Templates | QB Surcharge Calculator & Setup
QuickBooks Surcharge Calculator & Setup Download
QuickBooks Surcharge Calculator & Setup Download
Calculate how much you could recover with credit card surcharging using our free Excel template. Then follow the included setup guide to implement surcharging in QuickBooks.
Calculate how much you could recover with credit card surcharging using our free Excel template. Then follow the included setup guide to implement surcharging in QuickBooks.
See Your Savings, Then Set It Up Right
Most businesses don’t realize how much they’re losing to credit card fees until they see the number. Plug in your processing rate and monthly volume to see what you could recover. Then check the setup guide tab to start surcharging in QuickBooks without the compliance headaches.
What Is Credit Card Surcharging?
Credit card surcharging allows businesses to add a small fee (typically between 2.5% and 3%) to credit card transactions to offset processing costs. Instead of absorbing these fees as a cost of doing business, you pass them directly to customers who choose to pay with credit.
For QuickBooks users processing a high volume of credit card payments, surcharging can recover thousands of dollars each month. But there’s a catch: surcharging is regulated at both the state and card brand level, and improper implementation can result in fines, chargebacks, or merchant account termination.
Is Surcharging Legal in Your State?
Surcharging is legal in most U.S. states, but a handful still prohibit or restrict the practice. Before implementing a surcharge program, verify your state’s regulations and ensure your payment processor supports compliant surcharging.
How the Surcharge Calculator Works
Enter your average monthly credit card volume and your current processing rate. The calculator estimates how much you’re currently paying in fees and how much you could recover by implementing a surcharge program. Most businesses find they can offset 70–100% of their credit card processing costs.
Setting Up Surcharging in QuickBooks
Implementing surcharging in QuickBooks requires more than flipping a switch. You need to:
- Register with card brands – Visa and Mastercard require merchants to notify them before surcharging.
- Update signage and disclosures – Customers must be informed of the surcharge before completing a transaction.
- Configure compliant receipts – The surcharge must appear as a separate line item, not bundled into the product price.
- Exclude debit cards – Surcharging debit transactions is prohibited, even when run as credit.
- Cap the fee appropriately – You cannot surcharge more than your actual processing cost or 3%, whichever is lower.
Our downloadable setup guide walks through each step specifically for QuickBooks Desktop and QuickBooks Online users, including how EBizCharge automates compliant surcharging inside QuickBooks.
Why Businesses Use EBizCharge for Surcharging
EBizCharge integrates directly with QuickBooks and automates the entire surcharge workflow. The integration automatically detects card type, applies the surcharge only to credit cards, generates compliant receipts, and syncs everything back to QuickBooks. No manual adjustments, no compliance gaps.
FAQ’s
FAQ’s
Can I surcharge debit cards?
No. Card brand rules prohibit surcharging debit cards, even when the customer selects “credit” at checkout. Your payment system must automatically detect the card type and exempt debit transactions from the surcharge.
How much can I surcharge?
You can surcharge up to 3% for Visa or 4% for Mastercard, or your actual cost of acceptance, whichever is lower. Most merchants use 3% to stay compliant across all card types.
Do I need to notify Visa and Mastercard before surcharging?
Yes. Visa and Mastercard require at least 30 days’ notice before you begin surcharging. Your payment processor can typically handle this registration on your behalf.
Will surcharging drive customers away?
Most B2B customers expect processing fees and prefer the transparency. Many businesses also offer a cash discount or ACH option as an alternative, giving customers a choice.
Does EBizCharge handle surcharge compliance automatically?
Yes. EBizCharge automatically identifies card types, applies surcharges only where permitted, generates compliant receipts, and handles the disclosure requirements. All inside QuickBooks.
Is surcharging the same as a convenience fee?
No. A convenience fee applies when offering an alternative payment channel (like paying online instead of in person). A surcharge specifically offsets credit card processing costs. The rules and compliance requirements differ.
