Agency absorbs
The fee is deducted from your revenue and residents see the adopted price and nothing else. Common for program registration and youth sports.
Platform · Payments and revenue
Money in, held correctly, and reconciled to your ledger.
Card, ACH and e-check in the United States. Interac and pre-authorized debit in Canada. Deposits held and released against the permit that required them. And you decide who carries the processing fee, by facility or by transaction type.
OptimoGov does not take a percentage of your booking revenue on top of processing.
What the platform handles
- United States
- Card, ACH, e-check, counter, cash and check
- Canada
- Card, Interac, pre-authorized debit, counter, cash and cheque
- Holds
- Damage and cleaning deposits, authorized at booking, released after inspection
- Terms
- Instalments, payment plans, fee assistance, credits, refunds, part-season pro rata
- Card data
- Tokenized at the gateway, never stored by us
- Compliance
- PCI DSS, with our scope stated in the security pack
- Processing fee
- Absorbed, passed on, or split, per your policy
- Reconciliation
- To your finance system, per named integration
Who pays the processing fee
The number that actually shows up in your budget.
The processing rate is stated in your written quote. How it is borne is your decision, and it can differ by facility class or by transaction type, because absorbing it for a resident program and passing it on for a commercial rental are both defensible positions.
Renter pays a service fee
Added at checkout and shown as its own line item. Common for private rentals and non-resident bookings. Surcharging rules vary by state and province, so your counsel approves the setup.
Split
Any ratio you set, applied per facility class or rate class. Absorb it for residents, pass it through for commercial renters.
Deposits and the general ledger
A deposit is a liability, not revenue, and your auditor knows it.
Damage and cleaning deposits are authorized at booking, held, then released or partially retained after inspection with the reason recorded against the permit. Outstanding deposit liability, retained amounts by reason and refunds pending are all reportable, and they reconcile to the general ledger rather than to a spreadsheet in the parks office.
- Finance codes on every transaction. Revenue, deposits, refunds and credits carry your codes, so the reconciliation your finance team runs is a check rather than a rebuild.
- Counter and cash reconcile too. Payments taken at a counter, by cheque or over the phone land on the same customer record and the same ledger as online payments.
- Refunds with a reason. Every refund, credit and retained deposit records why, which is the record a records request or an internal audit needs.
- Deferred revenue. An annual membership sold in January is not January's revenue, and the reporting recognizes it the way your finance team needs to.
- No revenue share. We do not take a percentage of your bookings, registrations or ticket sales. You pay the subscription and the stated processing rate.
Questions
Asked on most calls.
If your panel needs an answer that is not here, send the question and we will publish it.
Can we keep our existing merchant account?
Usually yes. Tell us your acquirer and gateway on the demo and we will be straight about whether it is supported today, scoped as an integration, or not viable.
Do you support surcharging?
Where it is lawful in your state or province and your counsel approves it. The rules vary, which is why Model B is configured with your legal advice rather than switched on by default.
What about fee assistance and scholarships?
Eligibility is applied to the household account and flows through pricing. Your public reporting shows subsidy by program tier rather than by household.
Bring your fee schedule and your finance system.
We will configure your rate classes, your deposit policy and your reconciliation on the call.