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Receive and process payments in QuickBooks Online with QuickBooks Payments

by Intuit Updated 3 days ago

Learn how to accept online payments for online and in-person sales with QuickBooks 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.

To watch more how-to videos, visit our video section.

If you don’t use QuickBooks Payments, here's how to record credit card payments processed outside QuickBooks.

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 up your chart of accounts

  1. Sign in to QuickBooks Online.
  2. Go to Settings Settings gear icon., then select Account and settings.
  3. Select Payments.
  4. Find Chart of Accounts, then select Edit ✎.
  5. Select the Standard deposits ▼ dropdown. Then, select a deposit account where you want to record the payments.
  6. 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.
  7. Select Save.

Set up your account settings for invoice payments

  1. Select Sales.
  2. Find Invoice payments, then select Edit ✎.
  3. Select the payment method/s your customers will use. You can also put payment instructions to show on your invoices.
  4. Select Save, then select Done.

Set payment methods for your customers to use when they pay invoices. If you set a different payment method on one invoice, it only affects that particular invoice. It won’t affect your company preferences.

Your estimates or invoices will look different depending on whether you have the old or new estimate and invoice experience. Find out which experience you have.

Change the invoice payment methods (new invoice layout)

  1. Go to Sales, then select Invoices (Take me there).
  2. Find the invoice you want to update, then select Edit.
  3. Select ⚙ Manage, then select Payment options.
  4. Turn the switches on or off for the payment method/s you want to use.
  5. Select Save or Review and send.

Change the invoice payment methods (old invoice layout)

  1. Go to Sales, then select Invoices (Take me there).
  2. Find the invoice you want to update, then select Edit.
  3. In the Payment methods section, select Edit payment methods.
  4. Select the payment method/s your customers will use. You can also put payment instructions to show on your invoice.
  5. Select Save.
  6. Select Save or Save and send.

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.

If customers come into your business, you don't need to send them an invoice. Instead, create a sales receipt:

  1. Select + New. Then, select Sales receipt.
  2. 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.
  3. 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.
  4. 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.
  5. Select Save or Save and close.

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:

  1. Select + New. Then, select Receive payment.
  2. From the Customer ▼ dropdown, select a customer or + Add new.
  3. In the Payment Date section, select the payment date.
  4. Enter the reference no. and the amount received.
  5. Select the Deposit to ▼ dropdown, then select a deposit account where you want to record the payments.
  6. Select the Payment method ▼ dropdown, then select the payment method your customer used.
    Note: If your customer pays with a  credit card and you have a card reader, select Enter credit card details. Then, select Swipe card.
  7. 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.
  8. 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.

  1. Go to Sales, then select Invoices.
  2. Select a paid invoice, then select View payment for the payment you want to print a receipt for.
  3. Select Print, then select Print or Download.
  1. Select Get paid, then select Invoices (Take me there).
  2. Find the invoice that you want to record as fully or partially paid. On the Action column, select Record payment.
  3. In the Deposited to dropdown ▼, select the account to record the payment to.
  4. Enter the amount paid and the payment date.
  5. 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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