Convenience Fee Automatic Invoice

Hi there, FashionGreekUSC.

I know how important for your business to have the convenience fees properly recorded in QBO. Let me route you in the right direction to get the feature working back to normal.

We’ll have to check the settings of your company to identify the cause of the issue. Also, it requires collating of personal data to access your account.

Reaching out to our QBO Care Team ensures your information is viewed in a secure environment. Once the account is fully verified, they’ll start performing the troubleshooting steps.

When the permanent solution is available, our agents will guide you on how to apply it in QBO. Let me share the steps on how to contact our support team.

1. Click the Help icon at the top to open the QB Assistant window.
2. In the Assistant tab, enter the issue/topic in the field box.
3. Press the Get help from a human link and follow the on-screen steps to complete the process.
4. Select Chat with us or Have us call you.

For tips and resources to get acclimated to QBO tasks, click here to access our self-help articles. From there, you’ll see the topics for each process including sales and customer transactions.

Don’t hesitate to click the Reply button if you have other concerns. I’ll get back to make sure you’re taken care of. Have a good one.

We are also experiencing the exact same issue!

Hello there, Comomarket.

I'm here to ensure you're able to record the correct convenience fee. Let's access your account via a private window. This helps us determine if this is a browser-related issue. 

Here are the keyboard shortcuts: 

• Safari: Command + Shift + N 
• Google Chrome: CTRL + Shift + N
• Mozilla Firefox or Microsoft Edge: CTRL + Shift + P 

Once signed in, check if the fees can be recorded. If yes, let's clear the browser's cache. This helps remove its stored cache so QuickBooks will perform efficiently.

You can also use our supported browsers to have the best experience with QuickBooks. 

Additionally, I've also included an article that'll help you include a service fee for products or services you sell to customers: Add Service Fees Manually to Invoices.

I suggest getting back to us if you need help managing your sales transactions. I'm always here to help.

So for every single invoice, I have to go back in and create another invoice manually to apply the convenience fee to? This seems like its doing double the work, and itself isnt very convenient. 

Welcome to the Community, jspoolsandspas.

Once you've set up a recurring invoice, it will be created on the Start date you'd entered. You won't have to create a secondary copy of that same record since it will already exist in your books.

To make a fee appear on each document, you'll want to confirm you've filled out its form with the proper information.

Here's how to manage recurring transactions:

1. Use your Gear (⚙️) icon.
2. Under Lists, select Recurring Transactions.
3. Choose the invoice you'd like to manage.

I've additionally included a detailed resource about working with automatic invoices that may come in handy moving forward: How to create a recurring invoice & manage recurring transactions
 

Please don't hesitate in sending a reply if there's any questions. Have a wonderful day!

Sorry maybe I confused you. Im talking about the convenience fees. When I have them turned on, QB doesnt automatically take care of this action. Therefore how do we allocate the "over-payment" as the system calls it. 

Hello, jspoolsandspas. 

Let me chime in and share some insight about the convenience fee in QuickBooks. As of this moment, the option to automatically add an inconvenience fee is unavailable right now. Another suggestion I can provide is utilizing the Recurring Transaction feature.

I want to let you know that we're taking note of your feedback and suggestions to improve the experience we're providing. For now, you can use the following links as your reference when navigating QuickBooks: 

• Help articles for QBO
• All QuickBooks Tutorials
• QuickBooks Blog 

I'll also add an article about how to enter late fees or finance and service charges on invoices as a future reference.  

Feel free to visit the Community space if you have any other future concerns. Have a good day ahead!

I am also having the exact same issue. I spent over two hours with QB the other day and they were still not able to provide any solutions. Very frustrating!

Hi dm1234,

Adding a convenience fee when customers opt to pay invoices via credit card is not available in QBO. What's available though is the automatic creation of late fees for overdue invoices.

Feel free to go back to this thread if you have other questions in mind.

I have the same issue.  Let me be clear, as the Quickbooks team in this chat don't seem to understand.

Until about 1 month ago, I would issue an invoice to a customer (Quickbooks online).  I have a box checked so they would get charged a 3% convenience fee for a credit card.  Quickbooks automatically issued a second invoice for the convenience fees and applied the 3% to that.  It worked fine.  Now, it stopped automatically generating the second invoice and just tells me I have a 3% over payment?  Do I now have to manually create a 3% invoice when somebody pays me?  That's not convenient for me.  Why did QB change this, and how do we get that feature back?

I can see how the feature worked for you, Locality.

 At this time, the convenience fee beta feature is no longer supported in QuickBooks as we're unable to roll it out in this format due to requirements from the card brand network. Since you already experience issues with the convenience fee, we recommend not using it. Please know that we're looking for an alternative way to offer this feature ongoing in the future.

In the meantime, you'll want to create a service item for the convenience fee and manually add it as a line item on your customer's invoice. Here's how:

1. Click the Gear icon, then select Products and Services. 
2. Select the New button. And choose Service.
3. Enter the name of the service item (Convenience Fee).
4. Choose the account used for the convenience fee.
5. Click Save and Close.

To get rid of the credit, you'll want to create an invoice for the convenience fee with the same date of the payment and select customer, then use the credit created from the convenience fee payment.

For any feature updates, you'll want to visit our QuickBooks blog site from time to time. 

Feel free to mention me if you have other questions. Take care!

