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Christies_Photo
July 11, 2022
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QuickBooks Merchant Services

  • July 11, 2022
  • 6 replies
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Dear QuickBooks Community,

 

We are contemplating switching over to the QB Merchant Payment Service where our customers can pay their invoices with a credit card with a link from their invoice.  We are QB Desktop Enterprise users, and use a 3rd party as our merchant services provider.  I have called QBs, but they could not answer some questions, so here I am.

 

I am interested in learning what other companies are doing it and how.

From my conversation with QBs, I learned that there is a transaction fee per transaction and a % that comes off the invoice.  If customer A is paying their invoice for $100, and the merchant fees (let's say 3%) get taken off as the customer pays, how do I process that fee?  The customer would never be able to pay the full invoice.  I don't want my customers to see a line item on their invoice that says credit card fees.  Credit card surcharges are illegal in a few states.  We happen provide services in Colorado, which is such a state.  I know that some people get away with calling it  a convenience fee.  But I don't think that will hold water with any of our long time customers.

 

So how do you manage this in QuickBooks for your business?

 

Thank you.

Best answer by BigRedConsulting

RE: If customer A is paying their invoice for $100, and the merchant fees (let's say 3%) get taken off as the customer pays, how do I process that fee?

 

The payment and the fee are two different transactions.

 

Record the payment of $100, as usual and apply it to the invoice.

 

Later, when you are charged a fee, record that fee. Using the QB Merchant service, you can have the fees taken out each day or once a month - which is much easier to deal with.

 

- Where the fees are daily, they are added as negative line item to each batch/deposit

- Where the fees are monthly and not connected to a daily deposit, they're added to your bank register as a payment.

6 replies

BigRedConsulting
BigRedConsultingAnswer
July 11, 2022

RE: If customer A is paying their invoice for $100, and the merchant fees (let's say 3%) get taken off as the customer pays, how do I process that fee?

 

The payment and the fee are two different transactions.

 

Record the payment of $100, as usual and apply it to the invoice.

 

Later, when you are charged a fee, record that fee. Using the QB Merchant service, you can have the fees taken out each day or once a month - which is much easier to deal with.

 

- Where the fees are daily, they are added as negative line item to each batch/deposit

- Where the fees are monthly and not connected to a daily deposit, they're added to your bank register as a payment.

    H
    Hermans
    November 7, 2022

    Good morning. Over a week ago, our Merchant Services Intuit stopped connecting to our Enterprise 22.0 version. Customers may pay invoices on line but it does not filter thru to QB.  We have been on the phone with QB support for over 18 hours and they are still not sure how to correct the problem.  I hope it's an easy fix and it's just being over looked by QB support. The funds are in the bank, I just can't get QB connected to our merchant services account.  There has been no change in any of our accounts.  We did upgrade to the Diamond edition in May 2022 but this is the first time we are experiences these issues.  Any suggestions as to how we can get Intuit connected again to our QB. Thank you for your assistance. 

    D
    DRPEPPER12
    July 22, 2022

    DO NOT GET QUICKBOOKS MERCHANT SERVICES.  I sent them the information to set up a merchant service account on June 16, 2022.  Merchant services set up the account with a merchant ID# for a company that was closed 3 years ago.  It was their mistake.  To get it corrected took me over two weeks to get a correct merchant account set up.  I was on the phone with merchant services almost every day.  There was a deposit put into the account.  It is now 7/22/2022, and I still have not gotten the deposit.  I have sent all the information they requested.  The information was turned down because it was sent in black & white.  I took me 3 phone calls at 2 hours each to find out i need color copies.  The problem is that I need to access the wrong company(which is out of business), so that I can correct the information on the wrong company. To do this, I need an access code sent to the phone.  The phone line is disconnected.  I have spent the last two weeks trying to get the phone number changed.  I need to prove that I am the owner of the wrong company, this is very difficult because the company is out of business.  Merchant services said I had to have the owner of the wrong company contact them.  I did that, but it was not enough. Then merchant services tells me they want more information, but does not tell me what is wrong, with the information I sent.  I think I fixed it, but have still not gotten my deposit.  This is merchant services mistake, and I cannot get them to fix it.  I asked to be connected to a supervisor, there are none.  AGAIN do not use this service 

      W
      WS500
      September 26, 2022

      May I asked who you went with? I am looking for a merchant service that integrates with QB but also don't want to use QB.

      Thanks!

       

      B
      BrendonD
      September 27, 2022

      I can help you with that. What is your email address? I'll send you some info.

      N
      NotAhappyQCustomer
      November 4, 2022

      There is no way to do this except to bill the customer on the invoice, either separate line item or build into your invoice cost.

      We have had QB Merchant Service for 7 years and never had a problem until we were a victim of some Major Fraud.  I have spent the last 3 days, at least 3 hours each day, speaking to someone.  The "service" rep has no authority, so they have to send messages to the "next tier supervisor," thus the wait for a response.  After waiting all this time, All I am told is to wait on the email I will get and provide information "there!"  I have to call them again in the morning and I am DREADING it!  After we get all of these fraudulent transactions clear, we definitely will be finding another merchant provider, probably with our bank.  Poor, Poor Customer Service!

        M
        MEDMark
        April 26, 2024

        How did you set up an external payment link on QBO invoices?

        We've been financially "raped" by QBO's merchant service costs and are changing over to a 3rd party.

         

        Can't seem to find HOW to change the payment link in QuickBooks Online.

        Can you help?

          B
          BrendonD
          April 26, 2024

          The payment link will come from your 3rd party processor and you have to manually add it to the QB invoice. I am a merchant services expert with 16 years of experience. We have a gateway that 2 way sycns with QB Online. Payment links are sent via text or email and will sync with QB when the payment is made. Happy to help. [email address removed]

            M
            MEDMark
            April 26, 2024

            I have the link from our third-party processor. I just don’t know how to get it encoded into our clients invoices so that when they get the invoice, they click on that and go to our third-party merchant service company to pay their bill there and not through QuickBooks anymore.

             

            Any step-by-step instructions of how to do it? 

              S
              SheandL
              April 26, 2024

              I acknowledge your sentiments, @MEDMark. I'm here to share some insights on how you can set up an external payment link using a third-party application.

               

              QuickBooks Online's Payment links feature generates a web address where you can request payments from customers. However, there are fees associated when you operate using functionality.

               

              Since you want to create an external link on a QBO invoice, you can use or browse a third-party application that lets you do this. You can follow these steps to find suitable software for you.

               

              1. Open your QBO.
              2. Head to Apps.
              3. Select Find apps.
              4. Look for the app you want to use in the search field provided. You can also utilize the Browse categories dropdown.

               

              If you're having issues when working with your company, you can visit this website as this has different resources you can use in the future: QBO Self-Help Articles.

               

              Please know that you can always get back to this post if you have other questions regarding external payment links. I'll be sure to look into it.

              M
              MEDMark
              April 27, 2024

              Totally NOT an answer to my question- this is why more & more businesses are moving away from QuickBooks and to other accounting software platforms that offer better services & integrated technologies for a lot less 

                A
                alysa_m_14
                January 22, 2025

                You’ll want a payment solution that handles surcharging fees and compliance for you. EBizCharge's solution integrates natively with QuickBooks and includes automated surcharge compliance. It only applies surcharges in states where it’s allowed, so you don’t have to worry about legal headaches. This setup helps you recover processing costs where possible, without adding extra steps for your customers.

                 

                Plus, EBizCharge offers features QB users use to bill like invoice payment links, which make it super simple for your customers to pay online.

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