How to Simplify Credit Card Surcharges as a Bookkeeper

Bookkeepers juggle many responsibilities: managing invoices, reconciling accounts, and processing payments. Surcharging might seem simple at first—just add a little extra to cover credit card fees, right? But in reality, it’s much more complex and can trip up even the most experienced bookkeepers. When credit card surcharges enter the mix, things can get even more complicated. Between compliance regulations, accounting software limitations, and customer concerns, manually handling surcharges can become a time-consuming process.

Chargezoom’s surcharging feature exists to minimize those exact struggles. Here’s how Chargezoom simplifies credit card surcharges and streamlines daily bookkeeping tasks.

The Stresses of Surcharging—and How to Avoid Them

1. Tracking and How to Offset Credit Card Fees

Credit card processing fees can add up, and that’s where surcharges come in. Surcharges exist to offset credit card processing fees, but manually calculating them is time-consuming, and it’s easy to make mistakes. Incorrect calculations could mean you’re losing out on money or overcharging your customers, which leads to unhappy clients and potential disputes.

Solution: Chargezoom automatically adds the right surcharge amount to each invoice. You never lose money or accidentally overcharge customers. And with our zero processing fees, zero risk, and zero hassle plan, your bookkeeping job is about to get so much easier.

2. Staying Compliant with Credit Card Processing Laws

Credit card processing laws for merchants vary by state—some states allow surcharging, while others have restrictions or outright bans. 

Manually tracking these ever-changing regulations can lead to mistakes, and non-compliance could result in significant fines. Bookkeepers also need to make sure surcharges are recorded properly to maintain GAAP compliance and avoid misstatements.

Solution: Chargezoom automatically applies surcharges using GAAP-compliant reconciliation. You don’t have to track changing laws or worry about penalties.

Learn more about GAAP-compliant credit card surcharging.

3. Dealing with QuickBooks CC Fees & Reconciliation Hassles

QuickBooks is the industry standard for managing business finances, but when it comes to handling credit card fees, it’s not so simple. Since QuickBooks doesn’t have a built-in way to add surcharges, bookkeepers have to manually track fees and reconcile them. This extra work adds unnecessary hours to bookkeeping each month. 

Solution: Chargezoom works with QuickBooks to process credit card fees. Surcharges are added and tracked instantly through integration with the program—no extra bookkeeping required.

Learn more about QuickBooks credit card surcharging integration.

4. Managing Surcharges Across Multiple Payment Methods

It shouldn't require an advanced degree to read your merchant statements. When handling different types of payments, it can get overly complicated because not all transactions are processed the same way. ACH, debit, and credit card payments have different fee structures. 

Bookkeepers often have to manually adjust invoices depending on how the customer pays, which takes extra time and leaves room for mistakes.

Solution: Chargezoom knows the difference between credit card, ACH, and debit payments and only applies surcharges when needed.

5. Preventing Chargebacks & Payment Disputes

No one likes unexpected fees, and when customers feel surprised by surcharges, they may dispute the charge. The result? Expensive chargebacks. 

Keeping clear records and communicating those fees upfront can help, but when you’re tracking things manually, it’s easy for details to slip through the cracks.

Solution: Chargezoom automatically adds surcharges to invoices upfront and provides clear receipts. This gives the customer clear knowledge of the charge so they aren’t surprised later, which reduces the chances of a dispute. The simplicity of the invoice also keeps clients more satisfied with the level of service you’re providing.

6. Handling Large or Recurring Invoices

Some businesses send large invoices or bill clients regularly, making it even harder to manage surcharges manually. Bookkeepers have to carefully track these fees to make sure they aren’t accidentally applied twice or calculated incorrectly over time.

Solution: Chargezoom applies surcharges correctly every time—even on big or recurring invoices—so you don’t have to double-check each one. This saves bookkeepers time, which, in turn, saves money. 

7. Matching Surcharges with Different Pricing Models

If your business uses tiered or volume-based pricing, calculating surcharges becomes even more complex. Each product or service level may have different fees, and adjusting those manually takes time and increases the risk of mistakes.

Solution: Chargezoom applies the correct surcharge for each transaction using your model, reducing pricing errors, errors that represent hundreds and often thousands of dollars. 

8. Handling Refunds and Partial Payments

When customers request refunds or make partial payments, bookkeepers must adjust surcharge amounts accordingly, which is time-consuming. 

Solution: Chargezoom automatically accounts for surcharges in refunds and partial payments, making reconciliation seamless. This automation is important because it saves bookkeepers from having to go back and recalculate. 

The Simple Solution: Chargezoom’s Zero-Fee Surcharging

Surcharging doesn’t have to be a hassle. Chargezoom eliminates manual tracking, compliance headaches, and reconciliation struggles so bookkeepers can focus on more important tasks.

With Chargezoom, bookkeepers can:

• Stay compliant with automatic surcharge adjustments for all 50 states.
• Save time, thanks to instant reconciliation with QuickBooks.
• Improve cash flow and offset credit card fees without losing revenue.
• Ensure transparency since surcharges get applied before payment, reducing disputes.
• Scale effortlessly with an automated process that works for businesses of all sizes.

By automating surcharging, Chargezoom empowers bookkeepers to streamline operations and eliminate unnecessary stress.

Turn on reconciled, compliant surcharging on your credit card-paid invoices with Chargezoom. Get started today.