Your organisation will receive invoices from Spektrix every month. In this article, we’ll cover the different types of invoices you might receive and how the charges are calculated.
Types of Invoices
There are three main types of invoices your organisation may receive from Spektrix:
- the Software invoice which bills you for the Application Service Charge
- the Spektrix Payments invoice which bills you for payment processing fees (for organisations on Spektrix Payments)
- the Hardware invoice (for UK and Ireland organisations)
Application service charge
Every month your organisation will receive an invoice from Spektrix. This invoice relates to the Application Service Charges section of your agreement with Spektrix.
Generally, your organisation will pay a single service charge for:
- Unlimited Spektrix users
- Dotdigital email sends
- Other add-ons as outlined in your agreement
This service charge is calculated based on the amount of chargeable sales processed through the Spektrix system in the previous month. The items that are chargeable (or not) are outlined in your agreement.
To calculate the service charge, we use the Spektrix Invoicing Report. This report aggregates your monthly chargeable sales (applying any exclusions and caps that were agreed to) and calculates the associated service fee based on your pricing.
This report is run at the start of every month causing an invoice to be sent for the previous month. The invoice is then sent by email to your designated finance contact (including a purchase order number if we receive one). The details of your designated finance contact and purchase order numbers are registered when you sign your agreement with Spektrix. You can update this information by emailing our accounts team.
You’ll need to pay your software invoice within 15 or 30 days of receiving the invoice, depending on the payment terms specified within your agreement.
This is a visualisation of how the invoicing cycle works:
We can accept payment through a number of different methods. At the bottom of your invoice, you can find the current preferred payment method we’ve got on record for your organisation.
To update your preferred payment method, email our accounts team.
You can find out more about payment methods in our article on How to pay your Spektrix Invoice.
Spektrix Payments invoice
If your organisation uses Spektrix Payments, you’ll receive a monthly invoice for the payment processing fees incurred on the transactions you’ve processed in the previous month. These fees relate to the Payment rates section of your agreement with Spektrix.
We send this invoice based on a monthly statement issued by Adyen on your merchant account within the first working days of every month.
This statement includes a summary page and a detailed calculation page which breaks down your monthly charge into its components.
This is an example of the detailed calculations you will find in the statement generated on your Adyen account:
For more information about your Adyen Spektrix Payments statement, read our article on Understanding the Adyen statement.
Payment for this invoice is taken at source by Adyen on your daily deposits, and does not require you to make a separate payment.
TIP: Organisations on Spektrix Payments who purchase pin pads / chip and pin readers will not be charged. Payment terminal costs are included for Spektrix Payments users on a fair usage basis.
Hardware invoices
Organisations in the UK and Ireland are able to order hardware through Spektrix at an additional cost which we will send an invoice for. Organisations on Spektrix Payments who purchase pin pads / chip and pin readers will not be charged.
Usually, you’ll make a hardware order request through your project manager during implementation. You can also make new hardware requests by contacting support. Shortly after, you’ll receive a quote from Hardware at Spektrix asking you to confirm the details (quantity, delivery address change, PO number) before we go ahead with the purchase.
This is an example of a hardware quote:
Once you’ve received the order, you’ll receive an invoice for this hardware purchase in the next month. This invoice will reference the quote you’ve approved in the description, and the amount will match the amount you signed off on. Any purchase order number communicated to us will show on the invoice.
This is an example of a hardware invoice:
You’ll need to pay your hardware invoice within 15 or 30 days of receiving the invoice depending on the payment terms specified within your general service agreement with Spektrix.
We can accept payment through a number of different methods. At the bottom of your invoice, you can find the current preferred payment method we’ve got on record for your organisation.
To update your preferred payment method, email our accounts team.
You can find out more about payment methods in our article on How to pay your Spektrix Invoice.
Further Reading
To continue learning about Spektrix charges, take a look at the following articles:
- How to Pay your Spektrix Invoice
- Understanding your Adyen statement
- How to understand your Spektrix Invoicing Report