Special Features and Credits
What are Special Features and Credits?
Special features and credits in Partner Center include management fees visibility, credit notes for canceled services, and vCash virtual credits that can be applied to any Vendasta purchase. These features provide transparency in billing and flexible payment options.
Why are These Features Important?
Understanding special billing features helps you:
- Track additional fees associated with products
- Manage credits from canceled services
- Apply virtual credits to reduce costs
- Maintain accurate financial records
- Optimize your spending with available credits
What You Can Do with Special Features
| Feature | Description |
|---|---|
| Management Fees | View additional fees associated with certain products |
| Credit Notes | Access credits from canceled products or services |
| vCash Credits | Use virtual credits for any Vendasta purchase |
| Credit History | Track all credits and fees over time |
Management Fees
What are Management Fees?
Management fees are charges that apply to certain Vendasta products. These fees appear as separate line items on your invoice, making it easier to identify the additional costs associated with specific products.
How to View Management Fees
On Your Receipt
Management fees will appear as separate line items on your receipt:
In the "By Purchase" Tab
You can view management fees in the "By purchase" tab of your billing section:
In the "By Account" Tab
You can also see management fees in the "By account" tab, which organizes charges by business account:
Downloading Management Fee Reports
To download a detailed CSV report that includes management fees:
- Go to the "By purchase" tab
- Click on the CSV download option
Understanding the CSV Report Format
The CSV report will show your management fees in the following format:
Changes to Management Fee Display (October 2022)
In October 2022, we updated how management fees are displayed in your billing information.
Current Format (October 2022 and newer)
Management fees are now displayed separately from product charges, making it easier to identify these costs:
Previous Format (Before October 2022)
Prior to October 2022, management fees were combined with the product charges:
PDF Invoices
Your monthly PDF invoice will also show management fees as separate line items:
Partner Credit Notes
What are Credit Notes?
A Credit note is a receipt issued by Vendasta to a Partner who has canceled a product or service(s) and is offered 'credits' that can be used to offset future purchases.
How to Access Credit Notes
Your credit note history can be found in Partner Center → Administration → Financial Documents → Credit notes.
Using Credit Notes
Credit notes represent:
- Refunds for canceled products or services
- Credits that can be applied to future purchases
- Adjustments to your account balance
- Documentation for financial record keeping
vCash: Virtual Credits
What is vCash?
vCash is virtual credit you can use for purchases in the Vendasta ecosystem. You can now use vCash on any purchase.
Examples of what you can use vCash for:
- Purchase of Reputation AI
- Your subscription fees
- Marketplace purchases
- Any purchase across the Vendasta system
Click here to see full terms and conditions.
How to Check Your vCash Balance
If you have vCash, you can find your balance by browsing Partner Center → Administration → My Billing → Billing & Payments.
How to Use vCash
When completing a purchase, you'll see the following notice if you have a vCash balance:
Your vCash balance will be automatically applied to the purchase. If you do not have enough to cover the entire purchase, the available vCash credit will be applied, and you will only be charged the remainder.
vCash Application Rules
- vCash is automatically applied to eligible purchases
- If your vCash balance is less than the purchase amount, the remaining balance will be charged to your payment method
- vCash can be used for any product or service in the Vendasta ecosystem
- Credits are applied in the order they were issued
Discounts and volume commitments
What is a volume commitment?
A volume commitment is a contractual agreement to activate a minimum number of products per month. If you don't reach that minimum by month-end, you are billed for the shortfall — regardless of whether the products were actively used. Volume commitments are a contractual obligation, not usage-based billing.
Why you may see a charge even if you didn't use a product
If you have a volume commitment for a product and your activations fall short of the minimum, the platform bills the difference at month-end. This charge is not a billing error — it reflects the committed volume you agreed to.
How discounts work (seat-based logic)
Discounts on Vendasta products are allocated as a fixed number of seats per billing period. These seats are assigned on a first-come, first-served basis to the accounts that activate or renew the discounted product earliest in the month.
- If all discount seats are filled early in the month, later activations are charged at the standard rate.
- Discounts are not account-specific by default — they apply to whichever accounts use the product first.
Timing rule for discounts
The Vendasta platform operates on UTC. Discount expiry occurs at 6:00 PM CST on the last day of the billing period. Activations processed after that cutoff will not qualify for the expiring discount, even if they appear to fall within the same calendar day in your local time zone.
How to view your discounts
To see the discounts currently applied to your account:
- Navigate to
Partner Center→Administration→My Billing - Click the Discounts tab
This shows your active discount agreements, including the number of committed seats and the discount rate.
Managing Credits and Fees
Credit Tracking
All credits and fees are tracked in your Partner Center:
- Management fees appear as separate line items
- Credit notes are accessible through Financial Documents
- vCash balances are shown in your billing section
- Historical data is maintained for record keeping
Financial Record Keeping
Use these features to:
- Track all additional costs and credits
- Maintain accurate financial records
- Apply available credits to reduce costs
- Monitor fee structures for different products
FAQs
What are management fees and why do I see them?
Management fees are additional charges that apply to certain Vendasta products. They appear as separate line items on your invoice to provide transparency about the additional costs associated with specific products.
How do I access my credit notes?
Your credit note history can be found in Partner Center → Administration → Financial Documents → Credit notes. Credit notes are issued when you cancel products or services and receive credits for future use.
What is vCash and how do I use it?
vCash is virtual credit that can be used for any purchase in the Vendasta ecosystem. It's automatically applied to eligible purchases, and you can check your balance in Partner Center → Administration → My Billing → Billing & Payments.
Can I control when vCash is applied to purchases?
vCash is automatically applied to eligible purchases. If you have a vCash balance, it will be used first, and any remaining amount will be charged to your payment method.
How do I download reports that include management fees?
Go to the "By purchase" tab in your billing section and click the CSV download option. The resulting report will include management fees as separate line items.
When did the management fee display change?
In October 2022, we updated how management fees are displayed. They now appear as separate line items instead of being combined with product charges, making it easier to identify these costs.
Can I use vCash for subscription renewals?
Yes, vCash can be used for any purchase in the Vendasta ecosystem, including subscription renewals, new product purchases, and marketplace items.
Do credit notes expire?
Credit note terms may vary. Check your specific credit note details or contact support for information about expiration dates and usage terms.
Why am I being charged for a volume commitment if I didn't activate the product?
Volume commitments are billed at month-end based on the number of activations you contracted for — not the number you used. If your activations fall below the committed minimum, you are charged for the difference. This is a contractual obligation. Review your commitment details in the Discounts tab under Administration → My Billing.
Why was I charged full price for a product that should have been discounted?
Discounts are seat-based and assigned on a first-come, first-served basis. If all available discount seats were filled by other activations earlier in the billing period, your activation received no discount. Additionally, activations processed after 6:00 PM CST on the last day of the billing period will not qualify for a discount expiring that period, even if they fall within the same calendar day in your local time zone.