I'm having the same problem. Please help. I'm getting all these error messages about overpayments. My email is [email address removed]

Thanks for joining us today, @savannahengraving.

As mentioned by my peer above, the automatic convenience fee is a beta feature. Thus, this has been stopped. You'll want to create a service item for a convenience fee to fix the error.

Please refer to the steps provided by my colleague @Catherine_B as well as the recommendation to remove the credit.

In case you need help with other tasks in QBDT, click this link to go to our general topics with articles.

Drop a post anytime if you still have questions about payments and invoices. I'm more than happy to answer them for you. Take care and have a great day ahead.

no.  not a browser issue.

The level of incompetence from quickbooks and its support team in this thread is quite staggering.

I am also having the same issues.

Was just on the phone with a support rep who ended up just hanging up on me because she was frustrated and didn't understand the problem. It seems no one knows about this convenience fee feature??

Intuit please help -- or at least escalate this to the team that created/is in charge of this feature.

I appreciate your effort in performing the troubleshooting steps, @FashionGreekUSC. 

Since the issue persists, I recommend getting in touch with our Customer Care Team. They have the tools to help further investigate the main cause of this issue.

Here's how:

1. Sign in to your QuickBooks account.
2. Go to the Help icon, and then click Contact Us.
3. Type in "having an issue connecting to an Industrial bank account" in the dialogue box.
4. Click the Let's talk button.
5. You can either choose Start messaging or Get a callback.
6. Enter the needed information to start the conversation.

To make sure we address your concern on time, please can check out our support hours. I'd suggest contacting our Merchant Services Team. They can pull up your account and check the status of your deposit. Click this link to get out contact info: Contact Payments Support. For other payment-related questions, we encourage you to review some of our commonly asked Payments questions.

Getting you updated with the latest news and update is also our goal, so feel free to visit our Intuit blog from time to time.

Drop a comment below if you have additional concerns about QuickBooks Online. The Community Team always got your back

I totally agree with you!!

I totally agree with you. Intuit promotes a new feature, then can't tell us how to use it?? What the heck!!

To get around extra invoice could you set up a combined tax rate at the bottom of invoices as an option?

Labeling the first as a convivence fee and charging 3% than the second as a state tax with the appropriate percent? Or would this mess up tax information in quick books?

Rebecca

Hello there, @RKazort.

Yes, we can set up a combined tax rate at the bottom of invoices. We'll only need to add a combined tax rate on the Taxes page. To guide you further, please follow the steps below:
 

1. From the left menu, select Taxes.
2. Under the Related Tasks list on the right, select Add/edit tax rates and agencies.
3. Select New, then choose Combined tax rate.
4. Enter a name for the combined rate and the different sales tax requirements.
5. (Optional) Choose additional components.
6. Select Save.

The new rate appears in the Sales Tax Rate and Agencies list. See the sample screenshot below:

Once done, you can now select the new combined rate in the invoice. Go to the +New button and select Invoices.

Also, labeling the first line as a convivence fee and another line as a state tax with the appropriate percent would be fine. However, I'd still recommend reaching out to your accountant for additional options on how to handle this matter. They can give you more advise for sales transactions and taxes.
 

If you not seeing the same options I've shared above, probably, you're using the Automated Sales Tax.  I'd recommend checking this resource to learn more: Set up and use automated sales tax in QuickBooks Online.

If you need more help with this, just comment below. Take care and stay safe always.

Can anyone confirm if this feature exists in QB Desktop Pro 2021?

I see the workarounds, however, they don't solve the core issue.

If a customer elects to pay an invoice via QB payments (CC or ACH) then I'd like a convenience fee automatically calculated based on the invoice amount and added to the payments screen.  If they elect to pay via paper check they would never see this fee.  This is basic functionality for other online payment processing system.  Is this a feature in QB and if so how can it be enabled?

Hello @mdiamond1996,

Thank you for dropping by here in the Community. Let me share some clarification about the payments in QuickBooks Desktop.

The convenience fee beta feature allows the system to calculate and add the amount automatically. We're unable to continue to roll it out in this format due to requirements from the card brand network.

As of now, the option or ability to enable the feature in the Desktop version is unavailable. As a workaround, I recommend adding the convenience fee as a line item on an invoice manually.

Here's how to create an item:

1. Go to the Lists menu.
2. Select Item List.
3. Click on the Item drop-down.
4. Choose New.
5. Pick Other Charges from the item type drop-down list. 
6. Enter the necessary information.
7. Click on OK once finished.

Once done, you can add it as a line item to your invoice for the fee. If you need more information about how to create an invoice, I suggest checking out this link: Create an invoice in QuickBooks Desktop.

Alternatively, you can search for third-party applications that will help you with the fees. Though I can't suggest which one to use, check out our QuickBooks Apps Store for integrated software.

Additionally, I recommend visiting the following article to learn how to prepare payments for open invoices, as well as some details about deposit times for customer payments: Receive and process payments in QuickBooks Desktop.

Drop me a comment below if you have any other questions related to processing customer payments in QuickBooks. I'll be happy to help you some more.

Thank you for the workaround suggestion.  However, I have confirmed with QB support that the requested feature is not available.  The manual option is not supportable when clients want to pay via credit card sometimes but not all the time.

I've set up a bill.com account which has this feature and also integrates with QB.  I'll be terminating the QB payments account.

Thanks for trying to help.