Receive and process payments in QuickBooks Online with QuickBooks Payments

Learn how to accept online payments for online and in-person sales with QuickBooks Payments.

There are a few ways to get paid. Customers can pay for invoices by credit card or Apple Pay. Or, with QuickBooks Payments (Merchant Services), you can securely email an invoice with a Pay now button.

Note: Check the QuickBooks Payments website for the latest pricing and other details.

• Step 1: Sign up or connect an existing QuickBooks Payments account
• Step 2: Set up your QuickBooks Online account so customers can make online payments
• Step 3: Process payments in QuickBooks Online

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

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

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

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

Step 2: Set up your QuickBooks Online account so customers can make online payments

Set your company preferences

First, set up your chart of accounts.

1. Go to Settings , then select Account and settings.
2. Select Payments.
3. Find Chart of Accounts, then select Edit ✎.
4. Select the Standard deposits ▼ dropdown. Then, select a deposit account where you want to record the payments.
5. Select the Processing fees ▼ dropdown. Then, select an expense account to track processing fees.
   Note: QuickBooks Solopreneur users can't change the default expense account.
6. Select Save, then select Done.

Set up your account settings for invoice payments

1. Select Sales.
2. Find Invoice payments, then select Edit ✎.
3. Select the payment method/s your customers will use. You can also put payment instructions to show on your invoices.
4. Select Save, then select Done.

Set your payment options directly on the invoice

You can choose how you want to get paid for each invoice you send. If you change your preferences on one invoice, it will only affect that invoice and won't change the company settings.

Change the invoice payment options with old invoicing

To change the payment options on an existing invoice:

1. Go to Sales and select Invoices (Take me there).
2. Find the invoice you want to update, then select Edit.
3. In the Online payments section, select the payment options you want.
4. Select Save or Save and close.
5. Optionally, to send the invoice to the customer by email:
   1. Select Save and send.
   2. Review the invoice in the Send email window. You can add any additional information to the subject line and body of the email.
   3. Select Send and close.

Change the invoice payment options with new invoicing

1. Go to Sales and select Invoices (Take me there).
2. Find the invoice you want to update, then select Edit. 
3. Select Edit from the Online payments section.
4. Select the online payments options and then select OK
5. Turn the switches on or off for the payment method you want to use.
6. Select Save or Save and close.
7. Optionally, to send the invoice to the customer by email:
   1. Select Save and send.
   2. Review the invoice in the Send email window. You can also add any additional information to the subject line and body of the email.
   3. Select Send and close.

Step 3: Process payments in QuickBooks Online

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

Note: When you receive payments, QuickBooks sends the money to the bank you chose when you signed up for QuickBooks Payments. Learn about deposit speeds in QuickBooks Payments.

Process payments for sales receipts

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

1. Select + New. Then, select Sales receipt.
2. From the Customer ▼ dropdown, select a customer or + Add new.
   Note: If you add the customer's email address, QuickBooks sends them a copy of the sales receipt.
3. Select the Payment method ▼ dropdown, then select the payment method.
   Note: If your customer pays with a credit card and you have a card reader, select Enter credit card details. Then, select Swipe card.
4. In the PRODUCT/SERVICE field, select the product or service. Then, fill out the necessary fields in the sales receipt.
   Note: You may also select + Add new if the product or service isn’t on the list.
5. Select Save or Save and close.

Process payments for invoices

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

1. Select + New. Then, select Receive payment.
2. From the Customer ▼ dropdown, select a customeror + Add new.
3. In the Payment date section, select the payment date.
4. Enter the reference no. and the amount received.
5. Select the Deposit to ▼ dropdown, then select a deposit account where you want to record the payments.
6. Select the Payment method ▼ dropdown, then select the payment method your customer used.
   Note: If your customer pays with a credit card and you have a card reader, select Enter credit card details.
7. In the Outstanding Transactions section, select an open invoice to apply the payment.
   Note: To receive a partial payment, enter the amount your customer paid in the PAYMENT field.
8. Select Save and close or Save and new.

QuickBooks sends automated receipts to your customer's registered email when they make a payment. You can also print a copy of the receipt through QuickBooks Online Payments.

1. Go to Sales, then select Invoices.
2. Select a paid invoice, then select Receive payment for the payment you want to print a receipt for.
3. Select Print, then select Print or Download.