Payment settings: how Mailform charges for QuickBooks mailings

Mailform charges per piece, not per month, not per QuickBooks company. Every mailing (manual or auto) draws from your Mailform account credit balance. This article covers how that balance works, how to keep it topped up, and what happens if it runs out at exactly the wrong moment.

Each mailed invoice has a per-piece price that depends on:

• Page count: more pages = more printing cost at your companies per page rate - generally as you increase your usage our pricing reduces

• Color or black-and-white: color costs more per page as well

• Single or Double-sided: single sided printing also comes at an additional cost

• Return envelope: adds a small per-piece fee when included.

• Mail class: First Class by default; Certified Mail and other classes have their own pricing.

You see the exact total before paying when you mail manually from the Mail Invoices tab. For auto-mailed invoices, the same per-piece price is charged silently against your balance the moment Mailform queues the piece.

Mailform maintains a single credit balance per Mailform user account, which can be shared across our platform.

You'll find the balance and top-up controls under Account → Billing in your Mailform settings. (The page is shared with the rest of Mailform, it's not specific to QuickBooks.)

• Click Add funds and choose an amount.

• Pay with a saved card, a new card (Stripe), or PayPal.

• Funds are available immediately.

If you're using auto-mailing for recurring invoices, enable auto-fund. Without it, your balance can run dry between top-ups and Mailform will be unable to send invoices that QuickBooks generates.

• Set a threshold: when your balance falls below this number, Mailform automatically tops it up.

• Set a top-up amount: how much to add when triggered.

• Pick a payment method: saved card or PayPal account.

Auto-fund runs in the background. You'll get an email receipt for each top-up.

If you mail a high volume, typically 100+ invoices per month, your account may have company-level pricing applied that overrides the standard per-piece price. Volume pricing is configured by Mailform's team; if you're interested, reach out to sales@mailform.io with your monthly volume estimate.

For manual mailings: Mailform won't let you complete checkout if the batch total exceeds your balance. You'll be prompted to top up first, right inside the checkout flow. There's no risk of a partial batch.

For auto-mailing: Mailform attempts to charge your balance the moment QuickBooks creates an invoice. If the balance is insufficient and auto-fund is enabled, Mailform tops up first and proceeds. If auto-fund is not enabled, the auto-mail attempt fails with a "balance insufficient" error, Mailform records a comment back on the QuickBooks invoice explaining the failure, and you'll get an email notice on the first failure for that QuickBooks company. (Subsequent failures don't email the users account, they only comment, to avoid filling your inbox.)

Once you top up, future invoices will mail again. Invoices that already failed are not automatically retried to mail them, go to the Mail Invoices tab and submit them manually, or request help from support@mailform.io

Every top-up generates a receipt sent to the email on your Mailform account. You can also view a full history of charges under Account → Billing → History, with downloadable PDFs for accounting purposes.

If you need consolidated monthly billing, contact pay@mailform.io it's available on annual or volume plans.

Once a piece has been printed and handed to USPS, it can't be unsent. Refunds are issued for:

• Cancelled before printing. If you cancel within the auto-mail delay window (the 30–180 seconds between QuickBooks creating an invoice and Mailform queuing it), the piece is never printed and the charge is reversed automatically. Cancel by deleting the invoice in QuickBooks within that window.

• Print or postage failure on our side. If something goes wrong at our facility, you're not charged.

• Confirmed undeliverable. If USPS returns a piece because the address is invalid, contact support@mailform.io within 14 days for a partial refund (we keep the postage cost since USPS doesn't refund it).

Refunds go back to your Mailform credit balance by default. Refunds back to the original payment method are available on request.

Is there a per-month fee or subscription? No. You only pay per piece you mail.

Can I prepay an annual amount? Yes, top up your balance with as much as you'd like and it'll draw down over time. Balances don't expire.

Are different QuickBooks companies billed separately? No. All QuickBooks companies you've connected share the same Mailform account balance. If you need to split costs between clients, ask your accountant about how to attribute the per-piece costs internally. Mailform's order history lists every piece with the originating QuickBooks company, which makes the split straightforward.

Can I get an invoice from Mailform that I can run through QuickBooks? Yes. Top-up receipts and monthly summaries can be downloaded as PDFs and entered into QuickBooks like any other vendor invoice. If you need a specific format, pay@mailform.io can help.

My QuickBooks customer pays via the QR code on the return envelope. Does that affect my Mailform charges? No the QR code goes to QuickBooks' online payment page, so the customer's payment goes straight to you through QuickBooks, not through Mailform. Your Mailform charge is only for the printing and mailing of the invoice; we don't take any cut of the customer's payment.