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thines009
Level 1

Convenience Fees

Hi - We have a tutoring business where we have historically collected our fees at the time of service.  We are now starting learning pods and are about to send out invoices for September tuition.  I have informed our clients that we will be charging them a 3% convenience charge for credit card payments.  I use the web version of QB (not sure if it matters) and I can't figure out how I can charge those that pay the invoice by credit card the 3%.  I could add 3% to everyone's invoice and tell them to not pay if if they pay by echeck/ACH but that seems confusing.  I have to believe there is way to do this.  Thanks.

6 Comments
Catherine_B
QuickBooks Team

Convenience Fees

I can help you setup and add a convenience fee to your invoices, thines009.

 

In some cases, your business can charge customers a convenience fee for using a credit card, but there are rules, exceptions and state laws to ensure that you stay compliant with the terms of your merchant processing agreement.

 

If your state supports charging convenience fees, you can add another line item for the fee. Then, you can add note to invoice about the fee like it is only applicable for those clients who are paying via credit card. 

 

Heres's how to create a service fee item:

 

  1. Go to the Sales menu and select Products and services.
  2. Select New and then click Service.
  3. Give the fee a name such as Convienience fee.
  4. Fill out the rest of the fields.Then, select Save and close.

After that you can add this item to existing or new invoices. Before you save and send it to your customers, enter a note about the fee under the Message on invoice field. If you want that the message on invoice be permanent, you can edit the invoice template. 

 

Let me show you how:

 

  1. At the upper-right, click the gear icon and select Custom form styles.
  2. Click New style at the upper-right or click Edit for existing invoice template. 
  3. Select the Content tab and at the right portion of the screen select the footer section.
  4. Enter the note under the Message to customer on field.
  5. Click Done.

You may refer to this blog for other recommendations on how to process credit card payments with low fees and how to manage them as well. If you wish to look into our QuickBooks Payments where it allows your customers to pay online with the fees already charged to it. 

 

If you have other questions you can always mention me in your reply. I'm just around the corner to assist you. You take care and have a great day!

Fiat Lux - ASIA
Level 15

Convenience Fees

@thines009 

As another option, ask your clients to utilize MP to pay your invoice by credit cards. You will get paid by bank transfer or check for free.

https:// melio.grsm.io/quickbooks

 

USL-HB
Level 1

Convenience Fees

What is MP?

b54341
Level 2

Convenience Fees

MP = Melio Payments

Melio's "Get Paid" service allows your customer to choose the best payment option and if they choose to pay by credit card you are able to set the fee to be charged to the customer or absorb it yourself (configure under settings in the Melio system).

Word of caution, the Melio "Get Paid" functionality for credit cards is a B2B (business to business) payment system. It will not allow B2C, meaning if someone wants to pay via their personal credit card the system will decline the transaction.

Our company works with several small mom & pop businesses and sometimes they want to remit via their personal credit card - this cannot be handled by the Melio option, instead we work around this and use the QB Payments processing instead. Of course, it then requires we manually add a Convenience Fee line item on the invoice to assess the charge for the credit card fee. QB used to have this functionality in a beta system, however, they have since removed this offering.

Note it is illegal to pass credit card charges to customers in the following states, Kansas, Colorado, Massachusetts, Connecticut, and Puerto Rico. 

https://www.merchantmaverick.com/credit-card-surcharges/



muenstermann
Level 3

Convenience Fees

How can we just convenience charge for Credit Cards ONLY Automatically? I do not want the convenience charge attached to ACH fees. (Even though QBO is now gouging us there) Now if you select the convenience fees it charges for both cc and ACH, and I assume on all on reoccurring billing. For the reoccurring, I want that function off regardless of the transaction.  

john-pero
Community Champion

Convenience Fees

Without going through some other third party system that would offer different fees based on type of payment you cannot set it up in QB to automatically add the fee for type of payment only. I know systems are out there such as invoicecloud.com which is used by two vendors I pay, an insurance company and our regional waterworks.

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