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Take and process payments with QuickBooks Payments

SOLVEDby QuickBooks146Updated October 12, 2023

Learn how to take customer payments from any QuickBooks product.

With QuickBooks Payments, process credit card, debit, PayPal, Venmo and ACH bank transfers for your invoices and sales. Here's how to take payments wherever and whenever you need to.

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

Step 1: See which products are right for your business

Each QuickBooks product offers unique payment features and options. Keep in mind, you don't need QuickBooks Payments to keep track of your books in QuickBooks. QuickBooks Payments offers an additional way to receive customer payments.

If you already use external payment processing like Square, we have apps that sync your data with QuickBooks Online. However, the easiest way to process payments and track the accounting is with QuickBooks Payments. Find out more about compatible external payment options.

QuickBooks Online and QuickBooks Desktop: Email invoices to your customers so they can pay you online. You can also take in-person payments. Each time you process a payment, QuickBooks handles the accounting and categorizes it for you on your chart of accounts.

QuickBooks Online and QuickBooks Desktop are great for online invoices and some in-person payments. Both keep track of your books, but can't operate as a complete point of sale system.

If you do a lot of in-person transactions, we recommend QuickBooks Point of Sale or another point of sale system.

QuickBooks GoPayment: The QuickBooks GoPayment app lets you take payments on the go. Invoices you send and payments you process in the app sync with QuickBooks Online automatically. Note: GoPayments doesn't sync with QuickBooks Desktop.

QuickBooks Point of Sale:  Connect to your digital register, use barcode scanning, track your inventory, process payments, and more.

Keep in mind, you don't need QuickBooks Payments to use QuickBooks Point of Sale.

Compare your options

Process MethodAvailable inAdditional hardware needed
Swipe a credit card or insert a chipped card
  • QuickBooks Online
  • QuickBooks Desktop
  • GoPayments
  • QuickBooks Point of Sale
A card reader (or point of sale system).

Learn more about compatible card readers for Go Payments, Magtek card readers for QuickBooks Online and QuickBooks Desktop, and QuickBooks Point of Sale hardware.

Send invoices customers can pay online
  • QuickBooks Online
  • QuickBooks Desktop
None
Manually enter a credit card
  • QuickBooks Online
  • QuickBooks Desktop
  • GoPayments
None
Set up recurring credit card charges
  • Merchant Service Center
 None

Step 2: Sign up for QuickBooks Payments

If you haven't already, sign up for QuickBooks Payments.

Step 3: Connect an existing payments account to other QuickBooks products

When you sign up, your QuickBooks Payments account connects to the platform you signed up from. So, if you signed up from QuickBooks Online and don't use any other QuickBooks products, you're good to go. You can move on to Step 4.

If you want to process payments in a different QuickBooks product, you need to connect your QuickBooks Payments account.

Step 4: Take and process customer payments

In QuickBooks Online

Your customers can pay for their invoices online with a credit card, debit card, PayPal, Venmo, and ACH bank transfer. You can also manually process payments in-person or over the phone. Find out how to process payments in QuickBooks Online.

In QuickBooks Desktop

Your customers can pay for their invoices online with a credit card, debit card, and ACH bank transfer. You can also manually process payments in-person or over the phone. Find out how to process payments in QuickBooks Desktop.

Learn how to accept e-checks, scan a check, and process donations in QuickBooks Desktop.

In the GoPayment app

Use a Bluetooth card reader to swipe credit cards or EMV chipped cards. You can also accept Apple Pay, Google Pay, and Samsung Pay. If you don't have a card reader, manually enter credit card transactions and accept cash and checks. Get more info to process payments in the GoPayment app.

In QuickBooks Point of Sale

Find out how to process payments in QuickBooks Point of Sale.

Step 5: Learn about deposit times for customer payments

After you process payments, QuickBooks puts the money into your bank account. It uses the bank account you picked when you signed up for QuickBooks Payments. Deposit speeds depend on your product and the type of payment. Get more info about deposit times for QuickBooks Payments

Note: If you're new to payments, your first payments may take a bit longer while we set up your accounts. Once your accounts are setup, customer payments will process much faster.

Next steps: Refund transactions and prevent chargebacks

If you make a mistake and need to void or refund a transaction, don't worry. Here's how to refund and void payments you process in QuickBooks. A chargeback is when a transaction is disputed and money goes back to the payer. Usually, this means your customer canceled their payment. Unfortunately, chargebacks sometimes happen. Here's what you can do to prevent chargebacks for customer payments.

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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