QuickBooks Payments FAQs

You’ll need to be on the new invoicing experience. If you’re using the classic layout, QuickBooks Payments won’t be available.

To begin using QuickBooks Payments:

1. Go to Settings, then select Payments.
2. Complete your onboarding to start receiving payments.

 QuickBooks Payments is available to:

• Sole traders
• Limited companies
• Partnerships
• Limited liability companies
• Non-profits and associations

Yes. You must complete the onboarding process and receive approval before you can use QuickBooks Payments on your invoices. If onboarding isn’t complete, your customers won’t see a payment option.

You’ll be asked to provide:

• Your business details (name, address, VAT number, website, registration number)
• Information about any business owners or decision makers, including name, date of birth, phone number, and address
• Confirmation that you’re authorised to act on behalf of the business

If there’s more than one business owner, you can add them during the application process.

You can either:

• Connect your business account instantly by logging into your online banking, or
• Upload a recent bank statement (issued within the last 12 months)

To complete your setup:

1. Select Connect.
2. Choose Connect with bank account.
3. Authorise with your bank.
4. Select your name.
5. Accept and submit.

Once you have completed the onboarding process you will be informed of the status in the invoice preview.

Note: The person submitting the application must be the account holder or authorised signatory.

Most accounts are verified within minutes. If we need additional information, it may take a few hours or up to a few days.

Once your application is approved, you’ll see a confirmation message in the invoice preview screen. If your application is still under review or requires more info, we’ll notify you on your QuickBooks homepage.

Sometimes, additional verification is required if we can’t confirm your details automatically. This might include uploading photo ID, a bank statement, or proof of address. We’ll let you know exactly what’s needed.

You’ll be guided step by step through the verification process during onboarding. If we need documents, we’ll prompt you with the exact types required—based on your business type and setup.

If you're unsure whether a document is acceptable, wait for the request to appear during the application. We'll make it clear what’s needed and when.

As part of the verification process, we may request documents to confirm your identity, your business, or your bank account. These help ensure your payments are secure and comply with financial regulations.

The type of documents requested depends on your business structure, and whether you’re applying as an individual (e.g. sole trader) or a legal entity (e.g. company). You may be asked to provide:

For individuals or sole traders:

• Photo ID (passport, driving licence, national ID card)
• Proof of address (utility bill, bank letter)
• Live selfie photo (if additional identity verification is needed)
• Proof of tax number (if applicable)
• Bank statement dated within the last 12 months

For companies and partnerships:

• Company registration documents
• Proof of company address
• List of company owners/shareholders
• VAT certificate (if registered)
• Bank statement matching your company name
• ID and proof of address for directors or beneficial owners (those owning 25% or more)

Providing incorrect or incomplete documents is one of the most common reasons for application delays or rejection.

We can’t accept:

• Photos of debit or credit cards
• Cropped, blurry, or low-quality images
• Edited or digitally altered documents
• Screenshots from third-party software (e.g. accounting apps or CRM tools)
• Documents issued more than 12 months ago
• Documents missing required details like the name, issue date, or account number
• Letters that aren’t on official bank letterhead or missing a stamp or signature
• Handwritten cheques or forms
• PDFs that are password-protected

Make sure your uploads are:

• In JPEG, PNG, or PDF format
• Under 15MB in size
• Clear and legible with no information cut off
• Fully matching the name of the business or person applying

Each transaction is charged at 1%, capped at £4 per payment (exclusive of VAT).

Open the invoice to view the payment status. If a customer has paid but funds haven’t arrived, first check with your bank, then contact our Customer Success team.

Once a customer has paid, funds are typically settled quickly—but timing may vary depending on your bank. If there’s a delay, check the payment status on the invoice, then contact your bank if needed.

1. Go to the Company cog.
2. Select Accounts and settings.
3. Choose Payments.
4. Select Edit merchant details.

Any changes you make will need to be verified and may temporarily pause your payments service.

If you need to add a new business owner or decision maker after submitting your application, you’ll need to edit your application details and resubmit for verification.

At the moment, QuickBooks Payments supports Pay by Bank. More payment methods, including card payments, are on the way.

 If you'd prefer to accept a different payment method for a specific invoice:

1. Open the invoice.
2. Select Manage.
3. Choose Payment options.
4. Toggle Pay by Bank off.

1. Select the Company cog.
2. Choose Accounts and settings.
3. Go to Sales.
4. Select Invoice payments.
5. Uncheck Pay by Bank.

If your application is still pending, it could be due to one of the following:

• You haven’t completed all required steps
• We’re still reviewing your submitted documents
• Additional verification is required based on your business type or bank details
• There was an issue with the documents you uploaded (e.g. missing details or low quality)
• You submitted documents under a trading name, but we couldn’t link it to your legal business name

Check your QuickBooks homepage for updates. If action is required, you’ll be guided to review and resubmit your application.

An application can be declined if:

• The details you entered don’t match your supporting documents
• Your bank account can’t be verified
• A required document was missing or invalid
• We couldn’t confirm your identity, address, or authority to act on behalf of the business
• You didn’t respond to a request for additional information in time

You’ll be notified in-product if this happens, and you’ll have the opportunity to update your details and reapply.

Verification may fail if your documents:

• Are blurry, cropped, or poor quality
• Don’t show the required details (e.g. name, account number, date, bank logo)
• Were edited or altered in any way
• Are older than 12 months
• Are for a different business or person than what was entered in your application
• Don’t clearly link your trading name to your legal business entity (if different)

Always double-check that the name on your documents matches the business name or account holder name you used in your application.

To be accepted, your bank statement must:

• Be dated within the last 12 months
• Clearly show your name (or your business’s legal name)
• Include your account number and the bank’s name or logo
• Be a full page—not cropped or redacted
• Be a real bank-issued document (not a screenshot or export from software)

If your account is under a trading name, you may also need to provide additional documents to link that name to your legal entity.

First, open the invoice to check the payment status. If it shows as paid, the payment may be in the process of settling.

If it’s taking longer than expected:

• Confirm your bank account is correctly connected
• Check with your bank for any issues on their end