How to make sure credit card charges are getting invoiced?

SupermanTB · ‎November 05, 2021

I have a question that I would absolutely love some advice on with our QB Online. We purchase a lot of computers for our clients. Desktops, laptops, servers, etc. It's very common for us to purchase multiple of the exact same computers for different clients. So we'll see several credit card charges for the same amount b/c we ordered the exact same laptop 4 times. We make the purchase on our credit card and invoice the client (with our markup).

The problem we're having is that we are looking for a way to associate a credit card transaction with a particular invoice. Right now, we have a manual process, which isn't pretty. With so many similar transactions, it's easy to make mistakes. I'm looking for a way to assign or associate a particular credit card charge to a customer or invoice. The goal here is to make sure all of these credit card charges are actually getting billed.

Does anyone have ideas here? I would very much appreciate suggestions.

JessT · ‎November 09, 2021

Hi SupermanTB,

Thank you for clarifying your concern. I'll continue to help you out.

If you use QBO Plus, you can make those credit card purchases billable to your client so you can associate them directly to their invoices.

To do this, you'll first need to enable the billable option:

Go to Settings ⚙, then select Account and Settings.
Go to the Expenses tab.
From the Bills and expenses section, select Edit ✎.
Turn on the following:
- Show Items table on expense and purchase forms
- Track expenses and items by customer.
- Make expenses and items billable.
(Optional) Set up the following:
- Markup rate
- Billable expense tracking
Bill payment terms.
Select Save.

Once enabled, you'll see a Billable checkbox on your downloaded credit card purchases, as shown in the screenshot below. You can tick it and then choose the customer to whom you want to pass the charge.

If you use QBO Simple Start or Essentials, you will not see a billable option. Therefore, you will want to manually track purchases by entering credit card expenses into the QBO and then match the downloaded transactions to them. When you sell the items, you can enter invoices and price those items with markup.

Let me know if you need more help with your credit card transactions. Take care and have a good one!

View solution in original post

IntuitAika · ‎November 05, 2021

Hi SupermanTB,

Adding a credit card fee automatically to the invoice is not available yet in QuickBooks Online. You'll have to manually apply the fee to the transaction.

First thing you'll need to do is to create a non-inventory or service item to allocate your credit card fee. Here's how:

Go to Gear icon and select Products and Services.
Select New.
Select Service or Non-Inventory.
Fill in the necessary information.
Click Save and close.

You can then add the fee to your customer's invoice which is available on the Product/Service drop-down menu. Having this feature to automatically assign a fee on a customer or invoice saves time. You can send your valuable feedback by going to Gear icon and select Feedback to have this added on the future releases of QuickBooks.

Let me know if you need anything else. Have a nice day!

SupermanTB · ‎November 06, 2021

Thank you for your reply. I'm sorry for not being more clear in my explanation. My concern isn't with charging credit card fees. It sounds like you're recommending a solution where we charge back the fees when we charge our client's credit card for a product. I need help when we use our credit card to purchase a computer from say Dell. The purchase shows up as a transaction on our credit card. I'm looking for a way to make sure that charges gets invoiced.

Thanks and let me know if you need anything else.

MichelleBh · ‎November 06, 2021

Thanks for touching base with us again and clarifying your concern, @SupermanTB.

I hope you're doing well today. Glad to hop in and provide information on how to handle your credit card transaction charges in QuickBooks Online (QBO).

To start with, I'd recommend matching the transaction to your customer invoices. Let me show you how:

Go to the Banking tab on the left side.
Select the For Review tab.
Locate and click the appropriate transaction in the list.
Match the transaction and click Save.

For more details about categorising, see this link: Categorise and match online bank transactions in QBO.

For charges, I'd suggest adding up all the fees and making a deposit in your account. This way, you can record the convenience fee you spent in purchasing the products.

Here's how:

Go to the +New, then choose Bank Deposit.
From the Account ▼ dropdown, choose the account you want to put the money into.
Pick an appropriate account in the field under Add funds to this deposit.
Enter Description, Payment Method, Amount, and other necessary fields.
Click Save and close.

For additional information, check out this article: Record and make bank deposits in QuickBooks Online.

Additionally, you can always run a quick report of your charges by going to the Chart of Accounts page. See the sample screenshot below for your reference.

Further, visit the articles to learn more about processing fees and personalising sales forms in QuickBooks:

I hope you'll have a wonderful experience with QuickBooks, SupermanTB. Our Community team is always here to help. Just post a reply in this thread, and we'll respond to you.

SupermanTB · ‎November 09, 2021

Hey everyone. First, I apologize. I really don't think I'm doing a good job of explaining my query. I don't believe the two answers provided have anything to do with my request. I'll try to be more specific.

I make 3 identical credit card transactions on 3 different consecutive days for the same Dell laptop computer. I use our company credit card to make these 3 purchases directly from Dell. So I have, let's say, 3 transactions on 11/1/21, 11/2/21 & 11/3/21 for $1,000 on my company credit card. I sell each of these 3 laptops to different customers. I need to make sure that an invoice gets generated for each of these 3 laptops. If for some reason, an invoice does not get generated, I essentially gave away a laptop for free. I'm trying to prevent this from happening.

Right now, after those 3 credit card transactions have been downloaded into Quickbooks, I have to manually match the credit card transactions with an invoice. I use the memo field on the credit card transaction to denote whether a credit card charge has been invoiced. I would think this is a fairly common request and that there has to be a better way to do this.

JessT · ‎November 09, 2021

Hi SupermanTB,

Thank you for clarifying your concern. I'll continue to help you out.

If you use QBO Plus, you can make those credit card purchases billable to your client so you can associate them directly to their invoices.

To do this, you'll first need to enable the billable option:

Go to Settings ⚙, then select Account and Settings.
Go to the Expenses tab.
From the Bills and expenses section, select Edit ✎.
Turn on the following:
- Show Items table on expense and purchase forms
- Track expenses and items by customer.
- Make expenses and items billable.
(Optional) Set up the following:
- Markup rate
- Billable expense tracking
Bill payment terms.
Select Save.

Once enabled, you'll see a Billable checkbox on your downloaded credit card purchases, as shown in the screenshot below. You can tick it and then choose the customer to whom you want to pass the charge.

If you use QBO Simple Start or Essentials, you will not see a billable option. Therefore, you will want to manually track purchases by entering credit card expenses into the QBO and then match the downloaded transactions to them. When you sell the items, you can enter invoices and price those items with markup.

Let me know if you need more help with your credit card transactions. Take care and have a good one!

SupermanTB · ‎November 09, 2021

Thank you for your help. That is what I was looking for. I had to upgrade from QBO Essentials to QBO Plus to get the functionality you described, but well worth the money.

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How to make sure credit card charges are getting invoiced?