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.
How to Enable a Default Credit Card Fee
Navigate to Settings > Accounting > Credit Card Fee or click here to go directly to the page.
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.
Note: Before you can checkmark these and thus before you can apply sales tax to credit card fees, ensure sales tax is configured for your branches:
Navigate to Settings > Company Settings > Branches
Select each branch and configure the Tax Settings section with your local tax rate, tax license number, and 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
How to Waive Credit Card Fees
On some occasions, you may want to waive a credit card fee. In these cases, you have an option available on every payment taken via the SmartMoving web application to waive the fee as necessary. Payments taken via the crew mobile application will not have the option to waive fees.
Navigate to a specific moving job > Take a Payment.
Select the checkbox to waive a credit card fee.
Once selected, the fee will show as waived in the payment total.
Set Up Deposits
In this section, you'll learn: How to configure deposits and allow customers to pay deposits online.
If your company requires deposits, then you can set up your deposit requirements in advance to allow SmartMoving to automatically calculate the deposit amounts for each job.
Additionally, you can allow your customers to pay those deposits securely online using the SmartMoving customer portal. Online deposit payments will allow your customer to enter their credit card information themselves rather than providing it over the phone.
Note: When customers make a deposit payment online or over the phone, you can configure SmartMoving to save the card on file to be billed for future payments, such as job completion or for recurring storage billing.
How to Configure the Default Deposit Amount
You can establish a standard deposit amount that will be the default placeholder on all future jobs. In the event that you need to modify a deposit amount for a specific job, you will be able to edit the deposit on any individual job and estimate as necessary.
Navigate to Settings > Accounting > Deposits or click here to go directly to the page.
Select whether the deposit amount is a flat rate or a percentage.
Flat rate: If you charge a standard rate for most deposits, select Flat rate and enter the dollar amount into the field.
Percentage: If you charge a deposit based on a percentage of the total cost of the job, select Percentage and enter the percent that is used to calculate the deposit amount.
3. Then, click Save Changes.
How to Enable Online Deposit Payments
You can adjust your deposit settings to allow customers to pay their deposits online as long as you have already set up your payment gateway.
Navigate to Settings > Customer Portal > Common or click here to go directly to the page.
Enable the toggle for Customer deposits.
Note: The toggle will be green when enabled.
How to Enable Discounts
In this section, you'll learn: How to configure the types of discounts your team can add to estimates.
Discounts allow you to deduct a certain amount from the invoice total of a particular job either by a percentage or a dollar amount. Currently, discounts have the following restrictions:
You can only add 1 discount to a job at a time.
Discounts may only apply to the invoice total—you cannot apply a discount to a specific portion of a job (e.g., you cannot apply a 10% discount specifically for packing labor; the 10% would have to be applied to the invoice total).
There are two types of discounts:
Custom Discounts: Created at the time that a specific job estimate is created (e.g., a discount for a specific job due to an error or damages)
Specific Discounts: Created in advance to be applied to multiple qualifying accounts (e.g., a military discount or senior discount)
Steps for setting up discounts
Navigate to Settings > Accounting > Job Discounts or click here to go directly to the page.
First, you must enable the toggle(s) for custom discounts.
You may choose one or both of the following toggles to enable your team to create ad hoc discounts:
Allow Custom Percentage Discount: Enables your team to reduce the invoice total of a job by a percentage of their choosing.
Allow Custom Specific Amount Discount: Enables your team to reduce the invoice total of a job by a dollar amount of their choosing.
Once one or both custom discounts are enabled, when you select Add Discount on a specific job estimate, you’ll see the options for “Amount Discount” and/or “Percentage Discount.”
Steps for Adding Specific Discounts
First, click Add Discount in the Specific Discounts section.
Next, enter a name and description for the discount.
(Optional) Add an expiration date for the discount if it is a limited time offer.
Next, select the type and enter the amount of the discount. Specific discounts have two types:
Amount: Select for dollar amount discounts and enter the dollars discounted into the Amount field.
Percentage: Select for percent discounts and enter the percent discounted into the Amount field.
Then, click Create to save or click Create and Add another to add additional discounts.
Edit or remove specific discounts
Click the menu button for an existing specific discount that you wish to edit or delete, then do the following:
To edit, click Edit and modify the Name, Description, Expiration, Type, and/or Amount fields as desired. Then, click Update to save your changes.
To delete, click Delete.
Set commission settings for discounts
In the Commission Settings section, you can customize how discounts affect your sales team’s commissions by determining when commissions will be calculated:
Pre-Discount: Sales commissions are based on the invoice total before the discount is applied.
