The Processing Charge feature lets your practice automatically add an extra fee to patient payments, such as a processing charge, convenience fee, or miscellaneous service fee. This helps offset payment processing costs while presenting a clear, itemized fee to patients during checkout or invoicing.
Tip: Aesthetix CRM offers AX Pay, our own payment processing with rates better than Stripe, which can reduce or eliminate the processing costs you would otherwise pass on. See AX Pay Overview and Setup Guide.
A processing charge is an additional fee applied to a patient's transaction total to cover costs such as payment processing or service-related charges. The fee is visible to the patient during checkout and included on their payment receipt. Once enabled, you can:
Define the percentage fee
Customize the label displayed to patients
Choose which payment channels the fee applies to
The fee is automatically calculated based on the transaction amount, ensuring accuracy and transparency.
The processing charge is applied to the amount calculated as:
(Subtotal − Discounts + Taxes)
This represents the actual amount processed through the payment provider. For e-commerce orders, the calculation is:
(Subtotal − Discounts + Taxes + Shipping)
All fees are rounded to two decimal places before being added to the total.
Processing charges can be applied to these payment sources:
E-commerce Stores (does not apply to e-commerce upsell products)
Invoices & Estimates
Funnels
Forms
Surveys
Payment Links
Services
Important: This feature is unavailable for PayPal and Custom Payment Providers, except for Invoices, where it works for all providers.
Draft invoices reflect the processing charge only if edited after the feature is enabled.
The charge does not apply to e-commerce upsell products.
Fees are rounded to two decimal places before being added to the total.
Invoices already sent or orders already placed before enabling the feature remain unaffected.
Disabling the feature does not retroactively remove charges from existing invoices or orders unless they remain editable.
Processing charges appear as a separate line item during checkout and are included in the final total.
The charge does not apply to invoices paid through the mobile app (mobile support is coming soon).
Log in to your account.
Navigate to Payments → Settings.
Scroll down to the Miscellaneous Charges section.
Enable the Processing Charges toggle.
Define a custom label or name for the fee (for example, Convenience Fee or Processing Charge).
Enter the percentage fee to apply (for example, 2.5%).
The custom label appears in the checkout summary and on the payment receipt.
Compliance reminder: Ensure your use of processing charges complies with local laws and regulations.
Choose where the processing charge should apply:
Invoices & Estimates
Funnels
E-commerce Stores
Payment Links
Forms
Surveys
Select one or multiple options as needed, then click Save to confirm. The processing charge now applies automatically to the selected payment sources during checkout.
The fee displays differently depending on the checkout experience:
E-commerce Store Checkout: Shown as a separate line item in the order summary.
Invoices & Estimates: Appears after the patient clicks the Pay button on the invoice checkout screen.
Funnels, Forms, and Payment Links: Displayed as part of the total transaction amount.
You can track and analyze all applied processing charges. You can:
View processing charges in Transactions CSV exports
View processing charges in Orders CSV exports
Filter results by date range, payment channel, or fee label
Export the data for reconciliation and accounting
These fields provide detailed information about the processing charges applied to each transaction.
If the charge is not appearing on invoices, check the following:
Confirm the invoice channel is enabled. Go to Payments → Settings → Miscellaneous Charges and ensure Invoices & Estimates is checked and saved.
Verify where you are viewing the invoice. Processing charges appear only after the patient clicks the Pay button, not always in the invoice preview.
Edit older draft invoices. Draft invoices created before enabling the feature show the fee only after being edited and saved again.
Previously sent invoices will not update. Invoices already sent before enabling processing charges will not automatically update.
Mobile app payments are not supported. Processing charges currently do not apply to invoices paid via the mobile app.
Quick validation test: Create a new test invoice after enabling processing charges, open the invoice link as the patient, click Pay, and confirm the processing charge appears as a line item.
Can I set different processing charges for different payment channels?
Not currently. The same fee applies across all selected channels. Channel-specific fees are planned for a future update.
Will disabling processing charges remove them from past invoices?
No. Disabling the feature affects only new invoices or orders. Existing records retain the fee unless they are still editable.
Are processing charges supported for all payment providers?
All providers are supported for Invoices & Estimates. PayPal and Custom Payment Providers are not supported for other checkout types.
How is the processing fee calculated?
The fee is calculated using (Subtotal − Discounts + Taxes). For e-commerce transactions, it is (Subtotal − Discounts + Taxes + Shipping).
Can I apply processing charges to mobile app payments?
Not currently. Mobile app support is coming soon.
Where do patients see the processing charge?
Patients see the fee as a separate line item during checkout, on invoices, and on transaction receipts.
Can I customize the name of the processing charge?
Yes. You can create a custom label that is displayed to patients (for example, Convenience Fee).
Is there reporting for processing charges?
Yes. Transaction and order exports include the fee label and amount for reporting and reconciliation.
