Billing Items screen

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Change to CS Support service hours

Our Support department is closed on Friday, April 28th for a company event. However, limited Accounting CS phone support is available on that date from 9 AM - 5 PM ET due to the approaching deadline for quarterly payroll tax forms.

Links to our most popular payroll tax processing topics are available in the Alerts and notices section on the right side of most pages.

The Billing Items screen allows you to set up the fees and fee schedules that your firm uses for check printing, form printing, and miscellaneous processing. The application generates most fees as a result of an event, but you can set up the program to bill fees on a specific schedule.

Choose Setup > Firm Information > Billing Items.

Note: If you modify the Standard fee setting (from marked to unmarked or vice versa) in this screen for a fee, the application will display the Client Selection dialog, where you can select the clients for whom you want to apply this change.

Fields & buttons

Identification. The Identification section contains fields to define the billing items (fees) that your firm charges to your clients.

Enter a unique name for the fee. This description will be displayed in the list frame in the Billing Items screen and in the drop-down list for the Fee selection field throughout the application.

Enter the description to display for the fee on reports and on the client billing invoices. If you leave this field blank, the application uses the text in the Description field on reports and billing invoices.

Select the appropriate type for this fee. The fields below this field will change based on the type you select.

Fee type Purpose Fields
Checks For fees that your firm charges for printing checks.
  • Check type (for live payroll only). Mark the appropriate checkbox(es) to specify the type of checks for which the client is to be billed.

    Note: If you are not licensed for the live payroll feature, these checkboxes will be grayed out and unavailable.

  • Calculation type. Select how the application will calculate this fee.
    • Per check. Calculates the fee based upon the number of checks (paper checks, direct deposit, or paycards) processed.
    • Per direct deposit. Calculates the fee based upon the number of direct deposit transactions generated from the check run. Each employee and vendor direct deposit allocation counts as a transaction.
    • Per paper check. Calculates the fee based on total number of paper checks printed.
    • Per paycard. Calculates the fee based on total number of employees set up as paycard recipients on the Direct Deposit tab of the Employees screen at the time the fee is created.
    • Per run (default). Calculates the fee any time a check run is completed for the client.
  • Calculation method. Choose the method for the program to use when calculating this fee.
  • Amount. This field is available when you choose the Fixed amount calculation method. Enter the specific fee amount or click the Down arrow button button to open an onscreen calculator to calculate the fee amount.
Delivery

For fees that your firm charges for delivery of the checks and forms.

Note: Delivery fees cannot be discounted.

Amount. Enter the delivery fee or click the Down arrow button button to open an onscreen calculator to calculate the delivery fee amount.
Forms For fees that your firm charges for printing forms.
  • Form type. Select the applicable form type - 1095-C, 1099, Federal Reconciliation, State Reconciliation, or W-2.
  • Selected form. This field is available when you select 1099 in the Form type field. Select All to assess a fee for all 1099 forms, or select the applicable forms to assess fees for only the selected 1099 forms.
  • Exclude client copy. This checkbox becomes available when you make a selection in the Form type field. Mark this checkbox if you do not want to assess fees for client copies of the forms.
On demand For fixed-amount fees that your firm charges on an as-needed basis.

Amount. Enter the fee amount or click the Down arrow button button to open an onscreen calculator to calculate the fee amount.

Note: On demand Billing invoices can be created in the Actions > Add Fee dialog or via the Add Fee button in the File > Print Billing Invoices screen.

Scheduled For assessing fees on a schedule.
  • Frequency. Select the frequency at which to assess the fee.
  • Method. Select the day on which to assess the fee.
  • Create <x> days before fee date. To have the application generate this scheduled fee a specific number of days before the actual fee date, enter the number of days in this field. Note that when the application generates the fee a few days early, it still uses the check date as the fee date.
  • Date. This field is available only when you select the Specified Day method. The options available in this field depend on the Frequency you select. When you select a day, the application automatically updates the Next billing date field.
  • Amount. Enter the fee amount or click the Down arrow button button to open an onscreen calculator to calculate the fee amount.

If your firm charges this fee to all clients, mark this checkbox. The application then automatically selects the fee in the Fee Selection grid in the Setup > Clients > Billing tab for every client. If necessary, you can modify or delete the fee on a client-by-client basis.

If this fee is subject to sales tax, mark this checkbox.

Fee schedule. The Fee schedule section is available for the following fee types.

For examples on setting up a graduated table for check fees, see the Using graduated tables for client fees - examples topic.

  • Graduated table. Specify the amounts for fees based on the calculation type specified and the schedule. When you enter an amount in the From column, the application populates the previous To column appropriately.
  • Delete Delete button button. Click the Delete button to delete the currently selected row within the graduated table.
  • Additional checks (forms), beyond fee schedule upper limit, add <amount> per check (form). This checkbox is available when you select the Per run calculation type and the Graduated table calculation method and you have added an amount in the To column for the last row in the table. Enter the amount to assess for each check generated beyond the number specified in the last row in the graduated table.
  • Calculate fee based on total number of checks only (Disregard interim graduated fees). This checkbox is available only when you select a Per item (check, direct deposit, paper check, or paycard) calculation type and the Graduated table calculation method. When this checkbox is marked, the application calculates this fee based upon only the row that applies to the total number of checks. The application does not use the other rows in the calculation.
  • Print as discount. Mark this checkbox to automatically add a calculated discount fee amount to the associated invoice. The application bills the item at the highest rate for all items and then presents the difference between the calculated graduated item total as a fee discount item. The application shows this amount in detail in the body of the invoice and does not add it to the invoice discount amount as set up in the Billing tab of the Setup > Clients screen.
  • Adjust rates button. This button is available when you select a Per item (check, direct deposit, paper check, or paycard) calculation type and the Graduated table calculation method. Click this button to open the Adjust Fee Rates dialog, where you can adjust the rates within the graduated table by an amount or a percent.

For examples on setting up a graduated table for form fees, see the Using fee schedules for client form processing - examples topic.

Select the applicable forms and enter the associated fees in the Form Type grid.

  • For 1095-C1099 and W-2 forms, select the form type and then enter the base fee, fee for each printed form, and fee for each recipient.
  • For Federal Reconciliation and State Reconciliation forms, select the form type and then enter the base fee and the fee for each printed page.

General Ledger Accounts. For each of the fields, enter or select the appropriate GL account number. If the applicable account is not included in the drop-down list, you can add an account on the fly.

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Related topics

Client billing overview

Setting up billing items and fee schedules

Using graduated tables for client check processing fees - examples

Using graduated tables for client form processing fees - examples

Setting up fees for a client

Adjusting fee rates for billing items

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