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Receive and process payments
Set up QuickBooks Online to receive and process payments online, in-person, or over the phone with QuickBooks Payments. Customers can pay using PayPal, Venmo, credit card, or ACH bank transfer.
When you apply for QuickBooks Payments, we’ll review your information to determine eligibility for QuickBooks Bill Pay, QuickBooks Payroll, and the QuickBooks B2B Business Network. This bundled review helps make it easier and faster to turn on additional services when you need them.
Note: If you don’t use QuickBooks Payments, here's how to record credit card payments processed outside QuickBooks.
Simplify getting paid via invoice with QuickBooks Payments.
Video transcript
[0:00] Once you have QuickBooks payments, you can take payments directly from your customers. Let's go over how to add a payment option to an invoice and how your customer can make bank payments. Then we'll show you how to find out more info on all the payments you've received from QuickBooks payments and what you need to do to keep your books accurate.
[0:19] Note that before you can accept bank payments, you must be approved to accept credit card payments in QuickBooks first. If you still need to set up QuickBooks payments, you can learn how to do that here. First, let's add a payment option to an invoice. Select Create and Invoice. Make sure your payment options are turned on. If they are, you'll see them here.
[0:41] If not, select Payment Options from the Manage drawer and turn on the Bank transfer option here. Note that QuickBooks charges a very low fee of 1% per transaction. Then, fill out your invoice. When you're done, select Review and send. Your customer will receive an email with a link to pay your invoice using the bank transfer payment method that you've selected.
[1:04] Next, in the search bar, type "payouts". Each day, QuickBooks Payments combines all of the payments that are processed that day into a single deposit. You'll see each sale or payment that is part of the daily deposit along with the fees that are charged with a separate transaction. It can take 3 to 5 business days for this money to show up in your bank account.
[1:27] When the money hits your bank account, you'll see your deposits in your transactions feed if you have your bank account connected to QuickBooks. Select Accounting and Bank transactions. You just need to confirm it by selecting Match and your books are up-to-date. You can also accept payments on the go with the QuickBooks mobile app. That's it.
[1:50] Now you're ready to use QuickBooks Payments to receive bank payments and get paid faster.
Step 1: Connect an existing QuickBooks Payments account to QuickBooks Online
If you haven't already, sign up for QuickBooks Payments.
If you already have a QuickBooks Payments account, connect it to QuickBooks Online.
Step 2: Set up your QuickBooks Online account so customers can make online payments
Set your company preferences
Set your company preferences and chart of accounts.
Go to Settings
, then select Account and settings.Select Payments.
Find Chart of Accounts, then select Edit ✎.
Select the Standard deposits ▼ dropdown. Then, select the deposit account where you want to record the payments.
Select the Processing fees ▼ dropdown. Then, select an expense account to track processing fees.
Note: If you use QuickBooks Solopreneur, you can't change the default expense account.Select Save.
Set up your account settings for invoice payments
Go to Settings
, then select Account and settings.Select Sales.
Find Invoice payments, then select Edit ✎.
Select the payment method/s your customers will use. You can also put payment instructions to show on your invoices.
Select Save, then select Done.
Important: Also in Sales. Find the Online Delivery section and select Edit. In the "Additional email options for invoices" make sure that Online Invoice is selected.
Set your payment methods directly on the invoice
Note: Changing payment methods on a particular invoice only affects that invoice, not your overall company preferences.
Change the invoice payment methods
To print a copy of the receipt through QuickBooks Online Payments
Go to All apps
, then Sales & Get Paid, then Invoices (Take me there).Find the invoice you want to update, then select Edit.
Select ⚙ Manage, then select Payment options.
Turn the switches on or off for the payment method/s you want to use.
Select Save or Review and send.
Important: In Sales, find the Online Delivery section and select Edit. In the "Additional email options for invoices" make sure that Online invoice is selected.
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 visit your business in person, you don't need to send them an invoice. Instead, create a sales receipt:
Select + Create.
Then, select Sales receipt.
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.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.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.Select Save. If you're ready to email the sales receipt to your customer, select Save and send.
Process payments for invoices
If you sent a customer an invoice but they wish to pay in person, ask them to follow the link in the email and finish paying for the invoice online.
Or process the payment for them and match it to their existing invoice:
Select + Create.
Then, select Receive payment.
From the Customer ▼ dropdown, select a customer or + Add new.
In the Payment Date section, select the payment date.
Select the Payment method ▼ dropdown, then select the payment method your customer used. Depending on payment method,
Enter the reference no. and the amount received.
Select the Deposit to ▼ dropdown, then select a deposit account where you want to record the payments.
For credit card with a card reader, select Enter credit card details. Then, select Swipe card.
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.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.
To print a copy of the receipt through QuickBooks Online Payments
Go to All apps
, then Sales & Get Paid, then Invoices (Take me there).Select a paid invoice, then select View payment for the payment you want to print a receipt for.
Select Print, then select Print or Download.
Process payments for invoices in QuickBooks Solopreneur
Select Get paid, then select Invoices (Take me there).
Find the invoice that you want to record as fully or partially paid. On the Action column, select Record payment.
In the Deposited to dropdown ▼, select the account to record the payment to.
Enter the amount paid and the payment date.
Select Save.
Disclaimer: QuickBooks Payments account subject to eligibility criteria, credit and application approval. Money movement services are provided by Intuit Payments Inc., licensed as a Money Transmitter by the New York State Department of Financial Services.
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