Increase Profits with Recurring Billing and Instant Accept

Recurring Billing and Invoices Within Instant Accept

Recurring Invoicing and Billing Setup in Instant Accept

Recurring billing and invoices can be useful in several scenarios that occur regularly in many types of businesses. In this blog we will explore two ways a business would use recurring invoicing and receive recurring payments for their products and services.

In the first scenario, and the most common use of recurring billing and invoices, is when you purchase or subscribe to a subscription.  Subscriptions range from Magazines, Newspapers, Computer Security Software such as McAfee or Norton Anti-Virus, Gaming Platforms such as XBOX or PlayStation subscriptions.

Instant Accept’s integration into QuickBooks allows for the automatic creation of the invoice and payment based on the preset interval.  The pre-set intervals of monthly, quarterly, or annually are just a few examples. This type of recurring billing and invoicing allows for auto-renew at the end of the subscription unless stopped by the customer.

When the pre-set time interval is reached, Instant Accept creates the invoice, submits the payment and applies the payment to the invoice.  When the payment is applied to the invoice, QuickBooks is automatically updated with the payment information.

Here is a link to a short video on recurring billing that shows how Instant Accept is setup to handle this type of transaction.

Benefit from Recurring Billing and Invoices on Large Ticket Items

In another scenario merchants offer large ticket purchases. This is where a customer wants to purchase a large ticket item, but they do not have the full amount of funds available at that moment. The merchant can then offer their customer the option to choose how much they want to pay each month and choose the number of months they want to pay it off in.

This can all be easily setup directly within Instant Accept.  As in the previous example, the invoice and payment process is the same.

The difference between the two scenarios is that subscriptions can auto-renew, and large ticket purchases cannot.  They are set to a specific start time and period length specified by the merchant within Instant Accept.

QuickBooks has the functionality to auto-create monthly invoices that are a copy of an original invoice. In the example above the business is going to charge a certain amount each month on a limited time basis. They may update the copied invoice with extra charges in any given month, but the basic invoice remains the same.

Here is a short video of recurring invoices in QuickBooks demonstrating how this is best addressed in Instant Accept.

Start Increasing Profits with Recurring Billing and Invoices by Joining Instant Accept Today!

In the videos, Instant Accept is very versatile with how merchants can take payments and update QuickBooks® automatically right from within Instant Accept. With millions of different types of businesses use QuickBooks® for their accounting package, Instant Accept can be a money saver for many of them. For more information or to schedule a demonstration please contact us or call 855-220-2840.

Merchants May be Able to Recoup High Costs from Convenience Fees

Using a Convenience Fee to Offset Credit Card Fees

Credit card processing fees can really add up over the course of the months and year. Instant Accept provides a method for merchants to pass some of those fees along to their customers. This method is known as charging convenience fees.

Convenience Fees with QuickBooks and Instant AcceptGetting reward points or cashback is a huge incentive for consumers to use their credit cards for purchases that they could otherwise pay cash for. According to the U.S. Consumer Financial Protection Bureau’s 2018 Consumer Credit Card Market Report, credit card spending using rewards cards has continued to grow in the last few years. The growth has been across all categories of consumers. At the time of this report, consumers tapped into rewards cards for more than 80 percent of their credit card purchases. Somebody has to pay for those rewards as the costs of these perks are passed along to the merchants accepting the credit card payments.

A merchant can consider charging convenience fees or a surcharge. A convenience fee is different than a surcharge, one significant difference is that a surcharge can be applied on credit cards but not on debit cards. Instant Accept will be able to support surcharging within the next few weeks. However, at this time, we will look at convenience fees and how a merchant might apply them.

When can Convenience be Applied

A Convenience Fee can only be charged when the purchaser is using an alternative (non-standard) payment method. Let me share an example. would be that the merchant normally takes payments in person, but a convenience fee could be charged if they are receiving the payment via the phone or online.

Credit card companies have rules regarding the ability to charge convenience fees. I will touch on a couple of them here. Check directly with your processor to make sure all the guidelines are followed.

A few of Visa’s rules include:

  • Convenience fee can only be charged online
  • Convenience fee must be disclosed from the beginning and an alternative payment method must be available
  • Cannot be charged on recurring transactions

Mastercard, American Express, and Discover all have their own set of rules as well. Please consult with your credit card provider to get a complete set of guidelines. Here is an excellent blog on Merchant Maverik by Hsin-Wei Luang.

Convenience Fee in Instant Accept & QuickBooks (The Big Promise)

In setting up your QuickBooks® convenience fees that comes in through Instant Accept, first set it up in QuickBooks®. This can be done by the following steps.

  1. creating an income account called Convenience Fee
  2. Create a product called Convenience Fee that links to that income account

Be sure to provide a message offering an alternative payment method such as ACH. Check with your accountant in regard to how they would like to see convenience fees setup for your business.

In Instant Accept, we have a tab under our Hierarchy category which makes it easy to set up a convenience fee that is fairly simple.


As you can see in the screenshot above, a convenience fee can be set up as a percentage, flat fee, or a combination of the two. A threshold amount of when to start charging the fee can also be setup.

