Orders: How to Setup and Use Fees

Fees in RoasterTools

This help doc walks you through creating and using Fees in RoasterTools - a powerful way to add charges like NSF fees, late payment fees, or rush order fees to customer orders.

What are Fees?

Fees let you add charges to orders. Unlike regular products, fees are designed specifically for administrative charges and behave differently the regular products in a few key ways:

• Flexible pricing — You can adjust the fee amount on each order as needed
• Not available in the Wholesale Portal — Customers can't add fees to their own orders.
• No fulfillment of the fee is required.
• New Fee Section on the Order

Fees appear on invoices (printed and in the billing portal), packing slips, and in reports exactly like regular products, making it easy to track and collect these charges.

How to Create a Fees

You'll create fees once, then reuse them whenever you need to add that type of charge to an order.

1. Go to Products > New Product
2. Select Fee as the product type
3. Enter a name for the fee (e.g., "NSF Fee", "Late Payment Fee", "Rush Order Charge")
4. Set the base price for this fee
5. Click Create Product

Accounting Setup

If you are syncing to accounting you will need to map this fee item.

1. Go to the right side of your variant under the accounting field
2. Search for the name of the item in your accounting software
3. Select item from drop down to apply
4. Select Update Product

Tax Setup:

If you have tax enabled on your account tax will automatically be charged on the fee if applicable, based on the tax settings, shipping address and the tax code assigned to the fee.

1. Click the three dots next to the accounting field
2. Select Assign a Tax Code
3. Choose the appropriate tax code  (if you leave this blank it will default to taxable.)
4. The settings will save automatically

How to Add a Fee to an Order

Once you've created a Fee, you can add it to any order — even orders that have already been manually created and/or paid. If a paid order has a Fee added, a new due balance will appear, allowing you to create a payment for that Fee amount.

1. Open an order.
2. Click Add Fee button located in the bottom left section of the order
3. Search for or select the fee you want to add
4. The base price will auto-fill, but you can change it if needed
5. Optional: you can add a brief description
6. Click Add
7. If the order was already paid you can then create a another payment to collect for the fee.

The fee will appear in a separate "Fees" section on the bottom of the order, below all the regular line items. The order balance will update automatically to include the fee.

How to Edit a Fee on an Order

If you need to change the amount, delete the fee or description of a fee after adding it:

1. Go to Sales > Orders and open the order
2. Click Edit Order
3. Scroll to the Fees section (below the regular line items)
4. Edit the price or description as needed
5. Click Update Order

Finding Orders with Fees

You can use the order filters to find all orders that include a specific fee:

1. Go to Sales > Orders
2. On the order page click Add Filter
3. Select Order Basics > Products and search for your fee
4. Click Apply

This is helpful for tracking things like how many NSF fees you've charged in a given period, or which customers have been charged late payment fees.

Fees also appear in the Insights > Products report, so you can see total revenue from each type of fee.

Tips & FAQs

Q: Do fees sync to accounting?

A: Yes. Fees appear as line items on invoices and sync to your accounting software just like regular products. This is for Quickbooks Online and Desktop or Xero

Q: Can customers see fees in the Wholesale Portal?

A: Customers will not see fees on the ordering side of the portal.  But they will see the fees on their invoices in their billing portal.  Currently Fees are added after an order is placed.

Q: Can I adjust the fee amount on each order?

A: Yes. When you add a fee to an order, the base price auto-fills but you can override it with any amount you need. This makes it easy to charge different amounts based on the situation.

Q: Can I add the same fee to an order multiple times?

A: Yes. This is useful if you need to charge multiple late payment fees or consolidate fees from different months onto a single invoice.