Post-Discount: Sales commissions are based on the invoice total after the discount is applied.
How to Enable Online Invoice Payments
In this section, you'll learn: How to allow customers to pay an invoice online.
When you send an invoice to a customer, they can view, download, and pay their invoice using the Customer Portal. But before a customer can pay an invoice in full online, you must first add a pay button to the invoice template.
Go to Settings > Communication > Email/SMS Templates.
In the After Job section, click the Send Invoice template.
Using the Email Editor tab on the right, click the Button icon (i.e., the pointing hand icon) and select Pay Your Invoice.
Click the Preview tab to see what the email will look like. You can go back to the Email Editor to make additional changes as needed.
Click Save Changes.
One-Time Passcode
To enhance security and ensure that your payments are safely processed, SmartMoving has introduced a one-time passcode (OTP) authentication method for payments made within the Customer Portal, with the exception of deposits. This additional layer of security is required for some banks and partners that SmartMoving works with. Please be aware that due to OTP being a requirement, it cannot be disabled.
This guide will walk you through the steps to make payments using the new functionality.
How OTP Works
Customer Portal:
When a customer is ready to make a payment in the Customer Portal via the Pay Your Invoice button/link, they will need to authenticate using a one-time passcode.
Presenting Authentication Options:
The customer will be presented with options to authenticate via either:
-Text message (SMS)-Email
Note:If the customer has both a phone number and an email address on file, both options will be shown.
If only one method is available (either phone or email), they will only see that single option.
Ensure Accurate Contact Information:
The system uses the contact information stored in SmartMoving's customer accounts. It's important to have accurate and up-to-date customer email addresses and phone numbers to ensure the customer can receive their OTP and proceed with payment. Customers cannot manually add an email or phone number at this stage to prevent any circumvention of security measures.
Selecting the OTP Delivery Method:
Once the customer selects their preferred method (either SMS or email) to receive the one-time passcode, they will:Click on the arrow next to their selected option.
The OTP will be sent to their chosen contact method.
Entering the OTP:
After receiving the code:The customer will need to enter the OTP in the provided field on the "Pay Your Invoice" page.
Once the correct code is entered, the customer's identity will be verified.
Processing the Payment:
After successful authentication, the customer will be able to proceed with their payment.
New Functionality for OTP and ACH Payments in the Customer Portal
We’ve introduced a new feature for ACH payments and One-Time Passcodes (OTP) that allows you to designate a specific contact as the "Customer Portal Payer" within the Customer Portal.
When a contact is marked as the Customer Portal Payer, you will see a tag indicating this status when sending an invoice. This tag helps you identify the designated payer quickly.
On the "Verify Identity" page, the contact information associated with the Customer Portal Payer will be displayed, showing where the audit trail is sent. This ensures that the correct party is verified during the payment process.
This update enhances the efficiency and clarity of the payment workflow within the customer portal.
Frequently Asked Questions (FAQs): OTP
What happens if my customer doesn’t receive the OTP?
Ensure the correct email or phone number is on file. You can verify and update this in their customer profile within SmartMoving.
Do I need an OTP to make a deposit?
No. Currently, OTP is not used for deposits.
Can a customer add a new email address or phone number during the payment process?
No, customers cannot add or change their contact information during the OTP verification process. This ensures the integrity of the authentication process.
Does this feature apply to all payment methods?
The OTP verification is currently required for some payment methods, especially those involving specific banks and partners. However, we recommend ensuring your customer details are up to date for all transactions.
Configuring Credit Card Fees for Storage Payments
You can configure SmartMoving to apply credit card fees to payments made by customers. This setting helps you offset processing costs but should be used carefully, as credit card surcharges are subject to state laws.
Step-by-Step: Configure Credit Card Fees
Before you can configure the credit card fees, ensure that your warehouse settings are configured correctly in the Storage settings module.
Once the warehouses are configured, you can configure the credit card fees. See steps below.
Go to Settings > Accounting > Credit Card Fees or click here to go directly to the page.
Toggle on "Credit Card Fees for Storage."
Toggle on "Enable Fee" for each of the warehouses that should have the credit card fee enabled.
💡 This is helpful for companies operating in multiple states with different surcharge regulations.
4. Customize Fee Labels and Percentages
For each warehouse where the fee is enabled:
Enter a Label – This will appear on the customer invoice and portal. Example: Processing Fee or Credit Card Fee.
Enter the Fee Percentage – Common rates are 2.5–3.5%.
Save Changes - You must complete both the label and fee percentage fields to save your settings.
5. Checkmark "Sales Tax Fee" if you want to apply a sales tax to your fee percentage.
