⚠️ Important: The information in this article applies only to Practice by Numbers’ in-house payment processing products — PbN Payments and PbN ZeroPay
This guide does not apply to external payment tools such as Stripe-connected payments used for forms, online booking, or third-party integrations. If your practice is using Stripe, refer to the Stripe Payment Support Articles instead.
Practice by Numbers (PbN) offers two internal payment products to help your practice manage costs and patient payment experiences:
PbN Payments – Simpler model where the practice absorbs all processing fees
PbN ZeroPay – Surcharge-enabled model that allows you to pass fees to patients (where permitted)
While both options are integrated into the PbN platform, they operate under different pricing structures and compliance rules. This guide explains each model, including fee examples, surcharging options, and best-fit recommendations—so you can select the model that works best for your practice.
Things to Note:
Card Network / Processing Fees: Fees charged by card brands, issuing banks, and processors (e.g., Visa, Mastercard, Amex).
Transaction Fees (Displayed in PbN): The combined total of card network fees + PbN platform service fee.
At a Glance: Product Overview
Feature | PbN Payments | PbN ZeroPay |
Fee Handling | Practice absorbs all fees | Practice may pass eligible fees to patients |
Surcharging | ❌ Not available | ✅ Available (must follow laws) |
Debit Card Surcharging | N/A | ❌ Prohibited |
Compliance Requirements | Minimal | High |
Transparency of Fees | Standard | Medium |
Best Fit For | Simplicity-focused practices | Practices looking to offset transaction costs |
PbN Payments: Affordable Simplicity
PbN Payments is the standard processing option for practices that want to absorb all card transaction fees. Patients always pay exactly what they owe—no surprise surcharges.
Surcharging: Not permitted
Advantages:
Low-friction patient experience
Predictable pricing model
Great for debit-heavy transactions
Fee Structure Examples: PbN Payments (No Surcharging)
Transaction Type | Processing Fee | Outcome (Patient Pays $100) |
Card Present Non-Amex Credit Card | 2.69% + $0.30 | Practice receives $97.01 |
Card Not Present NonAmex Credit Card | 2.90% + $0.30 | Practice receives $96.80 |
All Amex Credit Cards | 3.40% + $0.30 | Practice receives $96.30 |
💡 Note: These rates reflect PbN Payments’ model, where the practice absorbs all fees. The patient pays $100 in each case.
PbN ZeroPay: Flexible Cost Management
PbN ZeroPay empowers practices to pass processing fees to patients via surcharges, within the legal limits of each jurisdiction. This model can help reduce overall payment processing costs—particularly for credit-heavy transactions.
Surcharging: Available and configurable
Advantages:
Reduces practice payment overhead
Offers flexibility for card-present or online payments
Supports fee pass-through (where permitted)
Fee Structure Examples: PbN ZeroPay (Without Surcharging)
These examples apply when the practice does not pass the surcharge to the patient:
Transaction Type | Processing Fee | Outcome (Patient Pays $100) |
Card Present Debit Non Amex | 1.5% + $0.25 | Practice receives $98.25 |
Card Present Non Amex Credit Card | 3% | Practice receives $97.00 |
Card Not Present All Cards | 3% | Practice receives $97.00 |
💡Note: These are PbN ZeroPay rates without surcharging. The practice still absorbs fees.
Fee Structure Examples: PbN ZeroPay (With Surcharging)
When surcharging is enabled, practices can configure the percentage passed on to the patient. Examples:
Scenario | Processing Fee | Surcharge Applied | Outcome |
Online VISA Credit Card | 3% | 3% | Patient pays $103, Practice receives $100 |
Card Present VISA Credit Card | 3% | 3% | Patient pays $103, Practice receives $100 |
Card Not Present AMEX Credit Card | 3% | 3% | Patient pays $103, Practice receives $100 |
Card Not Present AMEX (Illinois – 1% cap) | 3% | 1% | Patient pays $101, Practice receives $98 |
⚠️ Surcharge caps must be respected—some states limit the % you can pass through.
Surcharge Rules & Compliance: PbN ZeroPay Only
United States
Surcharges are prohibited in Connecticut, Maine, Massachusetts, Oklahoma, Puerto Rico
State-specific surcharge caps:
Illinois: 1%
Colorado: 2%
Montana: 3%
Debit Card Surcharges: Not allowed in any state.
Canada
Surcharges prohibited in Quebec
Other provinces: Up to 2.4% allowed
Debit cards: Cannot be surcharged
📌 Legal Responsibility: Each practice is responsible for ensuring compliance with state, federal, and card network rules. PbN does not assume liability for misapplied surcharges or penalties.
How to Choose the Right Model
Criteria | PbN Payments | PbN ZeroPay |
Prioritizes patient simplicity | ✅ Yes | ⚠️ May raise questions |
Wants to reduce processing costs | ❌ No | ✅ Yes |
Comfortable managing compliance | ✅ Minimal | ⚠️ High |
Prefers transparent cost structure | ❌ No | ⚠️ Partial |
Processes many debit transactions | ✅ Ideal | ❌ Limited benefit |
Wants to use surcharging | ❌ No | ✅ Yes |
Summary
PbN Payments – Simple, predictable, and best for practices that want a frictionless patient experience.
PbN ZeroPay – Flexible and cost-effective for practices that want to offset card fees, but requires legal compliance.