Guide to Remote Payment Services Pricing

Outsourcing vendor payments can relieve your AP team of tedious manual work and help you scale your business without adding headcount. It can also greatly reduce your risk of fraud and enable your team to work remotely.

If you are considering outsourcing with Mekorma Remote Payment Services, your company’s payment volume and mix will ultimately determine what your costs will be.

Another cost factor will be your payment service provider. Mekorma partners with two different providers, and their fee structures vary. We will work with you during the discovery process to determine the best provider and plan for your company.

Factors that determine the cost of Remote Payment Services

The associated costs of payment outsourcing are primarily usage based; your company will pay transaction fees for the number of payments processed each month, a flat monthly service fee, and for initial implementation.

Transaction Fees

Transaction fees will apply depending on the number of payments you send monthly. Rates may differ for each type of payment sent - checks, ACH, and virtual credit card payments carry different costs. Fees can vary from $0.50 to $1.50 per check or ACH processed and sent. Frequently there are no fees associated with virtual credit cards, but each provider is different.

Comparing outsourcing costs and benefits to your current in-house payment processing should offer a significant savings.

To analyze what you currently pay to process payments in-house, factor in the following:

  • Per check cost for stock (pre-printed or blank)

  • Toner cartridge cost

  • Postage

  • Envelopes

  • ACH / wire fees, based on your bank’s transaction and file fees

  • The number of hours per week dedicated to processing (including batching, approving, hand signing, and sending payments), multiplied by the hourly wage of the people involved

  • Average losses due to fraudulent activities, internal or external

On average, your in-house processing costs will be between $4 and $20 per check.

Monthly Network Services Fees

In addition to fees per transaction, the payment provider charges a flat monthly fee for services. This will be between $100 to $500 per month depending on the provider. On occasion, for particularly complex clients, this monthly fee can be higher.

Monthly fees are typically offset by the rebates offered.

It’s important to note that you can’t look at any one cost to determine the better deal. In the end, your ROI might be very similar when you compare providers – and it all comes down to rebates.

Rebates Can Offset the Monthly and Transaction-Based Fees

In the table below, you’ll see an example of the estimated ROI for a Mekorma client that processes 1,552 payments per year. The client currently spends roughly $4,823 annually to process payments in-house. Even though they send more ACH payments than paper checks, almost all their current costs are going towards printing and mailing paper checks.

sticker-graphic-01.pdfThe ACH fee of $0.43 is an estimate and this will vary depending on what your bank charges per transaction, for the file submission, and the average number of transactions per file submitted. Banks may say ACH costs $0.05-$0.25 per transaction, but they also charge a per file fee – it can be as high as $10.

epayments-Savings-Graph-01.png

With a remote payment solution, this client can potentially cut their costs by 77% as soon as they start outsourcing. Their rebate potential for the year is more than $10,000 from payments made by virtual card. While ongoing service fees are on the higher end of the scale - $500 per month - that still leaves them with an estimated profit of $8,488 per year.

One-time Implementation Cost

Technical implementation of the software that supports Remote Payment Services is set based on the number of checkbooks and company databases you are configuring. Additional fees may be charged if your system requires an upgrade, you need a customization, or you want to add functionality.
 

Remote Payment Connector

The Remote Payment Connector allows Dynamics GP to communicate with the outsource provider’s platform. Through the end of 2021, the price of the software is waived; as of January 1, 2022, the price for the Connector will be $4,000.

Implementation of the Connector is $5,000. This includes five checkbooks as part of the configuration; additional checkbooks over the initial five will cost $500 each.

In addition to these costs, we’ll need to review your current system to see if additional fees are required:

Core Platform

Do you already own our core payment platform for Dynamics GP (Mekorma Payment Hub) and are you on the latest version?

The Payment Hub is the foundation for our Remote Payment Services offering and ensures you have an efficient way to build and securely approve payment batches BEFORE they’re sent to the outsource provider’s platform.

If you do not have yet have the Payment Hub features configured, the implementation will include the cost of set up based on the number of checkbooks, companies, approvers, and the level of automation needed.

  • The Payment Hub software costs $3750 with an ongoing annual maintenance fee of $750. (2021 pricing)

  • If you are on an earlier version of the Payment Hub that does not support Remote Payment Services, you will need to upgrade. If needed, our Customer Success Team can do this for $250 per GP company.

  • Implementing batch automation, security and approval workflows within the Payment Hub starts at $2500.
     

Example scenarios after purchasing and/or upgrading the Payment Hub:

  • Your implementation consists of one company, one checkbook and two payment approvers. This simpler configuration averages $2,600.

  • Your implementation is more complex* with five companies, five checkbooks and four approver configurations – this averages $6,400.

    * If you have many GP companies, we will work with you to structure an implementation plan that includes training your IT team to do some of the work internally to keep costs down.
     

Optional Automation Add-Ons

Do you want additional automation tools to complement the efficiency of your payment system? Many of our clients have optionally added our PowerApprovals App for mobile approvals and requested an integration with their Document Management system so invoice images can be viewed.

  • The PowerApprovals app costs $750 with an ongoing annual maintenance fee of $750. (2021 pricing)

  • Implementing the PowerApprovals app is a flat fee of $2,000.

  • Document Management integrations range from $4,000 to $9,000. The lower range covers integrations we’ve already completed, tested and deployed to customers (to date these include KwikTag and PaperSave). The higher range applies to new integrations that we would need to build to your requirements.

In summary, there are quite a few factors that influence what you will pay to outsource your vendor payments – and what you may get back in rebates. We can help create and carry out the solutions that give you and your team the best ROI.

The Benefits of Remote Payments for Dynamics GP Users

In today’s ever-changing world, financial professionals have to move beyond the familiar habits of sending paper checks and move to safer, more efficient payment methods.

If you run your AP processing within Dynamics GP, outsourcing your vendor payments with Mekorma’s Remote Payment Services offers the following benefits:

  • Dynamics GP remains your system of record.

  • Payments are still processed, approved and posted into GP using our Action Board for robotic batch processing and payment approval workflow to streamline approvals in advance of sending payments for processing.

  • All file and payment transfers are fully automated and seamlessly handled without adding additional steps.

  • You maintain complete control over what vendor payments are sent out and any you wish to print in-house.

  • The outsource provider fully indemnifies all payments sent via their services. Continuous onboarding, vendor payment inquiry services, and vendor portals are available to those receiving electronic forms of payment.

  • A payment portal for your Accounts Payable department is also provided for additional visibility into the payments sent through the service.

  • Accounts Payable maintains complete control all while freeing themselves from the burden of:

  1. Fielding vendor inquiries

  2. Managing and securing vendor banking information

  3. Stuffing and mailing checks

  4. Fraudulent payment research and recovery
     

We can help you determine what provider and plan offers the best ROI for your organization. 
Please book a discovery session here.