Pro Tips for Dealing with QuickBooks Credit Card Processing Fees

Pro Tips for Dealing with QuickBooks Credit Card Processing Fees

QuickBooks has revolutionized the way businesses manage their finances, providing a streamlined solution for tasks ranging from bookkeeping to invoicing. One essential feature is its credit card processing functionality, which simplifies transactions but comes with associated fees. In this blog post, we’ll delve into some pro tips for effectively managing and minimizing QuickBooks credit card processing fees.

Understanding QuickBooks Credit Card Processing Fees

In the world of small business accounting, QuickBooks has emerged as a reliable and efficient tool for managing finances. One of the essential features QuickBooks offers is credit card processing, allowing businesses to accept card payments from their customers. However, like any financial transaction, credit card processing comes with its associated fees. In this guide, we’ll break down and help you understand the QuickBooks credit card processing fees.

  1. Transaction Fees

Transaction fees are the charges you incur every time a customer makes a payment using a business credit card. QuickBooks offers two pricing plans for credit card processing:

  1. a) Pay-As-You-Go Plan

This plan involves a flat fee per transaction. While the exact rate may vary, it typically ranges from 2.4% to 3.4% of the transaction amount, along with a fixed fee per transaction (e.g., $0.25 to $0.50). This plan is ideal for businesses with sporadic or seasonal transactions.

  1. b) Monthly Plan

Under the monthly plan, you pay a fixed monthly fee in exchange for lower transaction fees. This can be advantageous if your business has a consistent volume of credit card transactions. The transaction fees are generally lower compared to the pay-as-you-go plan.

  1. Keyed-In Transactions

If you manually enter credit card information instead of using a physical card reader, you’ll be charged a higher fee. This is because keyed-in transactions are considered riskier due to the potential for fraud. The exact fee depends on your pricing plan.

  1. Card-Present vs. Card-Not-Present Transactions

Card-present transactions, where the customer’s card is physically swiped or inserted, typically have lower fees than card-not-present transactions, which occur when the card details are manually entered or provided online. This is because card-present transactions are considered less risky in terms of fraud.

  1. Chargebacks and Disputes

Chargebacks occur when a customer disputes a credit card charge. Dealing with chargebacks can lead to additional fees. QuickBooks may charge you a fee per chargeback instance, which covers administrative and processing costs.

Pro Tips for Dealing with QuickBooks Credit Card Processing Fees

  1. Compare and Choose Wisely

Before selecting a payment processor within QuickBooks, perform thorough research. Compare different processors based on their fee structures, including transaction fees, monthly charges, and any additional costs. Choosing a processor that aligns with your business’s transaction volume and size can lead to significant savings.

  1. Optimize Transactions for Lower Fees

Certain transactions, such as keyed-in card numbers versus swiped cards, can incur higher fees. Whenever possible, encourage customers to use chip-and-pin or contactless payment methods, which usually attract lower fees due to their reduced risk of fraud. Educate your staff on proper card acceptance procedures to minimize errors and prevent unnecessary fees.

  1. Regular Fee Audits

Set aside time periodically to review your credit card processing fees. QuickBooks provides reports that can help you analyze the fees associated with different types of transactions. This analysis can unveil patterns and anomalies, empowering you to make informed decisions about adjusting your payment processing methods.

  1. Utilize Invoicing Features

QuickBooks offers invoicing features that allow you to request payments directly from customers. By including a “Pay Now” button on your invoices, you can facilitate electronic payments, reducing the need for manual data entry. This can lead to faster payments and potentially lower processing fees.

  1. Leverage Bulk Transactions

Processing individual transactions can accumulate higher fees compared to batch processing. If feasible, consolidate multiple transactions into a single batch for processing. However, ensure that this approach aligns with your business operations and doesn’t compromise efficiency.

  1. Stay Updated with QuickBooks

QuickBooks frequently updates its features and offerings. Stay informed about these updates, as they might include improvements related to credit card processing fees. Regularly check the QuickBooks blog or official communications to ensure you’re taking advantage of the latest tools to manage fees effectively.

  1. Negotiate with Processors

Depending on your business’s volume and relationship with QuickBooks, you might have room to negotiate processing fees with your chosen payment processor. Reach out to your processor’s support or sales team to discuss potential fee reductions or waivers based on your business’s performance.

  1. Educate Your Team

Train your staff to be aware of fee-related practices. This includes accurately inputting transaction details, understanding how different transaction types affect fees, and addressing customer concerns about fees confidently and transparently.

  1. Regularly Monitor Statements

Stay vigilant by consistently reviewing your credit card processing statements. Look for any unexpected or unexplained charges, and promptly address discrepancies with your payment processor. This proactive approach can prevent small issues from snowballing into larger financial concerns.

  1. Explore Integrated Solutions

Consider exploring integrated payment solutions that seamlessly work with QuickBooks. These solutions can offer competitive fee structures and enhanced functionality. However, conduct thorough research before integration to ensure compatibility and optimal fee management.


Effective management of QuickBooks credit card processing fees requires a combination of strategic decision-making, continuous monitoring, and leveraging the platform’s features to your advantage. By implementing these pro tips, you can navigate the realm of credit card processing fees with confidence, ultimately contributing to improved financial efficiency for your business. Remember, staying informed and proactive is key to optimizing your fee management strategy within the QuickBooks ecosystem.

Frequently Asked Questions

What is the credit card processing fee for QuickBooks?

QuickBooks can vary based on the specific plan you choose and the type of transaction. It’s important to note that these fees may have changed since then, so I recommend checking the official QuickBooks website or contacting their customer support for the most up-to-date information.

In general, QuickBooks offers two main pricing plans for credit card processing:

  • Pay-As-You-Go Plan: This plan typically involves a flat fee per transaction, which can range from around 2.4% to 3.4% of the transaction amount, along with a fixed fee per transaction (e.g., $0.25 to $0.50). This plan is suitable for businesses with sporadic or seasonal transactions.
  • Monthly Plan: Under the monthly plan, you pay a fixed monthly fee in exchange for lower transaction fees. The exact transaction fees and monthly fee can vary based on your specific plan and the type of transactions you process.

Is QuickBooks credit card processing worth it?

Whether QuickBooks credit card processing is worth it for your business depends on various factors, including your transaction volume, the nature of your business, your budget, and your specific needs. Here are some considerations to help you determine if QuickBooks credit card processing is a good fit for you:

Pros of QuickBooks Credit Card Processing:

  • Integration with Accounting Software: One of the significant advantages of using QuickBooks credit card processing is its seamless integration with QuickBooks accounting software. This integration can save you time and effort by automatically syncing transactions and streamlining your financial management processes.
  • Convenience: If you’re already using QuickBooks for your accounting and bookkeeping, adding credit card processing within the same platform can make managing your finances more convenient.
  • Centralised Reporting: Having your credit card transactions and financial data in one system can provide a clearer picture of your business’s financial health, making it easier to generate reports and make informed decisions.
  • Professional Image: Offering credit card payment options can enhance your business’s professionalism and credibility in the eyes of your customers.



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