Service Fee User Guide

Service Fee User Guide

1. Introduction 

What are Service Fees? 

Service fees are automatic charges added to customer orders based on specific conditions such as party size, order amount, and order type.  

The service fee feature is not intended to be used as a surcharge.

If you need to surcharge, you must use the surcharge program.

Also, review your local rules and regulations before setting up any service fee to ensure compliance.

Common examples include: 

• 18% Gratuity for parties of 6 or more 
  

• Delivery Fee of $5 for delivery orders 
  

• Kitchen Fee of $3 on all orders 
  

• Service Charge of 10% for dine-in orders 
  

 

2.Getting Started 

Back Office (Configuration): 

Navigate to:  

1. Apps→ App Directory →Install App “Service Fee and Cash Discount” 

2. In lefthand menu under Apps navigate to Service Fee and Cash Discount 

3. Create a New Service Fee 

4. Assign Service Fee to specific stores or to whole company 
   

5. 
   

6. 
   

POS (View Only): 

• Service fees apply automatically during checkout.

• Staff can view fees, but cannot modify(remove).
  

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Receipt

First-Time Setup 

1. Review Business Needs: Determine which service fees your business requires 

2. Check Legal Requirements: Ensure compliance with local laws (see Section 12) 

3. Configure Fees: Create service fees in Back Office 

4. Assign to Locations: Link fees to specific stores or enterprise-wide 

5. Train Staff: Educate team on how fees work and how to explain to customers 

6. Test: Process test transactions to verify correct application 

7. Go Live: Activate fees and monitor 
   

8. 
   3.Creating Service Fees 
   

Step-by-Step: Create a Service Fee 

Step 1: Navigate to Service Fee and Cash Discount App 

1. Log in to Back Office 

2. Apps→ App Directory →Install App “Service Fee and Cash Discount” 

3. In lefthand menu under Apps navigate to Service Fee and Cash Discount 

4. Create a New Service Fee 

Step 2: Basic Information  

Field: Service Fee Name - Enter a clear, descriptive name - Example: "18% Gratuity", "Delivery Fee", "Kitchen Charge" - This name appears on receipts and reports  

Step 3: Fee Type and Amount 

Option A: Percentage Fee 

1. Select Percentage radio button 

2. Enter percentage rate (e.g., 18.0 for 18%) 

3. Do NOT include % symbol (system adds automatically) 
   

Example: 18% Gratuity 
Rate: 18.0 
On $100 order → $18.00 fee 

Option B: Fixed Amount Fee 

1. Select Fixed Amount radio button 

2. Enter dollar amount (e.g., 5.00 for $5) 

3. Currency symbol added automatically 

Example: Delivery Fee 
Amount: 5.00 
On any order → $5.00 fee 

⚠️ Important: - Maximum percentage: 100% - Maximum fixed amount: $999.99 - Use decimal notation: 18.0 (not 18 or 0.18) 

Step 4: Choose Trigger Type 

Service fees can be triggered by either customer count or order amount (not both). 

Option A: Customer Minimum 

✅ Use when: Fee applies based on party size 

1. Select Customer Minimum radio button 

2. Enter minimum number of guests 

3. Fee applies when guest count ≥ minimum 
   

Example: 18% Gratuity for 6+ Guests 
Customer Minimum: 6 
Results: 
- 5 guests → No fee 
- 6 guests → Fee applies 
- 8 guests → Fee applies 

Option B: Minimum Amount 

✅ Use when: Fee applies based on order total 

1. Select Minimum Amount radio button 

2. Enter minimum dollar amount 

3. Fee applies when order total ≥ minimum 
   

Example: $5 Delivery Fee on $25+ Orders 
Minimum Amount: 25.00 
Results: 
- $24.99 order → No fee 
- $25.00 order → Fee applies 
- $50.00 order → Fee applies

Step 5: Order Type Filter (Optional) 

Restrict service fee to specific order types (Dine-In, Takeout, Delivery). 

To Apply to All Order Types: - Select all order types - Fee applies to all selected order type 

To Apply to Specific Order Types: 1. Check desired order types 2. Multiple selections allowed 

At least one Order Type needs to select 

Example: Gratuity for Dine-In Only 
☑ Dine-In 
☐ Takeout 
☐ Delivery 

Results: 
- Dine-In order → Fee applies 
- Takeout order → No fee 
- Delivery order → No fee 

Step 6: Payment Method  

Service Fee applied to all payment methods automatically 

Step 7: Tax and Discount Settings 

Include Taxes (Checkbox) 

☑ Checked: Service fee included in tax calculation base - Tax calculated on: Subtotal + Service Fee - Common for: Kitchen fees, service charges, delivery fees 

☐ Unchecked: Service fee excluded from tax calculation - Tax calculated on: Subtotal only (service fee added after tax) - Common for: True gratuities (tips) 

Example with Include Taxes = YES: 

Subtotal:               $100.00 
Service Fee:            $18.00 
Tax Base:               $118.00 
Tax (8%):               $9.44 
Total:                  $127.44 

Example with Include Taxes = NO: 

Subtotal:               $100.00 
Tax Base:               $100.00 
Tax (8%):               $8.00 
Service Fee:            $18.00 
Total:                  $126.00 

Calculate on Pre-Discount (Checkbox) 

☑ Checked: Calculate service fee BEFORE applying discounts - Use when: Fee should apply to original order value 

☐ Unchecked: Calculate service fee AFTER applying discounts (default) - Use when: Fee should apply to discounted amount 

Example with Calculate on Pre-Discount = YES: 

Subtotal:               $100.00 
Discount (20%):         -$20.00 
Net:                    $80.00 
Service Fee (10%):      $10.00  (on $100 pre-discount) 
Tax:                    $7.20 
Total:                  $97.20 

Example with Calculate on Pre-Discount = NO: 

Subtotal:               $100.00 
Discount (20%):         -$20.00 
Net:                    $80.00 
Service Fee (10%):      $8.00   (on $80 post-discount) 
Tax:                    $7.04 
Total:                  $95.04 

 
Step 8: Activate and Save 

Active Status (Checkbox) 

☑ Checked: Service fee is active and will apply to orders 
☐ Unchecked: Service fee is inactive (saved but not applied) 

4. Configuration Options 

Assigning Service Fees 

Service fees can be assigned at two levels: 

Enterprise-Level Assignment 

Use when: Fee applies to ALL stores 

1. Navigate to Settings → Company Settings 

2. Click Service Fees tab 

3. Select service fees to assign 

4. Click Save 

Result: All stores under enterprise automatically receive the service fees 

Store-Level Assignment 

Use when: Fee applies to specific stores only 

1. Navigate to Settings → Store Settings 

2. Select specific store 

3. Click Service Fees tab 

4. Select service fees to assign 

5. Click Save 

Result: Only selected store receives the service fees 

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