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Intuit

Process e-checks or scan check payments in QuickBooks Desktop

Learn how to get checks into QuickBooks Desktop and process them with QuickBooks Payments.

If customers pay you with e-checks or send personal checks, you can still use QuickBooks Payments to process them. This feature is available for users who can process ACH bank payments.

We'll show you how to get customer payments into your bank account and record both types of checks on your QuickBooks  Desktop chart of accounts.

Note: You can scan personal checks into QuickBooks Desktop. However, you can't scan business checks.

Step 1: Process check payments

Record e-check payments

If you already sent your customers an invoice, we recommend they pay for their invoices online. This makes it easier to record the payment.

If you haven't sent an invoice yet, follow these steps to create a sales receipt in QuickBooks Desktop.

  1. Sign in to your QuickBooks Payments account from QuickBooks Desktop.
  2. Go to the Customers menu and select Enter Sales Receipts.
  3. In the Customer : Job ▼ dropdown, select the customer or job.
  4. Add products and services you're selling, quantities, rates, and amounts as needed.
  5. For the payment method, select e-check.

This opens a payment process window:

  1. In the Customer name field, enter the check writer's name. This may be different than the customer on the sales receipt.
  2. In the Account Type ▼ dropdown, select the type of checking account the e-check is from. Note: This is should be the business or personal checking account the customer is paying you coming from, not where you plan to put the money.
  3. Enter the Account number and Routing number on the check. This info should be on the check your customer gave you.
  4. Select the Customer authorization ▼ section. Then select how your customer authorized the check.
  5. After you enter the e-check info, select Process Payment. This takes you back to the sales receipt.
    Process
  6. On the sales receipt, make sure the Process payment checkbox is still selected.
  7. When you're finished, select Save and close.

Scan personal check payments

You can scan personal checks into QuickBooks Desktop. Your scanner must be TWAIN compatible to work with QuickBooks.

  1. Sign in to your QuickBooks Payments account from QuickBooks Desktop.
  2. Go to the Customers menu and select Receive Payments.
  3. Select Scan Checks.
  4. Follow the onscreen steps to scan your checks. You can scan multiple checks at once or one at a time. Note: Steps vary from scanner to scanner. If you need detailed steps, check out your scanner's instructions online.
  5. When the scan finishes, select Next.User-added image
  6. Review the scanned checks one by one. Make sure the scanned info matches the physical checks. Then select Next.

User-added image
Now decide how you want to record each payment:

  1. Select a check from the list.
  2. If you want to apply the payment to an open invoice, select Use receive payment. Or if you haven't created an invoice for the customer yet, select Use sales receipt.User-added image
  3. Follow the usual steps. Review the open invoice or add items to the sales receipt. Then select Save & Close to record it.
  4. Repeat these steps for each check.
  5. When you're done with all the checks, select Send Checks for Processing. Then close the window.

Step 2: Record a bank deposit for the checks

After you finish recording the checks, select Make Deposits. Then follow these steps to combine the payments into a single record.

You can also wait until after QuickBooks puts the payments into your bank account. Your bank may record the payments from QuickBooks a specific way. If you wait, use your bank statement to decide which payments to combine in QuickBooks Desktop.

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