How to Enable Credit Card Processing Fees
In this section, you'll learn: How to configure credit card fees for payments and/or deposits.
You can automatically add a processing fee any time a credit card transaction is processed for payments and/or deposits using the credit card system on the SmartMoving web or mobile application.
Additionally, if you set up your account to sync with QuickBooks, credit card fee data from SmartMoving can also be synced with your other payment data and history.
Steps to Enable a Default Credit Card Fee
Navigate to Settings > Accounting > Credit Card Fee
Enable the toggles for the credit card processing fees you wish to charge.
Enable Credit Card Fee for Opportunities: Turns on credit card processing fees for payments taken via the SmartMoving web application as well as the mobile crew application. This setting will not apply fees to deposits.
Enable the Credit Card fee for the branches that need it: Some states require sales tax on credit card fees while others prohibit surcharges entirely. Verify your local regulations before enabling this feature.
Enable Fee for Deposits (if applicable):
In the "Fee for Deposits column", check the box for each branch where you want to apply
Turns on credit card processing fees for deposits. This will apply your fee percentage to deposits for jobs and opportunities.
Enable Fee for Sales Tax (if applicable)
In the "Sales Tax Fee" column, check the box for each branch where you want to apply sales tax to credit card fees
This will automatically calculate and add sales tax to credit card processing fees based on your branch's configured tax rate
Click Save Changes again to apply the sales tax settings
Note: Sales tax on credit card fees is required by law in some states. Consult with your tax professional to determine if this applies to your business.
Prerequisite: Before you can enable this option, and before applying sales tax to credit card fees, ensure that sales tax is fully configured for each of your branches:
Navigate to Settings > Company Settings > Branches
For each branch:
Open the branch settings
In the Tax Settings section, enter:
Your local tax rate
Tax license number
Specify the taxable services
Save your branch settings
Next, enter the fee percentage into the field using X.X format. Example: If the fee amount is 2.9%, enter “2.9” instead of “.029”.
Then, click Save Changes.
Where credit card fees will appear
Opportunities
Estimate Page: Shows estimated CC fee tax when viewing payment projections
Accounting Page: Displays actual CC fee tax after payments are processed
Tax Breakdown Modal: Separate "Credit Card Fee Sales Tax" section with detailed calculations
Customer's portal and invoices.
Payment Pages: Displays the credit card fee tax before the customer submits payment.
Receipts and Confirmations: Includes the credit card fee tax in all customer-facing documents.
Account Statements: Shows the credit card fee tax on billing statements.
Note: The "CC Fee" line item appears before the tax percentage, as the tax is applied specifically to the credit card fee.
Crew App
Take Payment Page: Displays CC fee tax before processing payment
Payment List: Shows historical payments with CC fee tax amounts
Payment Receipts: Includes CC fee tax in customer receipts
How Sales Tax on Credit Card Fees is Calculated
The calculation follows this formula:
Credit Card Fee Tax = Credit Card Fee Amount × Current Sales Tax Rate
Key Points:
Tax Rate Used: The sales tax rate that's active for the branch at the time the payment is processed
Base Amount: The actual credit card processing fee charged to the customer
Timing: Tax is calculated when the payment is taken, not when the opportunity is created
Rounding: Standard tax rounding rules apply (typically to the nearest penny)
Example:
Credit Card Fee: $3.50
Sales Tax Rate: 8.25%
CC Fee Tax: $3.50 × 0.0825 = $0.29
Custom Labeling for Credit Card Fees
You can customize how credit card fees and their associated taxes appear to customers:
Setting Custom Labels
Go to Accounting Settings → Credit Card Fee Page
Update the "Credit Card Fee Label" field with your preferred terminology
Common alternatives include:
"Processing Fee"
"Service Fee"
"Convenience Fee"
"Transaction Fee"
How Labels Affect Tax Display
The tax label automatically updates based on your credit card fee label:
If CC Fee Label = "Processing Fee"
Then Tax Label = "Processing Fee Tax"
Legal Considerations
Note: Some states have restrictions on what you can call credit card fees. Consult with your legal team or local regulations to ensure compliance.
Troubleshooting Credit Card Fees and Sales Tax
CC Fee Tax Not Showing
Verify sales tax is enabled for your branch
Check that CC fees are properly configured
Ensure the payment method is credit card (not ACH, cash, etc.)
Confirm any required feature flags are enabled
Incorrect Tax Amounts
Check the sales tax rate was correct when payment was processed
Verify the CC fee amount is accurate
Review any custom rounding settings in your tax configuration