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Intuit

Take and process payments in QuickBooks Online

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

If you have QuickBooks Payments, you can accept electronic payments like credit cards and ACH transactions directly from an invoice or email..

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.

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

Note: Check the QuickBooks Payments website for the latest plans and check out our guide to QuickBooks Payments fees. 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: Set up your account so customers can pay invoices online

QuickBooks estimates and invoices are improving! Your workflow for estimates and invoices will look different depending on whether you have the old or the new version of estimates and invoices.

Learn more about the new estimates and invoices.

To see which version of estimates and invoices you have: 

  1. Select + New
  2. Select Invoice or Estimate
  3. At the top left of the form, if you see “New” by the form title, then you’re currently using the new version.

Now that you understand if you have the old or new version of estimates and invoices, here’s how to set up your account so you can accept online invoice payments.

Set your company preferences

First, set up your account settings for invoice payments:

  1. Select Settings ⚙.
  2. Select Account and settings, then the Sales tab.
  3. Under Invoice payments,  select the pencil icon ✎ and mark the checkbox for the payment options you want.
  4. When you’re finished, select Save.

Learn more about creating invoices in QuickBooks Online.

Set your payment options directly on the invoice

How you change the payment options on an invoice will depend on whether you have the old or the new version of invoices.

To change the payment options on an existing invoice:

  1. Select Sales or Invoicing.
  2. Then select the Invoices tab.
  3. Find and select the invoice you want to update. 
  4. Under Online Payments, select Edit.
  5. Select the checkboxes for the payment options you want. Or remove payment options by unchecking the checkboxes.
  6. When you're finished, select OK
  7. Select Save.

The default settings in your company preferences will display on the invoice. If you change them on one invoice, this will only affect the invoice you change and won’t affect the company preferences.

To change the payment options on an existing invoice:

  1. Select Sales or Invoicing. Then select the Invoices tab.
  2. Find and select the invoice you want to update. 
  3. Select Edit Invoice.
  4. In the  Manage ⚙ section, select Payment methods.
  5. To update the invoice payment options, turn the switches on or off for ACH or Credit Card.
  6. Select Save.

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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