Getting Started with QuickBooks Payments

Thank you for this discussion.   I however, need some more information and maybe you can help.  

Once QuickBooks Payments automatically created a bank deposit and a bank receipt the funds are showing deposited in the checking account of the client.  However, they are still showing in undeposited funds.  Why?

Hello!  Thanks for getting back to me. 

No, when we enter payments thru other ways correctly we get rid of undeposited funds.  It's only when we use Quickbooks Payments do the payments by CC or ACH go to undeposited funds first, than the bank receipt and deposit (that are done automatically because in the invoices we see "deposit") are sent to the correct bank account.  However, we still see the amount in the undeposited funds account.  I know the "How to receive a payment" workflow.  However, Quickbooks Payments does this automatically so why is this still in undeposited funds?

No, only when they hit the "Pay now" button on invoices.   After the funds are automatically deposited in the back after hitting "Pay now" why are they still in undeposited funds?  Since Quickbooks Payments made the bank receipt and bank deposit why didn't they take it out of Undeposited funds?

Hi there, @jsanterre50.

Thanks for getting back to us. I'm here to help and provide some additional information about QuickBooks Payments. 

QuickBooks Online (QBO) Payments defaulted to Undeposited Funds account. You'll need to deposit the payments to the correct account by processing Bank Deposit to ensure the money you received from payments is accurately recorded.

You can check this article for the detailed steps on how to record Bank Deposits in QuickBooks Online. 

If the same thing happens, it would be best to contact our Merchant Service Team. They have additional tools to pull up your account in a secure environment and investigate this further. 

You can contact them through this link: https://quickbooks.intuit.com/community/Payments/QuickBooks-merchant-services-or-QuickBooks-Online-s....

Please let me know how it goes. I'm always here to help if you have any other concerns. Have a good one.

I'd like to know why you don't let people know they will be charge astronomical fees for using credit card payments. I let a client pay with credit card for the last 6 months and only after digging through my bank account realized I was being charged. You should let your clients know they are being charged a fee at the time of the transaction. It's this is a great example of dark UX, it's unethical squeezing extra money out of your users like this. Very disappointed.

Hi J,
I am a longtime user of QB and although I do not use it to the extent I could and should, I just do not have the time to do much but create invoices and process payments. A couple of years ago, we decided at the beginning of the year to start accepting card payments, as more than one client had requested this option. We have a specialty in Political Media Planning & Buying and consequently, some of the political payments were extremely high. I just did not have the time to go back and double check everything for a couple of months prior to the Primary that year and could not believe how much I lost by going this route! The % varied by card, but it is embarrassing to go back to a client and tell them that we now need to charge them for the card transaction fees. One of them wanted to stay on the card method, so I had to go through the extra step to figure out what percentage to add on, so that it would net to the exact amount of the invoice, once fees were taken out. You can't just tack on the regular percentage, because it made the total invoice even higher, taking out even more in fees, so it was THIS amount that had to be figured out or lose more money again. Plus, the convenience was far outweighed by the additional charges. After about six months, we just stopped card payments altogether. We have also been asked about PayPal (more fees) or any method of payment that didn't add exhorbitant fees. I just checked out Venmo, and so far, I don't see any fees added, and it connects directly to your bank account, via the card or to the bank account, which takes a bit longer to post. All in all, good ole checks work the best, although not good for quick turnaround. A number of our political accounts also did direct deposits at one of the branches near them, as they were up and down the state of California, and this bank was large with a branch in just about every town, and that worked great, but more work on the client end. Sorry. Wish I had better news and wish you luck. Everyone wants a piece of your financial pie!

I am a little confused. Are there fees that are on top of the fees listed when you sign up to use this service? Above, J asked why users are not informed that there will be fees charged to users. I just signed up for this service but I did see that there are fees, just like any other service, so I anticipated being charged the percentages listed when I signed up. As a customer, there are several places that I have shopped that tell me there is a % charged for card processing. I figured that as a business owner, since this is not an uncommon practice for businesses to pass that fee along to the clients, it would not be unheard of to do the same if I so decided. 

So.. In reading your conversation, I have to ask, did you miss that part of the disclaimer that there were fees or are you saying there are fees on top of fees that are not disclosed?

I am sincerely asking. 

Hi. Where did you see the fees stated? I have also not seen them. I find this information helpful and do wish that the fees were more prominent. I would like to know what I am getting into before accepting credit cards as forms of payment.

Hi ncampbell. 

