How to Add a Credit Card Fee to QuickBooks Invoice

To add a credit card fee to an invoice in QuickBooks, create a new service item called “Credit Card Processing Fee.” Set it up with either a percentage or a flat rate based on your policy. Then, when you create an invoice, add this service item as a separate line under the customer’s charges. 

For example, on a $1,000 invoice with a 3% fee, QuickBooks will show an additional $30 line item, making the total $1,030. This method ensures your customers see the fee clearly while allowing you to recover processing costs accurately.

Decide How You Will Charge the Credit Card Fee

Before adding the fee to an invoice, decide whether you want to charge a flat fee (e.g., $5) or a percentage of the invoice amount (e.g., 3%).

Example:

• Invoice amount: $1,000
• Credit card fee: 3%
• Total fee: $30

In this case, you would need to add $30 to the invoice as a line item.

Important: Check your local laws and card processor policies before applying surcharges. Some regions restrict or prohibit passing fees to customers.

Create a Service Item for “Credit Card Fee”

To streamline the process, set up a product/service item so you can easily add the fee to any invoice.

1. Go to Settings (⚙️) > Products and Services.
2. Click New > Service.
3. Enter a name, such as Credit Card Processing Fee.
4. Choose the income account where the fee will be tracked (e.g., Other Income or Service Income).
5. Save the item.

Now, you’ll be able to add this fee quickly without creating a new line every time.

Add the Credit Card Fee to the Invoice

1. Open the invoice you want to send.
2. Click + Add product or service.
3. Select the Credit Card Processing Fee item you just created.
4. Enter the fee amount:
   
   • Flat fee: enter directly (e.g., $5).
   • Percentage: calculate and enter (e.g., $30 for a $1,000 invoice).
5. Save the invoice.

Example:

Communicate the Fee to Customers

Adding fees without notice can frustrate customers. Always include clear terms in your contract or invoice notes.

For example, you can add a message in the Message on invoice box:

          A 3% credit card processing fee has been added to cover transaction costs.

This transparency helps maintain trust while covering your expenses.

Save and Send the Invoice

After reviewing the amounts, click Save and Send. The customer will now see the fee itemized clearly on their invoice.

Bonus Tip: Automate Fees with DepositFix + QuickBooks

If you’re using DepositFix with QuickBooks, you can streamline payment collection. DepositFix lets you set up integrated payment forms where credit card fees are automatically applied at checkout. This reduces manual calculations and ensures your invoices match payment amounts without extra adjustments.