⚠️ 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 are integrated into the PbN platform, they function under entirely different pricing models and compliance rules. This article provides a full breakdown of each model, including transaction fees, surcharging options, legal guidelines, and usage examples—so you can make the best choice for your practice.
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 federal/state laws) |
Debit Card Surcharging | N/A | ❌ Prohibited (US & Canada) |
Compliance Requirements | Minimal | High (practices must maintain legal compliance) |
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 VISA Debit Card | 2.69% + $0.30 | Practice receives $97.01 |
Card Present VISA Credit Card | 2.69% + $0.30 | Practice receives $97.01 |
Card Not Present VISA Debit Card | 2.90% + $0.30 | Practice receives $96.80 |
Card Not Present VISA Credit Card | 2.90% + $0.30 | Practice receives $96.80 |
Card Not Present AMEX Credit Card | 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 VISA Debit Card | 1.5% + $0.25 | Practice receives $98.25 |
Card Present VISA Credit Card | 3% | Practice receives $97.00 |
Card Not Present VISA Debit Card | 3% | Practice receives $97.00 |
Card Not Present VISA Credit Card | 3% | Practice receives $97.00 |
Card Not Present AMEX Credit Card | 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:
California
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 & Risk
It is your sole responsibility to comply with state, federal, and card network rules (Visa, Mastercard, etc.).
PbN does not assume liability for misapplied surcharges, legal claims, or penalties.
Surcharges must be manually configured within PbN settings.
📌 If you’re unsure about surcharging rules in your area, consult with legal counsel.
How to Choose: PbN Payments vs. PbN ZeroPay
Criteria | PbN Payments | PbN ZeroPay |
Wants to reduce patient payment friction | ✅ Yes | ❌ May introduce surcharge questions |
Wants to offset processing fees | ❌ Not allowed | ✅ Yes (if configured properly) |
Comfortable managing legal compliance | ❌ Not needed, as surcharging is not permitted | ⚠️ Requires understanding of local laws |
High-volume credit card usage | ❌ May be costly | ✅ More cost-effective |
Plans to process many debit card payments | ✅ Ideal | ❌ Can’t surcharge debit cards |
Summary
PbN Payments is best for practices that want simplicity and a better patient experience, even if it means covering fees.
PbN ZeroPay is ideal for practices that want cost flexibility and are willing to take on surcharge configuration and compliance.