> For the complete documentation index, see [llms.txt](https://docs.cottfile.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.cottfile.com/filer-guide/wallet-and-payments.md).

# Payments, Deposits & Receipts

This page explains how CottFile charges you, how deposits work, and where to find your payment history and receipts.

## How You're Charged

Your card is **only charged when the clerk accepts your filing**. If the filing is rejected, nothing is charged.

Every paid filing charges three amounts together:

* **Court fees** -- what the court collects (advance deposit on a new case, or the shortfall on an existing case).
* **E-Filing Fee** -- a flat **$6.00** per filing.
* **Convenience Fee (3.05%)** -- 3.05% of the court fees plus the e-filing fee.

For example: $100 in court fees → $100 + $6.00 + $3.23 = **$109.23** total. If a filing has no court fees but isn't waived, you still pay the platform minimum of **$6.18** ($6.00 + 3.05%).

* **New case** -- the court amount is the **advance deposit**: the larger of the filing type's base fee and the estimated docket fees for your documents. Per-page document types show a detail line like "$X base + N extra pg × $Y/pg".
* **Existing case** -- you pay only the **shortfall**: estimated docket fees minus the deposit balance for the party you represent. If the deposit covers everything, you pay just $6.18.

The full breakdown appears on the **Fees** step of the filing wizard before you submit, including a **Deposit Ledger** card showing the advance deposit or current balance, estimated docket fees, and the estimated remaining balance.

{% hint style="info" %}
**📹 GIF:** The Fees step showing the Deposit Ledger Estimate card, the Fee Summary with the E-Filing Fee and Convenience Fee lines, and the payment method selector.
{% endhint %}

## Cards on File

* **Personal card** -- add it from your **Profile** page under **Payment Methods** (or during onboarding).
* **Firm card** -- your organization's shared card, managed under **Settings > Billing** by org admins and paralegals.

On the Fees step, the firm card is used by default when one exists ("*{Firm}* firm card -- Visa ending in 1234"), with a **Use my personal card instead** link to switch. You need a card on file to submit a filing with fees -- unless you requested a fee waiver or are fee-exempt.

{% hint style="info" %}
**Can't see the card form?** Click **"Add your card using your phone"** -- scan the QR code, copy the link, or have it emailed. The link expires in 15 minutes.
{% endhint %}

## Deposits

CottFile supports three ways to put money on a case, beyond the automatic advance deposit:

### Additional Advance Deposit

On the **Documents** step of the wizard, click **+ Add deposit** to add extra funds to the case ledger. No document is attached -- the amount is charged with this filing and credited to the case. It can't be combined with a fee waiver or used on fee-exempt filings.

### Escrow Deposit

Also on the Documents step: **+ Add escrow deposit**. Escrow funds are held in the case's escrow account -- charged with the filing but kept in escrow until the clerk releases them. They do **not** pay down the case ledger.

### Add Funds (Deposit Top-Up)

To top up a case's deposit **without filing anything**, go to **File on Existing Case**, pick the case and the party you're filing as -- the panel shows "Deposit balance: $X" with an **Add Funds** link. Choose an amount (quick picks: the amount owed, $100, $250, $500, $1,000) and confirm.

* A top-up charges only the **3.05% convenience fee** -- no $6 e-filing fee.
* It's charged to your card on file (firm card first).
* Civil cases only, and you must be an attorney on the case.
* You and the attorney of record receive a **Deposit Receipt** email, and the top-up appears on your Payments and Statements pages.

## Fee Waivers

If you cannot afford the filing fees, request a waiver on the Fees step:

1. Check **Request fee waiver (will be reviewed by the clerk)**.
2. Pick a **Reason**: **Pauper** (in forma pauperis) or **Government Agency**, and optionally add a message for the clerk.
3. The clerk reviews the request before accepting. If approved, nothing is charged; if denied, you'll need a payment method on file before the filing can be accepted.

{% hint style="info" %}
**Government filers** and members of organizations marked **fee-exempt** are waived automatically -- the Fees step shows "Your organization is fee-exempt" and no waiver request is needed. The clerk can also apply **Defer Court Costs**, which draws the court's costs from the case's existing deposit while still charging the $6.18 platform fees.
{% endhint %}

## If Your Card Is Declined

If the charge fails when the clerk accepts, the filing is **not recorded with the court** -- it waits for payment. You'll get a "Payment failed" email, and your dashboard shows a **Payments due** banner ("N filings accepted by the clerk -- not on the court record until paid").

Click **Review & pay** to open the **Payments due** page:

1. Each row shows the case, filing, issue (e.g., "Card declined -- insufficient funds"), and amount.
2. Choose what to pay with: the firm card, your personal card, or **+ New card**.
3. Click **Pay $X & resubmit** (or **& resubmit all** for several at once).

Paying charges the card immediately and sends the filing back to the clerk's queue for recording -- **the clerk's acceptance never charges you a second time**. The filing owner, the paralegal who prepared it, or an org admin can pay. Org admins can also use **Retry All** under **Settings > Billing**.

{% hint style="info" %}
**📹 GIF:** The "Payments due" banner on the dashboard, opening the Payments due page, selecting a card, and clicking "Pay & resubmit."
{% endhint %}

## The Payments Page

The **Payments** link in the sidebar shows your filing fee payments and transaction history.

* **Summary cards:** **Total Paid** (successful charges), **Filings Paid**, and **Failed** (needs attention).
* **Recent Transactions:** each row shows the description ("Filing Fee -- ..." or "Deposit -- {case #}"), date, a case link, the card used, the amount (refunds show as green credits), and a status badge. Failed rows show a **retry payment** link.
* **Receipts:** successful payments have a download button.

Org admins with **Accounting access** see the whole firm's transactions, not just their own.

{% hint style="info" %}
**📹 GIF:** The Payments page -- summary cards, the transaction list, clicking a case link, and downloading a receipt.
{% endhint %}

## Receipts

Each successful payment has a downloadable **PDF receipt** showing the court, suit and case number, the date, the card used, the PSP reference, and the charge breakdown (To Clerk of Court, E-Filing Fee, Convenience Fee, Total Charged). The "Filing Accepted" email also includes a payment receipt block.

A **failed** transaction downloads as a *transaction record* instead -- clearly marked "No funds were charged."

For a full, filterable history with per-column fee breakdowns and CSV export, see [Statements & Receipts](/filer-guide/statements.md).

## Refunds and Disputes

Refunds are issued by the court through the payment portal -- not from CottFile. When one is issued, it flows back automatically and appears as a credit on your Payments and Statements pages, netted out of your totals. If you believe you were charged in error, contact the clerk's office for the court you filed in.


---

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