Take and process payments in QuickBooks Desktop

Learn how to receive and process customer payments for invoices and in-person sales.

QuickBooks Payments lets

• You process payments in QuickBooks Desktop. 
• Your customers can pay online or in person.

Step 1: Connect your QuickBooks Payments account

You can connect your existing account to QuickBooks Desktop.

If you don’t have an account, sign up for QuickBooks Payments.

Step 2: Process payments

Now you're ready to get paid. Follow the steps to send your customer an invoice they can pay online, or process payments yourself in-person.

Connect your credit card reader

1. Turn on the card reader.
2. Connect the card reader to the computer with the provided USB cable.
3. Open QuickBooks Desktop.

Send invoices that customers can pay online

Here's how to send online invoices in QuickBooks Desktop.

Process in-person payments

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

1. Go to Customers and select Create Sales Receipts.
2. Select the customer from Customer: Job.
3. Add the products and services the customer purchased.
4. Fill out the rest of the sales receipt.
5. Select the payment method:
   • Cash
   • Check
     • A signed authorization form is required. This lets your customer give you permission to debit their account.
   • Credit/Debit card
     • In the pop-up window, enter the credit card details. Then select Done. If you have a Magtek card reader, select Insert/Swipe Card. Then swipe their card. Select Process Payment.
6. When you’re done, select Save & Close.

QuickBooks sends a copy of the sales receipt to the email address you saved for your customer.

Process payments for open invoices

If you sent a bill to a customer, you can ask them to select Pay Now in the email to pay online.

You can also process the payment for them and match it to their invoice:

1. Go to Customers and select Receive Payments.
2. Select the customer from Received From.
3. In the transactions section, select the invoice you want to pay. This should be the invoice you have already sent them.
4. Select the payment method:
   1. Cash
   2. Check
      1. A signed authorization form is required. This lets your customer give you permission to debit their account.
   3. Credit\Debit card
      1. In the pop-up window, enter the credit card details. Then select Done. If you have a Magtek card reader, select Insert/Swipe Card. Then swipe their card. Select Process Payment.
5. When you’re done, select Save & Close.

Learn about deposit times for customer payments

After you process payments, QuickBooks deposits the money into your bank account. The time it takes for your money to arrive depends on the payment type and product you're using. Get more info about deposit times for QuickBooks Payments. 

Note: Your first payments can take a little longer to process as we set up your accounts. After that, payments will be processed quickly.

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.