01 / Kozy Payments · first-party, built in

Payments Built Into KozyOps

Not a resold gateway stack.

KozyOps built payments into the platform because fuel dealers need to see cash in flight, chargebacks, refunds, deposits, and ledger activity in one place. Kozy Payments keeps the payment record tied to the customer, invoice, delivery, and service work from the start.

Talk about switching See how the rails differ

02 / The Mechanism

Fewer Layers Between the Office and the Card Networks.

Most ERPs bolt on a resold gateway stack. Kozy Payments is built into KozyOps, so payment activity, ledger posting, refunds, chargebacks, and deposits stay in one system.

· OTHER ERPs

The Reseller Stack.

A resold gateway stack stands between the dealer and the card networks. The ERP markets the gateway under its own name; the gateway resells the processor; the processor settles to the acquirer. Four layers in the way.

01Dealer's office app

02Third-party gatewayRESOLD LAYER

03ProcessorRESOLD LAYER

04Acquiring bank

05Card networks

HOPS · 5MIDDLEMEN · 2

● KOZY PAYMENTS

The First-Party Path.

Kozy Payments is first-party. There is no resold gateway stack between the office app and the card networks. Fewer layers, a more direct path.

01Dealer's office app

02Kozy PaymentsFIRST-PARTY

03Card networks

HOPS · 3MIDDLEMEN · 0

Diagram is structural, not literal. The card networks always settle the transaction. What the first-party path removes is the resold layers in between.

03 / Comparison

Kozy Payments vs. a Third-Party Gateway

A third-party gateway moves money outside the ERP. Kozy Payments keeps payment activity, ledger posting, refunds, chargebacks, and deposit reconciliation inside KozyOps.

Trait

Third-party gateway
What other ERPs resell

Kozy Payments
first-party, built in

OPERATIONAL FIT

−A resold third-party gateway stack sits between you and the card networks, with payment collection running outside your operations software.

●Kozy Payments keeps card processing inside the same operational workflow as delivery, service, invoicing, and customer communication.

LEDGER POSTING

−Posts as a single payment row; manual reconciliation against gateway settlement reports.

●Each payment posts in real time to the customer's ledger and applies to the invoices it pays, so AR sees a clean, customer-facing record instead of a gateway report to reconcile after the fact.

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.

●Chargebacks post to the ledger automatically with the linked invoice, delivery ticket, photos, and portal messages. The evidence packet is one click.

DOLLAR TRACEABILITY

−The gateway settles in a lump; tracing one dollar from receipt to bank deposit means stitching two systems together by hand.

●Every dollar traces in one system: from receipt of payment, through AR allocation against invoice line items, into the deposit batch that goes to the bank.

DEPOSIT-BATCH RECONCILIATION

−No native reconciliation; AR ties out gateway statements to bank deposits manually.

●One native daily deposit batch, categorized by tender and exported straight into reconciliation. No gateway statement to tie out by hand.

SWITCHING

−You stay locked into the reseller's stack, and payments sit siloed from the books.

●Kozy Payments is the supported payment path inside KozyOps. KYC and onboarding are handled during implementation.

Diagram of payment sources (subscriptions, one-time payments, refunds) flowing through Kozy Payments into the financial ledger, then into revenue, cash flow, and reconciliation reports that feed the finance dashboard.

What’s Wired Together

Cash in flight. Every authorized, captured, and settling charge is visible in real time. You always know what is actually collected versus what is still moving.
Deep transaction search and reporting. Search and report across every transaction down to the line item, by card, account, ticket, or date, without exporting to another tool.
Autopay per service line. Split fuel, service, and service-plan autopay cards. Book each line to its own card.
Manage Cards. Show Card ID/Token, Brand, Last 4, Expiration, and linked autopay services. Lock cards, change assignments.
Charge Deposit. Charge a service-deposit card. Land account credit for balances, future deliveries, or service work.
Immediate charge on delivery request. Toggle flag. Run card when delivery completes. Skip batches and overnight waits.
Preauthorized amount. Set a credit-card hold on the Delivery Request before the truck rolls, from dispatch or portal.
Add-card-on-request. Add, verify, and use a card inside the same delivery-request flow. Skip Manage Cards.
Card-denial notifications. Alert the user when charges fail. Put denial on the ledger card for AR’s next open.
Collections charging. Charge posted Collections invoices with one click. Route no-card accounts to Bank Deposits.
Bank Deposits. Create one daily deposit. Categorize Visa/MC/Disc, AMEX, Check/Cash. Drop CSV export into reconciliation.

The Ledger Is the Audit Trail

A third-party gateway can move money. It cannot reach into your billing engine. Kozy Payments ties each charge, refund, chargeback, and deposit back to the customer ledger, invoice line items, and deposit batch.

That matters when the controller asks who did what.

The dispatcher who takes a card-on-file payment cannot also reconcile the deposit batch, because the API enforces that split. Cards on file belong to the ledger card itself, not a side dashboard.

Partial refunds allocate to specific invoice line items. Chargebacks post to the ledger automatically with the linked invoice, delivery ticket, photos, and portal messages. The evidence packet is one click.

KozyOps deposit reconciliation screen showing payment deposits tied to accounting workflows, with categorized totals for Visa/MC/Discover, AMEX, and cash/check across each daily batch.

Switching From a Third-Party Gateway

Kozy Payments is the supported payment path inside KozyOps. Third-party payment gateways are not supported, and switching is part of onboarding.

The switch does not disrupt open invoices, cards on file, or in-flight autopay schedules. We move customers over without breaking the work AR already has in motion.

Talk to us about switching