Convenience Fees in Action

To see a short demonstration on how the convenience fees works within Instant Accept and our real-time synchronization into QuickBooks® please see our convenience fee demo video. For more information on Instant Accept and to learn more about our feature-rich integration with QuickBooks® please Contact Us or call (855) 220-2840.

Creating Invoices For QuickBooks From Within Instant Accept

Creating Invoices and Updating QuickBooks®

Create and Update Invoices in InstantAcceptInstant Accept is a software application that allows QuickBooks® users to use credit card processing services outside of QuickBooks® Payments. Instant Accept has a secure integration with QuickBooks® Online, Desktop Financials, and Point of Sale versions. In addition to saving merchants money on their processing fees, Instant Accept has numerous other features. One of these features is creating invoices and updating existing invoices.

Many businesses have salespeople and outside service people that take orders and payments remotely. These new orders and payments then need to be manually entered into the business’s QuickBooks® accounting package. This can be time-consuming and increases the possibility of entry errors.

Instant Accept offers a solution to this problem. With Instant Accept new invoices can be created, existing invoices can be updated and payments accepted all outside of QuickBooks®. QuickBooks® is then updated in real-time through InstantAccept’s secure real-time synchronization.

Increase Profitability

This solution can help a business increase profitability in several ways. First, the business does not need to pay for additional users, saving money on monthly or annual fees. Second, the business can protect their sensitive data from employees that do not need access to certain areas within their QuickBooks®. Finally, the business’s outside salespeople become much more efficient. As a result, salespeople are able to close the sale and get paid right on the spot. Greatly reducing the chance of delayed payments or the buyer changing their mind. For a short demo on this capability check out our Creating an Updating Invoices video.

All types of businesses that make sales outside their brick and mortar location can benefit from Instant Accept’s creating invoices feature. First of all, businesses with outside sales and service people. Also, businesses that make sales at trade shows, swap meets, fairs, kiosks, etc. If they are using QuickBooks® Online or Desktop Financials at the office this offers a low-cost Point of Sale solutions and many other benefits.

Instant Accept has many other features and benefits including accepting ACH payments, setting up recurring payments, stored customer profiles, batch emailing of invoices, EMV/PIN debit acceptance, and much more.

For more information on Instant Accept visit our website at or click the button below to sign up for a free trial. You can also feel free to call us at 855-220-2840.



Bookkeeping for Small Businesses Simplified

As a small business, accepting payments, managing your bookkeeping and your everyday accounting should be simple. Instant Accept is the only fully integrated payment acceptance product for all versions of Quickbooks, making it easy to manage small business accounting. The Instant Accept cloud-based software provides a seamlessly integrated application that accepts all payment methods either from a terminal or your desktop and records the information in Quickbooks with a simple touch of a button.

InstantAccept Logo ScreensConfident Bookkeeping

As a small business, it is crucial to feeling comfortable and confident with your company’s bookkeeping. If your bookkeeping falls behind, it can pose serious issues when attempting to make crucial strategic business decisions or to assess the prosperity of your business. Successful bookkeeping is not only about tracking where your company has been, but it is also about assessing the direction it is going.

When it comes to managing the finances of a small business, it is important to stay organized. Experts suggest tracking your financial data monthly in order to keep on track with goals and growth projections. If you track this accounting data monthly, it will allow you to view the areas where the company is increasing and the areas of the company that are decreasing. This will allow you to make informed strategic decisions regarding the trajectory of the company.

Bookkeeping Made Easy

Bookkeeping can be a daunting task, and it is crucial to the success of your business. Technology has evolved to aid the business owner in these tasks. Quickbooks provides business owners a quick and easy to use accounting software. Instant Accept enhances this software by allowing the users to perform payment acceptance tasks and seamlessly recording the transactions into any version of Quickbooks (Online, Point of Sale or Enterprise) in one easy step. This revolutionary software will allow you to run your business, without having to worry about re-entering or transferring your transaction data into your Quickbooks accounting program.


Contact Instant Accept directly at (855) 220-2840 for more information, or request a free Instant Accept demo today.

Benefits of Using Instant Accept Point of Sale

Point of Sale – Instant Accept with QuickBooks

The integration between Instant Accept point of sale and QuickBooks is not just another plugin.  It is the only true integrated software that syncs with your payment processing information with your QuickBooks data file. Because of our integration, you will find that you have more time to work on improving your business instead of spending most of your time on re-keying and fixing errors.

What InstantAccept POS Offers

Instant Accept gives you the ability to process payments seamlessly within your QuickBooks with the integration to Instant Accept’s POS.  You will be able to accept all forms of payments from credit cards, debit cards to ACH payments and checks.  It will also give you the ability to apply payments to sales receipts, work orders, sales orders, and lay-a-ways, as well as, easily process voids and refunds.

While Instant Accept offers all of the basic fundamentals of bookkeeping and payment processing with QuickBooks, it also offers additional reporting for your convenience to help improve your business and time management.

Need Gift Cards? We offer our own gift card program that works seamlessly and runs directly through QuickBooks.

Instant Accept POS Demo


Contact Us Now or Call Us Now at (855) 220-2840 and see how we can help you!