I'm more than happy to elaborate on the credit card fees for you. There are no monthly or setup fees, a 1% fee on bank transfers (ACH) with a maximum of $10. There's a 2.4% fee for swiped credit cards, a 2.9% fee for invoiced and 3.4% for keyed plus .25 per transaction. I'll include a link to our credit card processing service page with this information and much more. 

- Credit Card Processing Services

If there's anything else I can help you with, feel free to post down below. 

Is there a setting during the invoicing process, to add the processing fee to the customer credit card transaction? 

For example, I send an invoice to my customer, that will allow a credit card payment. Is there a setting to notify the customer, that the processing fee of $ will be added to the transaction. Click here to accept... Something of that nature???

Hello there, millsairconditioning.

The option to add a notification abut the processing fee isn't available. If your customer agrees that they will be the one to handle the processing fee, you can add the fee as a second line item on the invoice.

Before doing so, you'll have to add a service item for the processing fee. Let me guide you with these steps:

1. From the Sales tab, select Products and Services.
2. Click New and then select Service.
3. You can enter Processing Fee as the item Name.
4. Select an Income account.
5. Click Save and close.

Afterward, you're good to add it to the second line of your invoice. Just a heads up, you'll have to manually calculate the total amount of the processing fee.

I've also added these references when managing payments: 

• Take and process payments in QuickBooks Online
• Managing and Avoiding Payment Holds

I'll be around if you still need help. Keep safe!

When will it be an option to send sn invoice through a cell number instead of only email?

Thank you for joining us here in the Community, @audreyb1.

The ability to send an invoice from QuickBooks Online via text message isn't available. We don't have a specific time frame as to when this feature is going to be available.

However, to make this possible, you can check out for a third-party application that supports this functionality. You may visit our Apps Marketplace to look for an app that integrates with QuickBooks.

Know that our developers are always finding considering new functionalities to be added to cope with your business needs. That said, I'd encourage you to visit our QuickBooks Online Blog site regularly to be updated with our latest news and product road-maps. 

You can always get back to me if you have any other concerns. I'll be around to assist you. Have a good one!

What's unclear is whether payments done with ACH through an Invoice incur the ACH 1% ($10 max) or the Invoiced 2.9% (+$0.25) fee? This is extremely unclear and could be misleading. 

Let me share some information to clear out the confusion, @nfuller.

When using QuickBooks payments, your customers can pay you using a different methods. The 1% ( $10 max) fee is for ACH bank transfer while the 2.9% + $ 0.25 is when your customer pays using Credit Card - online invoice. 

Just a heads-up, the fees are subject to change. You can visit the QuickBooks Payments website for the most up-to-date info. Also, you can read through this article for more detailed information: What are the fees for QuickBooks Payments?

Leave a comment below if you have other questions or concerns. The Community and I are always here to help.

Just signed up today. If I take down a credit card number on the phone, how do I key it in? Some customers are old school and don't want to click on the invoice.

Just signed up today. If I take down a credit card number on the phone, how do I key it in? Some customers are old school and don't want to click on the invoice.

I appreciate you joining the thread, @dorseycat. Let me give you insights on how to input the credit card details into our system.

I understand that some of your customers don't want to open their invoices for some reason. With this, you may have to add the credit card details to their profiles at once, then enable the autopay feature so they don't need to click on the invoice or key in the account number each time. This works for both card and ACH transactions.

Here's how:

1. Sign in to your account.
2. Click on Sales at the left pane, then Customers.
3. Select the customer's name, then tap on the Edit menu.
4. Choose the Payment and Billing tab.
5. Select the current card number below the Preferred payment method line.
6. Select the + Add link in the upper right.
7. Enter the new card information, then select Save.

To set up the automatic payments:

1. Create your invoice, then select Create recurring invoice on the transaction. Or, create a recurring template through the Gear icon.
2. Specify the frequency interval, start date, and end date of the recurring invoice. 
3. Tap on Save template when finished.

After that, auto payments will deduct from your customer at a maximum of three days before the due date and as soon as the transaction is created for due on receipt entries.

You may review the resources from this link for more tips about the process: Set up Autopay for recurring invoices in QuickBooks Online. The same material will answer some frequently asked questions about Autopay.

Aside from that, you can also learn more about QuickBooks Payments from these links:

• QuickBooks Payments FAQ
• Common questions about payments deposits in QuickBooks Online

If you have follow-up questions while working with your invoices and other sales transactions, let me know by leaving a comment below. I'm more than happy to help you again. Have a good one!