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Intuit

Take and process payments in QuickBooks Online

Learn how to accept customer payments for online invoices and in-person sales.

If you have QuickBooks Payments, you can process payments right in QuickBooks Online.

There are a few ways to get paid. You can turn on online payments for the invoices you email to customers. Customers can pay for invoices by credit card or ACH bank transfer. All they have to do is follow the link in the email. You can also process payments in-person or over the phone.

Check out our guide for QuickBooks Payments fees. Always check the QuickBooks Payments website for the latest plans and processing fee rates. If you're a ProAdvisor, see how you can qualify for lower payment rates.

Step 1: Sign up or connect an existing QuickBooks Payments account

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

Or if you already have a QuickBooks Payments account, follow these steps to connect your existing account to QuickBooks Online.

Step 2: Process payments in QuickBooks Online

Now you're ready to get paid.

Send online invoices that customers can pay online

Here's how to turn on and send online invoices in QuickBooks Online.

Process in-person payments

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

  1. Select + New.
  2. Select Sales receipt or Make a sale.
  3. Select the customer from the Customer dropdown.
  4. Add the products and services you're selling.
  5. Fill out the form.
  6. In the Payment method dropdown, select the payment method.
  7. When you're done, select Save and close.

For credit card and check payments

If you select Credit card for the payment method:

  1. Select Enter credit card details and enter the card info. Or if you have a Magtek card reader, select Swipe Card and swipe their card.
  2. Select Process credit card and then Save.

If you select Check for the payment method, make sure you get a signed authorization form. This lets customers give you permission to debit their account.

If you added the customer's email address, QuickBooks sends them a copy of the sales receipt.

Process payments for open invoices

If you already sent a customer an invoice but they want to pay in-person, you have a few options. You can ask them to follow the link in the email and finish paying for the invoice online.

Or, you can process the payment for them and match it to their existing invoice:

  1. Select + New.
  2. Select Receive payment or Receive invoice payment.
  3. Select the customer from the Customer dropdown.
  4. In the Outstanding Transactions section, select the open invoice you want to apply the payment toward. Tip: To apply a partial payment, change the amount in the Amount Received field.
  5. In the Payment method dropdown, select the payment method.
  6. When you're done, select Save and close.

For credit card and check payments

If you select Credit card for the payment method:

  1. Select Enter credit card details and enter the card info. Or if you have a Magtek card reader, select Swipe Card and swipe their card.
  2. Select Process credit card and then Save.

If you select Check for the payment method, make sure you get a signed authorization form. This lets customers give you permission to debit their account.

Step 3: 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 picked 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 payments may take a bit longer while we set up your accounts. Going forward, customer payments process much faster.

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