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Intuit
6 helpful votes

Add service fees manually to invoices

Learn how to include a service fee for products or services you sell to customers.

In QuickBooks Online, you can automatically charge late fees for overdue invoices. You don't need to add them manually.

In addition, there may be times when you need to include surcharges or service fees for products and services you sell. You can manually add these types of fees to new or existing invoices. We'll show you how to create a fee item in QuickBooks that you can add to an invoice as a line item.

Note: It's a good idea to tell customers about surcharges and service fees before you invoice them. You may want to include this in the default email message you send along with invoices.

Step 1: Create a service fee item

In QuickBooks, create the fee as a service item. This lets you quickly add a standard fee with a clear, detailed description to invoices.

  1. Go to the Sales menu and select the Products and services tab.
  2. Select New.
  3. Select Service.
  4. Give the fee a name.
  5. From the Category ▼ dropdown, select the category that best describes the fee. Learn more about item categories.
  6. Fill out the rest of the fields as needed.
  7. When you're done, select Save and close.

Tip: If you don't charge a standard fee, don't worry. You can always change the fee amount on the invoice.

Step 2: Add the fee to an invoice

Follow the steps based on whether you've alraedy sent the invoice you need to add the fee to.

If you haven't sent the invoice yet

You can add the fee as a line item to the existing invoice.

  1. Go to the Sales menu and select the Customers tab.
  2. Find and open the customer's invoice.
  3. In the Product/Service dropdown, select the fee item you created.
  4. In the Message on invoice section, include a note about the fee. This is optional.
  5. Select Save and Send or Save and Close.

If you already sent the invoice

Create a new invoice for the fee and send it to your customer.

  1. Select + New.
  2. Select Invoice or Send Invoice.
  3. Fill out the invoice.
  4. In the Product/Service dropdown, select the fee item you created.
  5. In the Message on invoice section, include a note about the invoice the fee is related to. Also include the invoice number.
  6. Select Save and Send or Save and Close.

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