QuickBooks Payments FAQs

You’ll be asked to provide:

• Your business details (name, address, VAT number, website, registration number)
• Bank account information
• 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 are multiple business owners, you can add them during the application process.

Note: Provide information of all business owners that hold 25% or more of the company. If there are no business owners that own 25% or more of the company, then provide information of at least one controlling person.  Additionally, provide details of at least one signatory. The same person could have multiple roles e.g. Owner and signatory.

 You can either:

• Connect your business account instantly by logging into your online banking, or
• Manually upload your transactions into QuickBooks

Once you’ve completed the onboarding process and you’ve received approval, you’ll be able to start using QuickBooks Payments on your invoices. If you don't finish onboarding, you won't be able to turn on QuickBooks Payments on your invoices and your customers won't be able to pay you.

We’ll send you an email once your application has been approved.

Sometimes, additional verification is needed if we can’t confirm your details automatically. This may involve uploading documents such as a photo ID, a bank statement, or proof of address. Alternatively, we may ask you to review and correct any mistakes in data. We’ll send you an email to inform you of the specific steps to take to provide this information.

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.

As part of the verification process, we may request documents to confirm your identity, your business, or your bank account. 

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 one of the following documents: 

• 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
• 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

Even if you've submitted documents, verification might still fail if:

• The name on the document doesn't match the name in your QuickBooks application
• The bank account is under a trading name that isn't linked to the legal entity
• The uploaded image is poor quality or partially obscured
• The address is inconsistent with what was entered during onboarding
• You're using a document type we don’t support (e.g. utility bills as proof of bank account)

Note: If verification fails, you’ll be notified via email and you’ll see an alert in the Account and settings Payments tab. Here, you’ll have the chance to edit your application, or re-upload new documents by selecting ‘Edit Merchant detail.’

1. Follow this link to complete the steps in product
2. Select Create invoice
3. Enter your invoice details 
4. Make sure Pay by Bank is enabled
5. Select Review and Send

Learn more about creating invoices in QuickBooks Online.

For Pay by Bank : Each transaction is charged at 1%, capped at £4 per payment + 20% VAT.

For Pay by Card : 1.2% + £0.2 per transaction + 20% 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. 

Note: Funds will arrive as soon as the next day for Pay by Bank payments. For Pay by Card payments, funds will arrive in 2-business days.

To open an invoice: 

1. Follow this link to complete the steps in product
2. Click on the invoice you want to check payment status of

Once a customer pays, funds will arrive as soon as the next day for Pay by Bank payments. For Pay by Card payments, funds will arrive in 2-business days.

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. To do this:

1. Select Settings
2. Select Payments
3. Select Edit Merchant Details

At the moment, QuickBooks Payments supports Pay by Bank and Pay by Card. Direct debits are on the way.

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

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

1. Follow this link to complete the steps in product
2. Open the invoice
3. Select Manage
4. Choose Payment options
5. Toggle Pay by Bank and/or Pay by Card off

1. Go to Settings  
2. Choose Accounts and settings
3. Go to Sales
4. Select Invoice payments
5. Uncheck Pay by Bank and/or Pay by Card

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 the information you submitted
• 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
• The business and Adyen may make a business decision to decline an application, this is referenced in the QuickBooks Terms of Service in the section on QB Payments

Check your emails, or the Payments tab for updates. If action is required, you’ll be guided to review and resubmit your application.

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:

• Check your emails for any information we may have sent you 
• Confirm your bank account is correctly connected
• Check with your bank for any issues on their end