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Take and process payments in QuickBooks Online with QuickBooks Payments

Learn how to accept electronic customer payments for online invoices and in-person sales.

If you have QuickBooks Payments, you can accept electronic payments like credit cards and ACH transactions directly from an invoice or email.

There are a few ways to get paid. You can turn on online payments for the invoices you email to customers. Customers can pay for invoices by credit card or ACH bank transfer. All they have to do is follow the link in the email. You can also process payments in-person or over the phone.

To watch more how-to videos, visit our video section.

If you don’t use QuickBooks Payments, here's how to record credit card payments processed outside QuickBooks.

Note: Check the QuickBooks Payments website for the latest plans and check out our guide to QuickBooks Payments fees. If you're a ProAdvisor, see how you can qualify for lower payment rates.

Step 1: Sign up or connect an existing QuickBooks Payments account

If you haven't already, sign up for QuickBooks Payments.

Or, if you already have a QuickBooks Payments account, follow these steps to connect your existing account to QuickBooks Online.

Step 2: Set up your account so customers can pay invoices online

Set your company preferences

First, set up your account settings for invoice payments:

  1. Go to Settings ⚙.
  2. Select Account and settings, and select Sales.
  3. Under Invoice payments, select Edit ✎ and check which payment options you want.
  4. Select Save.

Set your payment options directly on the invoice

Then, you can choose how you want to receive payment on each invoice you send. If you change them on one invoice, this will only affect the invoice you change and won’t affect the company preferences.

Your estimates or invoices will look different depending on whether you have the old or new estimate and invoice experience. Find out which experience you have.

Step 3: Process payments in QuickBooks Online

Now you're ready to get paid. Follow the steps based on how you received the payment:

Process in-person payments

If customers come into your business, you don't need to send them an invoice. Instead, create a sales receipt:

  1. Select + New.
  2. Select Sales receipt or Make a sale.
  3. From the Customer dropdown, choose a customer.
  4. Add the products and services you're selling.
  5. Fill out the form.
  6. In the Payment method dropdown, select the payment method.
    • For Credit card: Select Enter credit card details and enter the card info. Or, if you have a Magtek card reader, select Swipe Card and swipe their card. Select Process credit card and then Save.
    • For a Check: make sure you get a signed authorization form. This lets customers give you permission to debit their account.
  7. Select Save and close.

If you add the customer's email address, QuickBooks sends them a copy of the sales receipt.

Process payments for invoices

If you already sent a customer an invoice but they wish to pay in-person, you have a few options. You can ask them to follow the link in the email and finish paying for the invoice online.

Or you can process the payment for them and match it to their existing invoice:

  1. Select + New.
  2. Select Receive payment.
  3. From the Customer dropdown, choose a customer.
  4. In the Outstanding Transactions section, select the unpaid invoice you wish to apply the payment toward.
    Tip: To apply a partial payment, change the amount in the Amount Received field.
  5. In the Payment method dropdown, select the payment method.
    • For Credit card: Select Enter credit card details and enter the card info. Or, if you have a Magtek card reader, select Swipe Card and swipe their card. Select Process credit card and then Save.
    • For a Check: make sure you get a signed authorization form. This lets customers give you permission to debit their account.
  6. Select Save and close.

Step 4: Learn about deposit times for customer payments

After you process payments, QuickBooks puts the money in your bank account. It uses the bank account you picked when you signed up for QuickBooks Payments.The time it takes to get the money into your bank account depends on your product and payments plan. Learn more about deposit times for QuickBooks Payments.Note: If you're new to payments, your first payments may take a bit longer while we set up your accounts. Going forward, customer payments process much faster.