Invoices & fees

ICEPAY creates an invoice for your ICEPAY Account each month.

The invoice summarizes the fees and services charged during that month, such as payment processing costs, payment-method-specific costs, and additional services.

By default, the invoice amount is deducted from an ICEPAY statement and therefore reduces the amount available for payout.

Invoices are account-level

Invoicing works the same regardless of how you accept payments.

Whether you use a ready-made e-commerce integration, the Checkout API, or another ICEPAY payment flow, your fees are invoiced at ICEPAY Account level.

Invoice or fee?

These terms describe two related concepts.

Fee

A cost associated with a payment, payment method, service, or another part of your ICEPAY agreement.

Invoice

The monthly document that groups the applicable fees and services charged to your ICEPAY Account.

The exact fees that apply depend on your ICEPAY agreement and the services and payment methods you use.

Your pricing is account-specific

Not every merchant has the same pricing structure.

Use your ICEPAY agreement or pricing proposal when you need to verify the rates that apply to your account.

When are invoices created?

Invoices are created at the end of each month.

By default, the invoice is then included on the first ICEPAY statement that follows.

The exact statement depends on the payout frequency configured for your account.

For example, if you receive payouts weekly, the monthly invoice can be deducted from the first weekly statement created after month-end.

The first payout of the month can be lower

Because the monthly invoice is normally deducted from the first following statement, that payout can be lower than the total value of the payments included in the same period.

What can appear on an invoice?

The invoice is divided into categories based on the costs that apply to your ICEPAY Account.

Invoice category	What it can include
Products and services	Base products and services provided by ICEPAY
Payment costs	Costs associated with processing payments
Payment method costs	Costs associated with a specific payment method
Additional services	Services that are not included by default
Additional payment method costs	Additional fees related to a specific payment method
Non-euro costs	Costs incurred in currencies other than euro

Only categories that apply to your account are included.

Products and services

This section contains costs for the ICEPAY products and services included in your agreement.

If a particular product or service is not used or charged for your account, it does not need to appear on the invoice.

Payment costs

Payment costs are charges associated with payments processed through ICEPAY.

Depending on your agreement, these can be structured as:

• a fixed amount per payment;
• a rate based on payment volume;
• another pricing structure defined in your agreement.

Check your agreement for the applicable rate

The invoice shows the costs charged during the month.

Your agreement or pricing proposal defines how those costs are calculated for your ICEPAY Account.

Payment method costs

Some costs are associated specifically with the payment method used.

Examples can include costs related to:

• card payments;
• another enabled payment method;
• disputes or chargebacks where applicable.

These costs can differ between payment methods.

Additional services

If you use services that are not part of the standard setup for your account, their costs can appear separately on the invoice.

Additional payment method costs

A payment method can also have additional costs beyond the standard payment processing fee.

For example, additional costs can apply to card processing depending on the agreement and type of transaction.

Non-euro costs

If costs are incurred in another currency, they can appear under the non-euro cost section of the invoice.

Find your invoices

Invoices are available in the ICEPAY Portal.

Go to:

Invoices

From there you can:

• view your invoices;
• open an invoice for more details;
• download the invoice as a PDF.

1. Open Invoices

   Sign in to the ICEPAY Portal and go to Invoices.

2. Select an invoice

   Open the invoice for the month you want to review.

3. Review the costs

   Check the products, payment costs, payment-method costs, and any additional services included.

4. Download the PDF if needed

   Use the PDF download when you need the invoice for your accounting records.

How is the invoice paid?

By default, ICEPAY deducts the invoice amount from your statement.

On the statement, the invoice appears as a negative amount.

For example:

Processed turnover              €10,000.00
Invoice                           -€175.00
─────────────────────────────────────────
Remaining amount                 €9,825.00

The resulting statement balance then contributes to the amount available for payout.

The invoice is part of the statement calculation

When reconciling a payout, include the invoice deduction.

Comparing the payout only with successful payments can otherwise make it look like money is missing.

Invoice deductions and payouts

Consider a simplified example:

Payments available for payout     €5,000.00
Refunds                            -€200.00
Monthly ICEPAY invoice             -€150.00
──────────────────────────────────────────
Amount available for payout       €4,650.00

The invoice does not change the original payment amounts.

Instead, it is a separate financial entry that reduces the balance available on the statement.

This is why your payout can be lower than the total amount of payments included in the same period.

Why do some statements not contain an invoice?

Invoices are created monthly, while payouts can occur more frequently.

For example, you may receive:

• daily payouts;
• multiple payouts per week;
• weekly payouts.

In these cases, only the first relevant statement following the monthly invoice needs to contain the invoice deduction.

Other statements during the same month may therefore contain no ICEPAY invoice costs.

Payout frequency and invoicing frequency are different

A more frequent payout schedule does not mean that ICEPAY creates an invoice for every payout.

Invoices are created monthly.

Separate invoices and statements

For some ICEPAY Accounts, the invoice can be handled separately from the statement.

In this setup:

• the invoice amount is not deducted from the statement;
• the payout is not reduced by the invoice amount;
• ICEPAY provides the invoice separately.

This can make the relationship between processed funds and the payout easier to separate from service costs.

Separate invoicing is not available for every account

Contact the ICEPAY team if you want to know whether separate invoice settlement is available for your ICEPAY Account.

Understanding your fees

When reviewing your ICEPAY costs, it is useful to separate them into different types.

Payment fees

Costs associated with processing individual payments.

