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Take and process payments in QuickBooks Online

Learn how to receive 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.

Learn about processing fees for QuickBooks Payments

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.

If you don’t use QuickBooks Payments, here's how to record credit card payments processed outside QuickBooks.

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: Set up online invoices so customers can pay online

Set your company preferences

Here’s how to set your preference for invoice payments:

  1. Select the Gear icon on the toolbar.
  2. Select Account and settings, then the Sales tab.
  3. Under Invoice payments, use the pencil to edit your selections.
  4. When you’re finished, select Save.

Learn more about creating invoices in QuickBooks Online.

Set your payment options directly on the invoice

If you wish to change the payment options on a specific invoice, you can:

  1. Open the invoice
  2. Under Online Payments, select Edit
  3. Select your desired payment options. You can also clear unwanted payment options.
  4. When you're finished, select OK

Step 3: Process payments in QuickBooks Online

Now you're ready to get paid. Follow the steps based on how you received the payment:

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

Process payments for invoices

If you already sent a customer an invoice but they wish 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.
  3. Select the customer from the Customer dropdown.
  4. In the Outstanding Transactions section, select the open invoice you wish 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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