Property Vista provides a Payment Fee Waiver Policy that allows Property Management Companies (PMCs) to temporarily absorb Web Payment Fees on behalf of their tenants.
This policy allows tenants to see that a Web Payment Fee normally applies, while also notifying them that the fee is being waived by their property management company as part of a temporary promotion or special arrangement.
This article explains how to configure the waiver policy, customize tenant-facing messages, update AutoPay email notifications and optionally refund previously charged Web Payment Fees.
1. Configure the Payment Fee Waiver Policy
Navigate to:
ADMINISTRATION → POLICIES → FINANCE → PAYMENT FEE WAIVER
This policy allows the PMC to temporarily absorb Web Payment Fees rather than removing the fee option entirely.
To activate the waiver:
- Locate the WAIVE WEB PAYMENT FEE checkbox.
- Select the checkbox to enable the policy.
- Enter the appropriate messages that tenants and prospects will see when making payments or configuring AutoPay.
- Save the policy changes.
One-Time Payment Waive Message
This message is displayed to tenants when making a one-time payment through the Tenant Portal.
Use this field to communicate the details and duration of the fee waiver.
For example:
"Your Web Payment Fee is being waived by your Property Management Company as part of a temporary promotion. This waiver is valid for the month of [Month]. Normal Web Payment Fees will apply once the promotional period has ended."
Email Notifications
Tenants will continue to receive their standard payment confirmation email. An additional paragraph will be included automatically to notify them that the Web Payment Fee was paid on their behalf.
The system automatically updates the month referenced in this notification based on the applicable date. The email paragraph itself is system-generated and cannot be customized through this policy field.
AutoPay Waive Message
This message is displayed to tenants when setting up an AutoPay payment.
Because tenants may configure AutoPay for future payment periods, it is important to communicate the duration of the waiver clearly.
For example:
"Your Web Payment Fee is being waived by your Property Management Company as part of a temporary promotion. Please note that this waiver is only valid for [Month/Period]. Normal Web Payment Fees may apply to future payments once the promotional period has ended."
Email Notifications
The AutoPay confirmation email will include the same waiver message configured in the AutoPay Waive Message field.
Ensure the message clearly communicates the applicable waiver period, particularly when tenants are setting up payments for future months.
Deactivating the Fee Waiver
Once the promotional period has ended:
- Return to ADMINISTRATION → POLICIES → FINANCE → PAYMENT FEE WAIVER.
- Uncheck WAIVE WEB PAYMENT FEE.
- Select SAVE AS NEW VERSION to publish the updated policy.
This will deactivate the waiver for subsequent applicable payments.
2. Tenant Portal Visibility
Once the Payment Fee Waiver Policy is enabled, tenants will see the waiver information when interacting with payment functionality in the Tenant Portal.
The following screenshots illustrate how the waiver and customized messages appear to tenants.
Web Payment Fee Waiver Notification
One-Time Payment Waiver Message
The customized message configured in the One-Time Payment Waive Message field will be displayed when tenants make a one-time payment.
AutoPay Waiver Message
The customized message configured in the AutoPay Waive Message field will be displayed when tenants configure their AutoPay payments.
3. Configure the AutoPay Setup Email Template
In addition to configuring the waiver messages within the Payment Fee Waiver Policy, the AutoPay setup email template may also need to be updated.
Navigate to:
ADMINISTRATION → POLICIES → TEMPLATES → EMAIL TEMPLATES
Locate the appropriate AutoPay setup email template and select the pencil icon to edit it.
Review and update the email template as required to ensure the messaging accurately reflects the Web Payment Fee Waiver promotion.
The following screenshot provides an example of the email configuration:
Select SAVE once the changes are complete.
When reviewing payment confirmation receipts, the waiver information should also be reflected in the applicable payment notification.
4. Subtract Previously Charged Web Payment Fees (Optional)
The Payment Fee Waiver Policy also provides an option to offset Web Payment Fees that tenants were charged during a previous payment period.
This functionality works differently from the standard fee waiver.
When enabled, the system uses the Web Payment Fee charged on the previous AutoPay transaction to reduce the tenant's subsequent AutoPay payment by the corresponding amount.
Important Considerations
- This functionality applies to AutoPay payments only.
- Tenants must already have the appropriate manual credits applied to their accounts by the PMC.
- Ensure that manual credits have been created before enabling this policy so that the accounts do not carry unintended arrears.
- The policy should only remain enabled for the applicable processing period.
How to Enable the Previous Fee Adjustment
- Navigate to ADMINISTRATION → POLICIES → FINANCE → PAYMENT FEE WAIVER.
- Locate the option to subtract the previous Web Payment Fee.
- Select the checkbox to enable the functionality.
- Save the policy changes using SAVE AS NEW VERSION, if required by the policy workflow.
Once the applicable AutoPay payments have been processed:
- Return to the Payment Fee Waiver Policy.
- Uncheck the previous Web Payment Fee adjustment option.
- Select SAVE AS NEW VERSION to publish the updated policy.
PLEASE NOTE: This policy should be disabled once the applicable payments have been processed. Leaving it enabled beyond the intended processing period may result in unintended payment adjustments.