Credit Card Authorization Form Template for Service Businesses

What is a credit card authorization form?

A credit card authorization form is a document that gives your business permission to charge a customer’s credit card for agreed-upon services. 

They can be used for recurring payments, like weekly lawn maintenance or house cleaning, or they can be used for single future payments, like upon delivery of a load of topsoil to a client’s home.  

While they aren’t legally required, it’s best practice to use them because they help prevent chargebacks, disputes, and confusion. Clients who expect you to charge their credit card are less likely to question the amount when it shows up on their bill.

What to include on a credit card authorization form

Credit card authorization forms don’t need to be complicated. They only require basic information, such as: 

• The card types your business accepts (VISA, MasterCard, AMEX, etc.)
• The cardholder’s name as shown on the card
• The full credit card number
• The card’s expiration date
• The cardholder’s billing address, including ZIP or postal code
• A line describing what the customer is agreeing to
• A place for the cardholder’s signature

NOTE: You can’t record a client’s CVV number because it goes against the Payment Card Industry Data Security Standard (PCI DSS). This is because it poses security risks to the client and could expose your business to liability in the event of a data breach.

When to use a credit card authorization form

Home service providers can use pre-authorized credit card payments in many different scenarios. The most common times to set them up are for: 

1. Recurring services

If you offer recurring services like pest control, snow removal, house cleaning, lawn care, or pool maintenance, pre-authorized credit card payments ensure you get paid for the work as soon as it’s done. And they prevent the client from having to add paying you to their to-do list every week or two. 

2. Deposits

If you need to ask for a deposit before a job begins, a pre-authorized credit card payment enables you to bill a client in advance, like when you’re ready to purchase materials or supplies. That way, you don’t have to wait for them to send a check or drop off some cash before preparing for the job.

How to use a credit card authorization form

Using a credit card authorization is relatively straightforward, but because it includes sensitive financial information, it’s important to follow these steps to ensure you handling it properly: 

1. Provide a credit card authorization form to the client. This can be either a physical you give them in person or a digital copy you send via email. 

2. Get a signed copy from the client. This needs to be done either in person or using a secure online form from a trusted payment processor. You should never ask clients to send credit card information to you via email because it’s not encrypted, meaning it has the potential to be accessed or intercepted by unauthorized parties. 

3. Save the client’s credit card information. Customers’ financial information needs to be stored using safe and secure software that meets PCI DSS requirements. That means using payment processing software like Jobber to add the customer’s card to their file. 

That way, you ensure their data is protected and reduce your business’s liability if their information is compromised. And, customers can add, remove, or update credit card information in their accounts, giving them more control over automatic payments. 

Pro Tip: If you have customers fill out physical copies of your credit card authorization form, you need to handle them properly once the information has been added to your payment processing system. You can either store an encrypted copy in a PCI DSS-compliant database (like through your payment software) or destroy it. 

4. Send an invoice. Yes, you still need to send an invoice for a pre-authorized payment. But instead of acting as a request for payment, it takes the place of a receipt. Where a regular invoice has a balance owing, the invoice you send after processing a pre-authorized payment should have a balance of $0. 

READ MORE: Invoice vs. receipt

Credit card authorization form templates

Credit card authorization forms can be used for both recurring and one-time services. If you’re looking to get paid faster, use these templates to set up pre-authorized payments. 

Recurring credit card authorization form template

Best practices for credit card authorization forms

Because credit card authorization forms are made up of sensitive customer information, it’s important to handle them with care. Follow these best practices to ensure you keep your customers’ data safe and secure. 

1. Have clear terms and conditions. Use straightforward credit card authorization forms that outline important details like when a client’s card will be billed, how much they’ll be charged, and what the charge will be for. Be sure to communicate with the client upfront so they know what to expect. 

2. Limit access to payment information. Keep your clients’ information safe by limiting access to their accounts. It’s unlikely every employee or subcontractor on your team needs to be able to see your customers’ credit card information. Limit who can view and access customer accounts to those who handle billing, like your accountant. 

3. Be transparent. If you plan to store a client’s credit card information on file, get their permission first. You should never charge a client without letting them know unless they’ve already given you the go-ahead.   

4. Use secure systems. Always use trustworthy payment processors and software platforms that are PCI DSS-compliant, like Jobber. Otherwise, you risk compromising customer information and being held liable if the client’s account is used fraudulently as a result of your mishandling of their data. 

5. Set up automated payments for recurring services. Automated payments can be set up using payment processing software like Jobber, helping you to get paid faster and in full for recurring services.