Manage convenience fees and credit card surcharges

If you accept credit cards through Bill.com, you have the option to charge customers a convenience fee if they pay via credit card, to help offset the 2.9% card acceptance fee.

Things to know:

• Only Admin users can manage convenience fees
• The maximum convenience fee that can be charged is 2.9% of the total payment amount
• The percentage fee applies to the total payment amount submitted for all invoices paid with that payment. See example below.

Add or remove convenience fees

You can manage convenience fees at the invoice level, or at the overall account level.

Manage convenience fees at the account level:

1. Select Settings in the navigation menu
2. Select Online Payments under Receivables
3. Select Add convenience fee next to Credit Card, or select Update if you already have this enabled
4. Change Status to On to enable, Off to disable. You can change who pays the 2.9% card fee (your company or your customer via convenience fee).
5. Select the Expense Account
6. Select Save

This sets the convenience fee as default for all invoices that apply. You can change a single invoice's fee at the invoice level by following the steps below.

Manage convenience fees at the invoice level:

1. Select Invoices in the navigation menu
2. Select the invoice to change, then select Edit
3. If you have enabled a convenience fee at the account level, the fee will be pre-populated. To change it, select Update Fee. You can change who pays the 2.9% card fee.
4. Select Apply

Note: Convenience fees must be enabled at the account level in settings before changing settings at the invoice level. For recurring invoices while you can still adjust card fee options, this will only adjust at company level not for the recurring invoice. Once invoices are created from the recurring form, the card fee options can then be update.

Sync the Convenience Fee

The convenience fees will automatically sync with QuickBooks Desktop, QuickBooks Online and Sage Intacct. Other accounting systems, including Oracle NetSuite, and more will require manual journal entries.

To view & reconcile the convenience fees charged on each transaction, download the Received Payments report.

1. Select Reports
2. Under Receivables, select Received Payments
3. Enter parameters for the report
4. Select View or Download

For now, card payments are labeled as an ‘ePayment’ and will list the transaction fee and convenience fee (when applicable). Card payments will also have a reference number beginning with ‘01’ or ‘02’.