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MN Lawn Guy
Level 1

Custom invoice (header choices)- check or cash 3% discount???

I want to offer a 3% check or cash discount on my invoices that calculates (thru QB) both normal price if paid by anything other than cash or check AND the 3% discounted amount if the customer chooses to pay by check or cash.


I don't want customers having to do the calculation as I know mistakes will happen on their end and then my office has to fix them later.


I see when making my customized invoice template (in the header tab) that there is field that can be added (at bottom of list of choices) check or cash 3% discount?


How does it work????????????? OR is it just notifying the customer that that is an available option????????????


I have been using QB for 25+ yrs now for my lawn/snow business and I have been old school regarding payments of invoices: mainly being paid by check (60-70% of which I receive from customers online bank bill pay), occasionally w/cash, and accepting CC's w/a 3% convenience fee (customer has to fill out a form to able to pay via CC & is well aware of fee).


I know in customer profile set up I can activate pay online &/or pay by CC for each customer, but I don't get add the convenience fee, which in turn lessens our bottom line.


My main issue is that there is now SO many ways of getting paid, which in most cases costs my business a percentage of the invoice OR a flat fee (QB went from $1.00 to $3.00 per transaction this year) just for the convenience of the customer. These costs take away from bottom line. Answer is raising prices to account for hose costs, BUT I don't want to penalize the good/long term customers (20-30 yrs w/us) we have because most of then pay w/check.


Other answer may be that we have to educate each and every customer of convenience fees if they pay with anything other than check/cash and set up their customer profile with some kind note that indicates a fee needs to applied????


Anyone have any experience or tried doing what I want to do??????


Sincerely, MN Lawn Guy

3 Comments 3
Joesem M

Custom invoice (header choices)- check or cash 3% discount???

Thank you for continuously using QuickBooks, @MN Lawn Guy.


I appreciate you for sharing detailed information about your concern and all the scenarios you've shared.


On the customized invoice template you've mentioned, you can rename the Other title and change it to check or cash. Let me guide you how:


  1. From the Lists menu, select Templates.
  2. In the Templates list, select the Invoice template you want to use.
  3. Click the Additional Customization button then,  Header.
  4. Select Other, rename the name under the Title column, and change it to check or cash.
  5. Hit OK.


Also, for recording the convenience fee to your customer, you can create a service item with a negative amount and add it to the second line item of the invoice. I'll show you how:


  1. Go to Lists at the top menu bar, select Item List.
  2. Scroll down to the bottom, then choose New in the Item drop-down.
  3. Under Type drop-down choose Discount.
  4. Enter the Item Name/Number.
  5. Besides the Rate, enters the -3 amount in the box.
  6. Select the Account from the drop-down.
  7. Click OK.


Once done, you can now create an invoice and add the negative amount on the second line.


I've included these articles that will walk you through receiving and making a deposit:



Also, you can check our payments page. This will guide and allows your customers to pay online with the fees already charged to it: QuickBooks Payments.


Feel free to click the Reply button if you have other questions about managing your income transactions. I'm always here to help.


MN Lawn Guy
Level 1

Custom invoice (header choices)- check or cash 3% discount???

Hello Joesem-


I'm thinking QB is not capable of what I and probably many other users  would like to do???


#1 suggestion you suggest using "other" and re-name it?? Why when there is already a "cash or check" option???


#2 suggestion you suggest making a new item in list menu, BUT that doesn't do the math properly for the customer (when they are paying the invoice) or my office (when we are receiving the cash or check payment). The problem is the "item" discounts the subtotal of all items above it (with more than 1 line item above we have to add an additional dated line item "sub total" to total 2 or more lines above on an invoice to get the percentage of ALL items!). This creates the issue of sales tax, which is calculated AFTER discount is applied.


What I'm TRYING to do is make it super easy for customers to see that they can get a 3% discount if paying by cash or check. Meaning the invoice shows them both totals for discount AND non discounted, so they don't have to pull out a calculator to figure out the discount (also it ensures they don't calculate the wrong amount (if they pay the wrong amount it will result in my office having to contact the customer of an over or under payment.



Custom invoice (header choices)- check or cash 3% discount???

Thanks for the quick reply and complete information, @MN Lawn Guy 


I'll share with you some knowledge about applying for discounts and another way to accomplish your goal. 


Currently, adding the total discounts automatically to the invoice is unavailable. As a workaround, I'd suggest adding another line for the discounted amount per line item (subtotal) and the total discounts. 


To add the total for the discount, please follow the first steps presented by my colleague above. Make sure to type the Total discounts under Title


See the sample screenshots for your reference: 


Once done, let's create a sample invoice to see how the template looks like. 



Please note that adding the digits of the total discounts is not automatic. You'll need to calculate it manually. For more details about customizing templates, check out this article: Use and customize form templates.


In regards to the discount that applied in the invoice, it might be you've selected an incorrect code. I'd suggest using the Tax code, so it will be applied before the tax is charged for all taxable items on the invoice.



Also, I've added articles about managing customer's transactions, bank data, and other related topics.



Don't hesitate to leave a comment below if you have other questions. I'm always here to help. Keep safe!

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