cancel
Showing results for 
Search instead for 
Did you mean: 
QuickBooksHelp
Intuit

Process and take payments in QuickBooks Point of Sale

Learn how to take and process customer payments in QuickBooks Point of Sale.

With QuickBooks Desktop Point of Sale, your customers have more ways to pay.

Accept standard payment types such as cash, credit card, debit card, check, or gift card. You can also take contactless payments, including NFC and tap-to-pay options like Apple Pay, Google Pay, and Samsung Pay. Or, process payments on the go with your mobile device using the GoPayment app.

All your sales and payment data flows directly to your QuickBooks Desktop financial software, so you can save time.

Step 1: Setup your POS hardware

  1. If you haven’t already, make sure to set up your QuickBooks Point of Sale hardware.
  2. Make sure your QuickBooks Point of Sale is up to date. This keeps the program running smoothly.

Step 2: Sign up or connect an existing Payments account

If you haven’t yet, sign up for QuickBooks Payments.

Or, if you already have a Payments account, be sure to link your existing account to QuickBooks Point of Sale.

Step 3: Take your customer's order

Once your Payments account is set up, follow these steps to create an order.

  1. In your Point of Sale home screen, select Make a Sale.
  2. Select how you want to add an order. You can scan the item or manually enter the products or services.
    Note: You can manually adjust the amount due in the Charge field if you need to.

Step 4: Process your customer’s payment

Now you’re ready to take payments. Once your customer’s order is complete, ask them how they wish to pay, then select their payment option. For smooth transactions, be sure to select your customer’s  payment option only once.

  1. Select Cash.
  2. Adjust the amount due if needed.
    Note: You can also use the denomination buttons to enter the amount.
  3. Select Save, then select a save option for the receipt.
  1. Select Credit.
  2. Ask your customer how they want to pay via credit card.
    • Swipe: Ask the customer to swipe their card on your Magtek Card Reader, then proceed to step 3.
    • Manual: Ask for your customer's card details and manually enter them in QuickBooks Point of Sale, then proceed to step 3.
    • PIN pad: Make sure the amount due is correct, then select Authorize Now. Select one of these options to collect card details, then follow the onscreen steps. Once done, proceed to step 5.
      • Contactless: Ask your customer to hover their card or device (with Apple Pay, Google Pay, or Samsung Pay) over the sensor of Tetra Lane 5000 PIN pad.
      • Insert: With the card's chip facing up, ask your customer to insert it in the card slot at the base of the PIN pad.
      • Swipe: It's either you or your customer swipes their card on the left side of the PIN pad.
    • Voice: Manually enter your customer’s card details, follow the onscreen instructions to get an authorization code, then proceed to step 3.
  3. Adjust the amount due if needed.
  4. Select Authorize Now.
  5. Once authorization is complete, select a save option for the receipt.
  1. Select Debit.
  2. Adjust the amount due if needed, then select Authorize Now.
  3. Once authorization is complete, select a save option for the receipt.

If your customer wishes to use a gift card to pay, follow these steps to process a payment using a gift card.

Note: If you haven’t already, set up gift cards in QuickBooks Point of Sale.

  1. Select Check.
  2. Select Accept check.
  3. Adjust the amount due if needed, then select Save.
  4. Select a save option for the receipt.
  1. Select Account.
  2. Select Charge to account.
  3. Adjust the amount due if needed, then select Save.
  4. Select a save option for the receipt.

You can also take customer payments anywhere you are using a mobile device, like your phone or tablet. Follow these steps to link your GoPayment to QuickBooks Point of Sale.

When you’re ready, here’s how to take customer payments using GoPayment. Your mobile sales are automatically sent to your Point of Sale, so everything is up to date.

Step 5: Learn about deposit times for customer payments

After you process payments, QuickBooks puts the money in your bank account. It uses the bank account you linked when you signed up for QuickBooks Payments.

The time it takes to get the money into your bank account depends on your product and Payments plan. Learn more about deposit times for QuickBooks Payments.

Note: If you're new to Payments, your first deposit might take a bit longer while we set up your accounts. Going forward, deposits are processed much faster.

Was this helpful?

You must sign in to vote, reply, or post

Need to get in touch?

Contact us
Sign in for the best experience
Ask questions, get answers, and join our large community of QuickBooks users.
Sign In / Sign Up