Sample Credit Card Authorization Form for Accountants | CPAChargeLearn about the benefits a credit card authorization form can have on your accounting firm, as well as how to properly assemble, send, and store each form.

Losing clients due to limited payment options? Refusing credit cards can disrupt your cash flow and strain client relationships. The reality is that credit card use has become the norm in business transactions—and the accounting industry is no exception.

Over the past ten years, credit card spending has tripled. Now, 77% of merchants accept card payments, a 19% increase in the last year alone.

For accounting firms, this shift presents a clear opportunity: offering credit card payments can significantly improve cash flow—and client satisfaction. But to protect your firm from potential disputes and chargebacks, you need a solid agreement. That’s where a well-structured credit card authorization form becomes essential.

In this article, we’ll explore why your firm should utilize a sample credit card authorization form and what it can do for your business.

What Is a Credit Card Authorization Form?

A credit card authorization form is a document that grants your firm permission to charge a client’s credit card. This is particularly useful for larger transactions or recurring payments over a set period. In accounting, firms and CPAs use these forms to offer clients a convenient payment method for services rendered. This not only simplifies the payment process but also establishes clear expectations regarding agreed-upon charges for both parties.

The security of these forms hinges on how they are managed. Digital forms, especially those handled through secure third-party platforms, provide robust encryption and access controls, minimizing unauthorized access. For paper forms, accountants must also implement security measures to safeguard sensitive client data. This includes secure storage, restricted access, and timely destruction post-processing.

Regardless of format, these forms are vital for documenting explicit client consent, which reduces the risk of future disputes. Modern payment systems like CPACharge also integrate additional security protocols to protect sensitive card information. This ensures that the use of a credit card authorization form for accounting services is both secure and compliant.

What to Include in an Accountant Credit Card Authorization Form

A comprehensive accountant credit card authorization form should include the following details:

Firm name, address, city, state, and ZIP code
Firm phone number and email
Client name
Client billing address
Type of card (VISA, Discover, Mastercard, etc.)
Card number
Expiration date and security code
Statement authorizing charges and their frequency (one-time or recurring)
Agreement terms
Client’s signature and date

This information ensures clarity and prevents misunderstandings regarding payment terms.

Types of Credit Card Authorization Forms

There are two primary types of credit card authorization forms:

Client credit card authorization form: This form is used when a client personally signs an agreement to pay for services. It can be for a one-time payment, which covers a single transaction, or a recurring payment, which authorizes regular charges for ongoing services.
Third-party credit card authorization form: This form facilitates transactions when the cardholder is not physically present or authorizes a third party to make payments on their behalf. For example, a business owner might authorize an employee to use a company card for specific accounting services.

Ultimately, using the right authorization form—whether for clients or third parties—helps keep your accounting transactions smooth and compliant.

How to Use an Accountant Credit Card Authorization Form

A well-defined process is essential when using a credit card authorization form for accountants. Let’s explore the key components of this process.

Develop a Signature, Storage, and Payment Process

Follow these steps to streamline your process of using a sample credit card authorization form:

Send the form to the client. Deliver the authorization form, either digitally or physically, ensuring your client has all necessary information.
Receive a signed copy of the form. A signed form documents your client’s consent. This can be a critical piece of evidence to mitigate potential chargebacks or disputes.
Save the credit card information securely. Protect sensitive data using secure storage tools like CPACharge Card Vault to ensure compliance and prevent breaches. Card Vault uses encryption to keep your clients’ data safe and allows you to make charges on their behalf.
Prepare and send the invoice. Even with a credit card authorization form, you still need to send invoices detailing services and charges. Tools like CPACharge Billing & Invoicing software simplify this process. Create line items for services and expenses, assemble them into professional PDF invoices, and send them directly to clients’ inboxes.

This structured method improves your accounting process flowchart and reduces administrative overhead.

Implement Credit Card Security Best Practices

Handling sensitive client credit card information requires strict security measures. It’s not just about compliance; it’s also about building trust. Accountants must adhere to Payment Card Industry Data Security Standard (PCI DSS) requirements, which outline policies and procedures intended to optimize the security of credit card transactions.

Here are some key best practices to implement:

Encryption: Protect card data during transfer and storage. Use strong encryption protocols and regularly update security software.
Secure storage: Limit access to stored cardholder data. Only authorized personnel should have access, and data should be stored in a secure, compliant environment.
Tokenization: Consider using tokenization services, which replace sensitive card data with unique tokens, minimizing the risk of data breaches.
Secure networks: Utilize secure, private networks for data transmission and implement strong firewall protection.
Physical security: If handling paper forms, ensure they are stored in locked cabinets and destroyed using secure shredding methods after processing.

By implementing these measures, accounting firms can significantly reduce the risk of data breaches and maintain client trust.

Does a Credit Card Authorization Form Prevent Chargebacks?

Chargebacks can negatively impact an accounting firm’s revenue and reputation. The good news is that credit card authorization forms can help prevent chargebacks and minimize risk. That’s because you have documented proof of the client’s explicit consent to the charges.

These forms serve as evidence of authorized transactions, simplifying chargeback disputes and clarifying agreed-upon fees, including potential credit card surcharges, to prevent misunderstandings.

In cases where a chargeback does occur, CPACharge Refunds makes it simple to issue refunds and ensure client satisfaction.

Free Credit Card Authorization Form Template for Accountants

Simplify client onboarding and payments using this free credit card authorization form template. This form ensures you will collect all necessary information, saving time and minimizing errors. It also uses a standardized format to maintain consistency and enhance professionalism, which is key for building trust during the payment process.

Easily Accept Credit Card Payments with CPACharge

Streamlining the payment process is essential for any accounting firm. CPACharge simplifies credit card payments, allowing you to focus on what matters most: your clients.

In addition to securely storing client card information, the all-in-one platform enhances your entire billing and collection process from start to finish.

CPACharge offers several features that enhance your payment process:

CPACharge billing and invoicing: Easily create invoices and provide clients with convenient payment options.
CPACharge scheduled payments: Simplify recurring payments for ongoing services.
CPACharge reporting and reconciliation: Track and reconcile payments effortlessly.

With these powerful payment solutions, your accounting firm can operate more efficiently, improve cash flow, and boost client satisfaction. Whether your clients prefer in-person credit card payments or online transactions, you’ll have the flexibility to support both. Discover how CPACharge boosts productivity and profits credit card payment processing.

Ready to simplify your payment process? Book a demo today to see how CPACharge can benefit your accounting firm.