Method fees

Costs that depend on which payment method was used.

Service fees

Costs associated with products or additional services included in your ICEPAY setup.

Other costs

Additional costs such as dispute-related or non-euro costs where applicable.

The invoice provides the financial summary of these costs, while your agreement determines the pricing that applies.

Fees and payment methods

Payment costs can differ depending on the payment method.

For example, the cost structure for a card payment does not necessarily need to be the same as the cost structure for a bank payment.

The payment methods enabled for your merchant and the applicable pricing are defined by your ICEPAY setup and agreement.

Do not use the invoice as your payment-method configuration

The invoice shows which costs were charged.

Use your merchant configuration and ICEPAY agreement to determine which payment methods are enabled and what pricing applies to them.

Dispute-related costs

Card disputes and chargebacks can also result in costs.

When applicable, these can appear as payment-method-related costs on your invoice.

The financial effect of a dispute is separate from the original payment lifecycle.

For details about handling the dispute itself, see the Disputes & chargebacks page.

Disputes & chargebacks

Understand how card disputes and chargebacks are handled and tracked.

Invoices and statements

Invoices and statements have different purposes.

Document	Purpose
Invoice	Shows the costs charged by ICEPAY
Statement	Shows the financial activity used to calculate a payout or account balance

By default, the invoice becomes one of the financial entries on a statement.

For example:

Statement
├── Processed turnover
├── Refunds
├── Chargebacks
├── Holdbacks
├── Invoice
├── Corrections
└── Balance carried forward

The final statement balance determines the funds available for the related payout or later financial processing.

Use the statement for reconciliation

If you are trying to explain why a payout differs from your processed payment total, start with the corresponding statement.

The statement shows the invoice deduction together with the other financial entries that affect the final balance.

Invoices and reconciliation

When reconciling your ICEPAY activity with your accounting system:

1. Find the relevant invoice

   Open the monthly invoice in the ICEPAY Portal.

2. Check the invoice total

   Confirm the total costs charged for the month.

3. Find the statement containing the invoice

   By default, the invoice is included on the first statement that follows its creation.

4. Match the invoice deduction

   Confirm that the invoice amount appears as a negative financial entry on the statement.

5. Reconcile the final statement balance

   Include the invoice together with payments, refunds, chargebacks, holdbacks, corrections, and any carried-forward balance.

This keeps payment revenue and ICEPAY service costs separate in your accounting while still explaining how they combine into the final payout.

Invoices and your integration

Your e-commerce integration or Checkout API integration does not need to create or process ICEPAY invoices.

Invoices are created automatically at ICEPAY Account level.

This means the invoicing process is the same whether you use:

• WooCommerce, Magento, PrestaShop, or another ready-made integration;
• the Checkout API directly;
• another ICEPAY payment flow.

No invoice API integration is required

Your payment integration is responsible for the payment flow.

ICEPAY handles monthly invoicing, statement deductions, and the financial accounting of those costs separately.

What to remember

• ICEPAY creates an invoice for your ICEPAY Account every month.
• Your invoice contains only the cost categories that apply to your account.
• The applicable rates depend on your ICEPAY agreement.
• By default, the invoice is deducted from the first following statement.
• Invoice deductions reduce the amount available for payout.
• More frequent payouts do not result in more frequent invoices.
• Some accounts can have invoices handled separately from statements.
• Your e-commerce or Checkout API integration does not need to handle ICEPAY invoicing.

Continue reading

Statements & reconciliation

Understand how invoice deductions and other financial entries affect statements and reconciliation.

Payouts

Learn how available funds are grouped and transferred to your bank account.

Reporting

Learn how to export financial data for accounting and reporting.

Disputes & chargebacks

Understand how disputes are handled and why dispute-related costs can occur.

Troubleshooting

I cannot find my invoice

Invoices are created at the end of each month.

Sign in to the ICEPAY Portal and go to Invoices.

If the expected invoice is still unavailable after the monthly invoicing process, contact the ICEPAY team and include your ICEPAY Account details.

The invoice amount does not match what I expected

Review the individual invoice categories and compare them with the pricing in your ICEPAY agreement.

The invoice can contain different types of costs, including:

• payment costs;
• payment-method costs;
• products and services;
• additional services;
• additional payment-method costs;
• non-euro costs.

If a charge remains unclear, contact the ICEPAY team with the invoice reference and the invoice item you want clarified.

My payout is lower because of the invoice

By default, ICEPAY deducts the monthly invoice from a statement.

This reduces the amount available for payout.

Open the corresponding statement and confirm that the invoice appears as a negative amount under the invoice section.

My statement does not contain any ICEPAY costs

ICEPAY invoices are created monthly, while statements can be created more frequently.

If you receive multiple payouts per month, only the statement associated with the monthly invoice may contain the invoice deduction.

The invoice appears on a different statement than I expected

The invoice is created at the end of the month and appears on the first statement that follows.

The exact statement therefore depends on your configured payout frequency.

I want my invoice handled separately from my payout

Separate invoice and statement handling is available for some ICEPAY Accounts.

Contact the ICEPAY team to check whether this setup is available for your account.

I do not understand a payment-method or dispute-related cost

Payment-method-specific costs can vary depending on the payment method and your ICEPAY agreement.

Review your invoice together with your agreement.

For dispute-related charges, also check the related dispute in the ICEPAY Portal.

Contact the ICEPAY team if you need clarification about a specific invoice item.