Take and process payments in QuickBooks Online

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

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.

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 pricing and other details.

• Step 1: Sign up or connect an existing QuickBooks Payments account
• Step 2: Set up your account so customers can pay invoices online
• Step 3: Process payments in QuickBooks Online
• Step 4: Learn about deposit times for customer payments

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 account so customers can pay invoices online

Set your company preferences

First, set up your account settings for invoice payments:

1. Go to Settings , then select Account and settings.
2. Select the Sales tab.
3. Under Invoice payments, select Edit, then select the payment options you want.
   You can also enter Payment instructions. They will show on all invoices regardless of the template, when payments are enabled.
4. Select Save.
5. Select Done.

Set your payment options directly on the invoice

You can choose how 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.

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 invoice.
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.
6. Or, to send a link to the invoice by email or text:
   1. Select Save and share link.
   2. Select Copy link and then close the window.
   3. Paste the link in an email or a text message and send it.

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 invoice. 
3. Select Payment options.
4. Turn the switches on or off for the payment method you want to use.
5. Select Save or Save and close.
6. Optionally, to send the invoice to the customer by email:
   1. Select Review and send.
   2. Review the invoice. You can also add any additional information to the subject line and body of the email.
   3. Select Send invoice.
7. Or, to send a link to the invoice by email or text:
   1. Select Share link.
   2. Select Copy link and then close the window.
   3. Paste the link in an email or a text message and send it.

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 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.
2. Select Sales receipt, then select a Customer from the drop-down.
3. Add a product or service to sell.
4. Fill out any other information as applicable.
5. From the Payment method dropdown, select Credit Card.
6. Select Enter credit card details.
7. Enter the credit card information.
   Optional: To save this customer's credit card, select Use this credit card in the future for this customer.
8. Select Use this info or Save.
9. Select Process credit card.
10. Select Save and close or Save and new.

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

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.
2. Select Receive payment.
3. Select a Customer from the drop-down, then select a Payment date.
4. In the Outstanding Transactions section, select an open invoice to apply the payment. To take a partial payment, change what's in the Payment field.
5. From the Payment method drop-down, select Credit Card.
6. Select Enter credit card details.
7. Enter the credit card info.
   Optional: To save this customer's credit card, select Use this credit card in the future for this customer.
8. Select Use this info or Save.
9. Select Process credit card.
10. Select Save and close or Save and new.

Learn more about using your payments account in QuickBooks.

Step 4: Learn about deposit times for customer payments

After you process payments, QuickBooks puts the money into your bank account. It uses the bank account you picked when you signed up for QuickBooks Payments. Deposit speeds depend on your product and the type of payment. Get more info 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. Once your accounts are setup, customer payments will process much faster.