July 11, 2024

How to Apply Late Fees in QuickBooks United Kingdom

Denym Bird
CEO of Paidnice

QuickBooks is a popular accounting software used by many businesses in the United Kingdom. However, one significant limitation of QuickBooks UK is the absence of built-in functionality for applying late fees to overdue invoices.

This can hinder businesses that rely on late fees to encourage timely payments and manage cash flow effectively. Fortunately, Paidnice offers a robust solution for this problem, enabling QuickBooks UK users to add and automate late fees seamlessly.

What you are legally allowed to charge for late fees in the UK

Late fees are crucial for UK businesses as they help maintain healthy cash flow and ensure timely payments. The UK has specific regulations regarding late payment laws for commercial transactions.

According to the Late Payment of Commercial Debts (Interest) Act 1998, businesses can charge interest on overdue invoices at a statutory rate, which is 8% plus the current Bank of England base rate. Additionally, an administration charge can be applied, which varies based on the amount overdue:

  • £40 for debts up to £999.99
  • £70 for debts between £1,000 and £9,999.99
  • £100 for debts of £10,000 and above

These measures are in place to compensate businesses for the inconvenience of late payments and to encourage prompt settlement of invoices.

QuickBooks United Kingdom Limitations

Despite the use of QuickBooks in the UK, it lacks the built-in late fee feature available in the QuickBooks USA product. This limitation extends to QuickBooks versions in Canada, Australia, and other global markets. Even if QuickBooks UK had this feature, it wouldn't account for changes in the Bank of England base rate, which is crucial for applying the correct statutory interest rate. This gap can make it challenging for businesses to comply with UK late fee laws and manage their accounts receivable effectively.

How Paidnice Can Add Late Fees to QuickBooks United Kingdom and Keep Compliant with UK Late Fee Laws

Paidnice is designed to bridge this gap. It seamlessly integrates with QuickBooks UK and allows businesses to automate the application of late fees in compliance with UK laws. With Paidnice, you can easily add late fees based on the statutory rate plus the current Bank of England base rate. Additionally, Paidnice offers a suite of accounts receivable features that enhance QuickBooks UK:

Integrating Paidnice with QuickBooks United Kingdom

Here’s a step-by-step guide to integrating Paidnice with QuickBooks UK:

1. Sign Up for an Account: Visit the Paidnice website and sign up for an account. You can start with a 30-day free trial to explore its features.

2. Connect QuickBooks: Once you’ve created your account, connect your QuickBooks UK account to Paidnice with a single click.

3. Setup Your Late Fee Policy: Configure your late fee policy by selecting the type of fee (e.g., statutory rate plus Bank of England base rate) and specify when it should be applied. Paidnice can automatically update the base rate changes and apply them retrospectively if needed.

4. Create Reminders and Workflows: Set up automated reminders, statement send-offs, and escalation workflows to ensure a robust accounts receivable foundation.

By following these steps, you can effectively manage late fees and ensure compliance with UK laws, all while streamlining your accounts receivable process.

Final word

QuickBooks UK users face a significant limitation with the absence of built-in late fee functionality. Paidnice offers a comprehensive solution, enabling businesses to apply and automate late fees in compliance with UK regulations. With additional features like advanced reminders and automated statement sending, Paidnice helps ensure no invoice goes unpaid or unaccounted for.

Start using Paidnice to manage late fees in QuickBooks United Kingdom today. Learn more about Paidnice’s late fee functionality on our help desk, or chat with our friendly team for a quick demo.

Denym Bird
CEO of Paidnice
Denym is a software entrepreneur and writes about accounts receivables management for small business.