 and billed once per month.

For example:

  • 2 SalesLink licenses added to December Invoice.
  • Fee of $41.66 x 2 = $83.33 charged per month.
  • Displays as Additional Licenses (SalesLink) on Invoice.

Webstore

Fee charged when Webstore is used. Yearly fee of $1,200 per license divided into 12 payments of $100 and billed once per month.

For example:

  • Webstore added in April.
  • Fee of $100 charged per month.
  • Displays as Additional Licenses (Webstore) on Invoice.

Processing Fees

On the last page of your Invoice, you will see a breakdown of your credit card and eCheck processing between the billing dates of the Invoice that includes the following information:

  • Day – Sales Batch ID – Includes the date and the Merchant Batch ID
  • Amount – Amount processed less any refunds.
  • CC Fees – Amount processed x fee percentage. For example, $10,000 processed x 2.6% fee percentage = $260
  • Transaction Fees – Fee charged per transaction. For example, 52 transaction at $0.25 per transaction = $13
Quick Tip – Interested in signing up for Automated eCheck processing? Learn all about it here.