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Using QuickBooks Payments with QuickBooks Online

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Gone are the days where most customers were paying you in cash or check. Most everything has moved to a digital space, and that also includes paying for goods or services.  QuickBooks Payments is here to help you get paid fast and in a way that’s convenient and easy for your customers. 


Let’s start with signing up for payments and connecting to your QuickBooks Online account: Get Started with Payments and Connect your QuickBooks Payments account to QuickBooks Online.


Once you are signed up and connected, you just need to choose where those payments and processing fees go so that your tracking is all correct. Here are those steps:

  1. Go to Settings ⚙at the top, then select Account and Settings.
  2. Select Payments from the menu.
  3. In the Chart of Accounts section, select the pencil ✎ (edit) icon.
  4. For ‘Where do you want to record payments?’, choose the correct bank account.
  5. For ‘Where do you want to record processing fees?’, choose the proper expense account for tracking processing fees.
  6. Select Save.


So you’re all set up and ready to get paid! The most popular way to do this is by invoice. Once Payments is set up on your account, when creating your invoice you can choose how you want your customers to pay you. 

  • Cards (VISA, Mastercard, Discover, etc).
  • Bank Transfer


Do you have the customer right in front of you ready to pay? Awesome, all you need to do is create a sales receipt.


  1. Select + New.
  2. Select Sales receipt, then fill out the customer info.
  3. Add a product or service to sell.
  4. From the Payment method drop-down menu, select Credit card.
  5. Select Enter credit card details.
  6. Enter the credit card info, or select Swipe Card.
  7. Select Process credit card.
  8. Select Save.

Here’s a great article to explain this from start to finish: Process payment in QuickBooks Online.


We also have a couple helpful videos if you’re more of a visual person like myself:


When you email the invoice to your customer, there will be a link for them to pay directly. Their options will be listed and then they’ll enter their information. It’s worth mentioning 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.


 It’s that easy and can be done all online!


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