06 / Kozy Payments · our own rails
01

Most software companies make money on payments. We don't.

02
Not a reseller.
03
Not a gateway riding on someone else's rails.

Kozy Payments is our own payment facilitator. Run at-cost. Integrated into billing, autopay, partial refunds, chargebacks, and deposit reconciliation. For a 30-to-60-person operation processing hundreds of card transactions a week, the margin compounds.

Talk about switching See how the rails differ
07 / The mechanism

A payfac flattens the stack. That is what we mean by "our own rails."

Most ERPs in this category integrate a third-party gateway and resell it. Each box in the stack adds a markup. KozyOps is registered as a payment facilitator, so the gateway-as-middleman is gone and the card networks see Kozy directly.

— OTHER ERPs

The reseller stack.

Each box in this chain takes a margin. The ERP markets the gateway under its own name; the gateway resells the processor; the processor settles to the acquirer. Four mouths to feed before interchange.

01Dealer's office app
02Third-party gateway+ markup
03Processor+ markup
04Acquiring bank
05Card networks · interchange
HOPS · 5MARGINS · 2 EXTRA
● KOZY PAYMENTS

The payfac path.

KozyOps is the registered payment facilitator. The card networks see Kozy. There is no gateway and no processor markup between the office app and the network. The cost is interchange plus a small flat fee that does not scale with volume.

01Dealer's office app
02Kozy Payments (payfac)AT-COST
03Card networks · interchange
HOPS · 3MARGINS · 0 EXTRA
Diagram is structural, not literal. Card-network interchange always applies. The variable we eliminate is the markup at each intermediary.
08 / Comparison

Kozy Payments next to a third-party gateway.

Dealers already running NMI or Qualpay can stay on those gateways; the platform supports them. But the integration depth, the rate structure, and the ledger posting work differently. Those differences are how the day reconciles.

Trait
Third-party gateway
NMI · Qualpay (supported)
Kozy Payments
First-party · payfac
RATE STRUCTURE
−Interchange + processor markup + gateway fee + per-transaction fee. Effective rate scales with volume tier.
●At-cost: interchange + flat per-transaction fee. No markup, no volume tier, no surcharge for premium cards.
LEDGER POSTING
−Posts as a single payment row; manual reconciliation against gateway settlement reports.
●Posts the payment, the gateway fee, and the settlement deposit as separate rows on the ledger card the same day.
PARTIAL REFUND ALLOCATION
−Refunds settle against the original payment as one lump; line-item attribution is the AR team's problem.
●Partial refunds allocate to specific invoice line items. The ledger card shows which gallon order or service ticket each cent came back from.
CHARGEBACK FLOW
−Email notice from the gateway; AR team retrieves the original invoice and ticket evidence manually.
●Chargeback posts to the ledger automatically with linked invoice, delivery ticket, photos, and any portal messages. Evidence packet is one click.
AUTOPAY
−Stored card on the gateway; per-invoice override requires a re-vault and a manual trigger.
●Stored card on the ledger card itself. Per-invoice override is a field on the invoice.
DEPOSIT-BATCH RECONCILIATION
−No native reconciliation; AR ties out gateway statements to bank deposits manually.
●Deposit batch carries the gateway settlement timestamp on every line. What you took to the bank matches the GL.
SWITCHING
−Stay on NMI or Qualpay; the platform still works. They keep their margin.
●White-glove KYC and onboarding. New dealers default to Kozy Payments. Existing dealers can switch any month with no contract penalty.

Kozy Payments is the in-house processor. NMI is the gateway adapter underneath. It runs at-cost and it is wired through the ledger end-to-end, across the back office, the customer portal, and the KozyServiceman field app.

What’s wired together

  • Autopay per service line. Customers split a fuel autopay card from a service autopay card from a service-plan card if they want. Each line books to its own card on file.
  • Manage Cards. One screen lists Card ID and Token, Brand, Last 4, Expiration, and the autopay services each card is linked to. Cards cannot be edited after addition. Autopay assignments can be changed anytime.
  • Charge Deposit. Charge a card for a service deposit. The amount lands as an account credit, applied to outstanding balances and future deliveries or service work.
  • Immediate charge on delivery request. Toggle the flag and the card runs the moment the delivery completes. No batch step, no overnight wait.
  • Preauthorized amount. Dispatchers (or customers in the portal) set a credit-card hold on the Delivery Request before the truck rolls.
  • Add-card-on-request. A customer adds a card, verifies it, and uses it in the same delivery-request flow. No second trip through Manage Cards.
  • Card-denial notifications. When a charge is denied, the user gets the alert. The denial is on the ledger card so AR sees it next time the account is opened.
  • Collections charging. Posted invoices sitting in Collections charge against the card on file with one click. Accounts with no card route to Bank Deposits instead.
  • Bank Deposits. One deposit per day. Receipts categorize into Visa/MC/Disc, AMEX, and Check/Cash. CSV export drops straight into reconciliation.

The ledger is the audit trail

A third-party gateway moves money. It cannot reach into your billing engine. Kozy Payments was built so the processor and the ledger are one system. Every charge produces a ledger entry. AR posts against the same chart of accounts. General-ledger accounting lives at the API layer (added in v3.10.0), with receipt export added in v3.22.0.

That structure carries the segregation-of-duties story. The dispatcher who takes a card-on-file payment cannot also reconcile the deposit batch, because the API enforces it. Cards on file belong to the ledger card itself, not a side dashboard. Partial refunds allocate to specific invoice line items and the ledger card shows which gallon order or service ticket the credit came back from. Chargebacks post automatically with the invoice, delivery ticket, photos, and any portal messages linked. The evidence packet is one click.

Switching from NMI or Qualpay

If you’re on NMI or Qualpay today, you don’t have to leave the platform to move to Kozy Payments. We move customers over without disrupting open invoices, cards on file, or in-flight autopay schedules.

Talk to us about switching

In the product reference

Switching from NMI or Qualpay

Bring last month's processor statement.
We will tell you what Kozy Payments would have cost.

Most dealers see the delta inside 10 minutes of the call. Switching does not require a contract change. No early-termination fee from us, ever.

Talk to us about switching Platform pricing