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Turn on online payments in QuickBooks Desktop for Mac

by Intuit Updated 4 days ago

Learn how to turn on electronic payments in QuickBooks Desktop for Mac so your customers can pay you online.

If you have QuickBooks Payments,  you can send invoices with an online payment link to let your customers pay their invoices by credit card or bank transfer. Here’s how.

Important: We’ve made an upgrade to the Payments service that requires the current release of QuickBooks Desktop for Mac. 

If you have: 
  • QuickBooks Desktop Mac 2021 R6 or earlier
  • QuickBooks Desktop Mac 2020 R9 or earlier
Upgrade to the latest available version to keep your full Payments service.

Step 1: Connect your QuickBooks Payments account

Before you let customers pay invoices online, you’ll need to sign up for QuickBooks Payments then connect your Payments account.

Step 2: Create an invoice and turn on online payments

After your Payments account is connected, you can send your customers an invoice that includes a link to pay online.

  1. Create an invoice.
  2. From the invoice, select either Accept Credit Cards or Accept Bank Transfer.
    Note: You can select both options to let your customers choose how to pay.
  3. Select Save, then select Share to email the invoice to your customer.
    Note: Before you can send an invoice, you need to connect to your email provider in QuickBooks.

Your customer will receive the email that will include a Pay Online link. From the secure payment portal, your customer can enter their credit, debit, or bank info.

Step 3: Record your customer payment in the merchant service center

When your customer pays their invoice, you’ll need to record it in QuickBooks. You can also create a deposit.

Note: QuickBooks batches the deposits and transaction fees daily. As a result, there's only one deposit transaction for all deposit payments for that day and only one transaction fee for that day's processing.

Before you proceed, you must select both a bank and an expense account. In the Record Merchant Service Deposits window, select Settings ⚙️, then set up your deposit and fees accounts.

  • Deposit to Bank Account: The bank account you use to record the deposits and fees.
  • Fees Expense Account: The expense account for fee transactions.
  • Payment Memo: The memo text that QuickBooks adds to the deposit transaction.

Record a single-day transaction

  1. Go to Customers, then select Record Merchant Service Deposits. You’ll see deposit and fee entries for each day's activities.
  2. Choose a deposit entry on the left.
  3. Go to the main window to review activities for that day’s entry.
    Note: QuickBooks applies the customer payment to the invoice, creates a deposit transaction, and links the entries in the Amount column to the payment form.
  4. If everything is good, select Record.

Record a group of online payments

  1. Select Customers, then Record Merchant Service Deposits.
  2. On the Record Merchant Service Deposits window, check the deposit and fee entries for each day’s activities.
  3. If everything is good, select Record All.

After you record the deposit and fee, the status will turn green. To view the payment, select the Amount link.

If you see a red “missing” in the number column, QuickBooks can’t match payments to a corresponding invoice.

This means that payments were generated outside the company file, or the matching invoice was deleted.

If the mismatch is for an invoice

  1. Select Missing to open a new invoice form.
  2. Enter all the information, then Save.

If the mismatch is caused by GoPayment transactions (the Source column usually includes "Other")

  1. Select Missing to open a new sales receipt form.
  2. Enter all the information and select Save.

QuickBooks adds “Intuit Payment Service" and the amount in the memo field, and replaces "Missing" with the corresponding invoice number or sales receipt number. This also updates the Customer column with the corresponding Customer:Job name.

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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