business

Payment Processing

💳 Payment Processing and Rates

Payment Fees

  • Credit/Debit/Online Payments: Unless paid by cash or check, all credit, debit, and online payments incur a 5% fee for processing.
  • NO 5% Processing Fee if a Bill or Invoice is Paid by Cash or Check!

Onsite Rates & Charges ~ Cheat Sheet

Service Type Rate Minimum Charge Increments
Residential $100 Per Hour 1-hour minimum Charged in 10-minute increments after the first hour.
Business $120 Per Hour 1-hour minimum Charged in 10-minute increments after the first hour.

🚋 Trip Fee Calculation for Jobs 15+ Miles

For jobs located 15 miles or more from the office, a Trip Fee must be calculated and charged.

  • Mileage Rate: $0.58 Per Mile
  • Travel Time Rate: $0.73 Per Minute
  • Tax Note: Sales Tax is not charged or applied to travel/trip fees.

Trip Fee Calculation Procedure

  1. Multiply the total miles (roundtrip) by $0.58 to get the Mileage Fee. Record this total.
  2. Multiply your travel time (in minutes) by $0.73 to get the Time Fee. Record this total.
  3. Add the two totals together to get your final calculated Total Trip Fee.

Example Calculation

Component Calculation Fee
Mileage Fee 40 miles x $0.58 $23.20
Time Fee 30 min travel time x $0.73 $21.90
Total Trip Fee $23.20 + $21.90 $45.10

Travel Fee Calculation Table Examples

Client Location Distance (miles) Time (minutes) Mileage Fee Time Fee Total Travel Fee
Battle Ground 20 40 $11.60 $29.20 $40.80
Washougal 40 44 $23.20 $32.12 $55.32
Camas 34 40 $19.72 $29.20 $48.92
La Center 34 40 $19.72 $29.20 $48.92
Woodland 40 44 $23.20 $32.12 $55.32
Kelso 80 80 $46.40 $58.40 $104.80

Taxes & Processing

There will be different tax rates depending on the states, cities and couties you visit for service.

Location Standard Tax Rate Tax + 5% Processing (Online/Card)
Brush Prairie, Hockinson, Battle Ground (outside city limits), Clark County $7.9\%$ (or $0.079$) $12.9\%$ (or $0.129$)
Vancouver, Battle Ground (inside city limits), Camas, Washougal, Woodland, Ridgefield, etc. $8.8\%$ (or $0.088$) $13.8\%$ (or $0.138$)

Online and Card Payment Methods

  • 💸 Online Payment Methods: PayPal, Venmo, CashApp, or Zelle.
  • Square POS: We use the Square Payments App for physical credit card processing and Invoicing.
    • Employees are assigned an individual user login and they must install the Square App on their work device.
    • Square supports NFC functions for taking payments (often without a physical device). If NFC fails, you can manually enter card information.

Payment Processing How-To (Square POS)

Preparation

  1. Remember to include any supplies/materials (Flash Drive, Ext HDD, Ethernet Cable, etc.).
  2. Remember to include the applicable trip/travel fee.
  3. Remember to include the 5% processing fee if a credit card or online payment method is used!

Square POS - Process a Payment

  1. Open the Square App and enter your 4-digit PIN.
  2. Select “Keypad” (at the top of the app).
  3. Enter the total billable amount.

A. Calculating Labor Charge:

  • We charge a 1-hour minimum charge.
  • If the job goes over an hour, we charge in 10-minute increments.
    • Example: $1\text{ hour } 20\text{ minutes}$
      1. Divide total minutes over the initial hour by 60: $20 / 60 = 0.33$
      1. Add the initial hour to your calculated time: $1 + 0.33 = 1.33$
      1. Multiply by the hourly rate (e.g., $1.33 \times 100 = $133$).

B. Calculating Final Total:

  1. Subtotal: Add labor charges to any other charges (travel fee, supplies used, etc.).
  2. Tax/Processing Rate:
    • Cash/Check: Multiply Subtotal by the applicable sales tax rate only (e.g., $0.088$).
    • Card/Online: Multiply Subtotal by the combined rate (Tax rate $+ 0.05$). Example: Subtotal $\times 0.137$ (using $8.8\%$ tax rate example).
  3. Billable Total: Add the calculated processing/sales tax total to your subtotal amount.

Receipt and Confirmation

  • Receipt: Ask the client if they prefer an SMS or Email receipt, get their contact information, and input it into the Square App. Make sure the receipt sends successfully.
  • Online Payment Confirmation: If an online payment method is used, ensure:
    • A payment confirmation is received and/or visible on their device.
    • The confirmation has the correct total and username/payment destination listed.
  • Verification: If you have ANY doubts, contact the designated supervisor or accounting contact by phone, text, chat, or email to confirm the payment has gone through successfully.