Guide to implementing surcharging in your pool service business

This guide outlines the key steps to help you stay compliant and maintain customer trust.

Once you activate surcharging in Skimmer, there’s a 30-day waiting period before you can begin collecting surcharges. This time should be used to prepare your business and notify your customers. After 30 days, surcharges will automatically apply to credit card transactions in Skimmer. We suggest keeping a surcharge reminder on invoices during the first one or two billing cycles to help customers adjust.

Step 1: Understand surcharging rules

Review surcharging rules and make sure you understand them.

  • Surcharging is the practice of passing on credit card processing fees to your customers.
  • Regulations require advance notice (typically 30 days) before applying a surcharge.
  • A surcharge can only be applied to credit card transactions, not debit cards.
  • The surcharge amount will appear as a separate line item on the customer’s receipt.

Step 2: Notify your customers

Communication is critical. Customers need clear notice that you will be applying a surcharge to credit card transactions.

Best practices for advance notice

  • Send an email to all your active customers.
  • Include a note on invoices during the waiting period. We've included a sample you can use
  • Update your website or customer portal if applicable.

We have provided a sample email below that you can send to your customers about surcharging. You can send this email using Skimmer’s broadcast email functionality.

Sample email:

Subject: Upcoming change: Credit card surcharges starting [Date]

Dear [Customer name],

We want to let you know about an upcoming change to how we process credit card payments. Starting [Effective Date], a small surcharge of 3%, will be applied to all credit card transactions.This change helps us offset rising processing costs while continuing to deliver the high-quality pool service you expect. To avoid this fee, you can always pay by ACH, debit card or check.

Thank you for your continued trust in us to care for your pool. If you have any questions, feel free to reach out.

Sincerely,

[Your business name]

Sample invoice notice:

Notice: Beginning [Effective Date], a surcharge of 3% will be added to all credit card transactions. This fee does not apply to ACH payments, debit cards or checks.

Step 3: Be aware of bookkeeping changes

Skimmer’s QuickBooks Online integration will automatically create a service for the surcharge in your connected account. Surcharge amounts will appear on QBO invoices as a separate line item. Consult with your accountant or bookkeeper to make sure surcharging is adequately accounted for in your reporting. 

Step 4: Review and prepare

  • Make sure your team is informed and can answer questions.
  • Confirm the effective start date in Skimmer.
  • Double-check that all communications were sent.

IMPORTANT NOTE: After the 30-day waiting period, surcharges will automatically be applied in Skimmer for credit card transactions. Continue reminding customers on invoices for the first 1-2 billing cycles to reinforce awareness.