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Take and process payments with QuickBooks Payments

Learn how to accept and take customer payments from any QuickBooks products.

If you have QuickBooks Payments, you can do more than just track your accounting - you can process customer payments too. With QuickBooks Payments, you can accept credit card, debit, and ACH bank transfers for invoices you send and sales you make. Here's how to accept payments wherever and whenever you need to.

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: See which products are right for your business

Each QuickBooks product offers unique payment features and options. Keep in mind, you don't need QuickBooks Payments to do your accounting in QuickBooks. Payment processing is an add-on feature.

If you already use an external payment processing service, like Square, we have apps that sync your data with QuickBooks. However, the easiest way to process payments and track the accounting is with QuickBooks Payments. Learn more about compatible external payment options.

QuickBooks Online and QuickBooks Desktop: Email invoices to your customers so they can pay you online. You can also take in-person payments. Each time you process a payment, QuickBooks handles the accounting and categorizes it for you on your chart of accounts.

QuickBooks Online and QuickBooks Desktop are great for online invoicing and some in-person payments. However, they’re mainly focused on accounting. They aren’t designed to be complete point of sale systems.

If you do a lot of in-person transactions, recommend you use QuickBooks Point of Sale or another point of sale system.

QuickBooks GoPayments: The QuickBooks GoPayments app lets you take payments on the go. Invoices you send and payments you process in the app sync with QuickBooks Online automatically. Note: GoPayments doesn't sync with QuickBooks Desktop.

QuickBooks Point of Sale: If your business handles a lot of in-person payments, consider QuickBooks Point of Sale. This is a robust solution that connects to your digital register, has barcode scanning, inventory tracking, payment processing, and more.

Keep in mind, you don't need QuickBooks Payments to use QuickBooks Point of Sale.

Compare your options

Process Method Available in Additional hardware needed
Swipe a credit card or insert a chipped card
  • QuickBooks Online
  • QuickBooks Desktop
  • GoPayments
  • QuickBooks Point of Sale
A card reader (or point of sale system).

Learn more about compatible card readers for Go Payments, Magtek card readers for QuickBooks Online and QuickBooks Desktop, and QuickBooks Point of Sale hardware.

Send invoices customers can pay online
  • QuickBooks Online
  • QuickBooks Desktop
None
Manually enter a credit card
  • QuickBooks Online
  • QuickBooks Desktop
  • GoPayments
None
Set up recurring credit card charges
  • Merchant Service Center
 None

Step 2: Sign up for QuickBooks Payments

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

Step 3: Connect an existing payments account to other QuickBooks products

When you sign up, your QuickBooks Payments account connects to the platform you signed up from. So, if you signed up from QuickBooks Online and don't use any other QuickBooks products, you're good to go. You can move on to Step 4.

If you want to process payments in a different QuickBooks product, you need to connect your existing  QuickBooks Payments account.

Step 4: Take and process customer payments

In QuickBooks Online

Your customers can pay for their invoices online with a credit card, debit card, and ACH bank transfer. You can also manually process payments in-person or over the phone. Learn more about processing payments in QuickBooks Online.

In QuickBooks Desktop

Your customers can pay for their invoices online with a credit card, debit card, and ACH bank transfer. You can also manually process payments in-person or over the phone. Learn more about processing payments in QuickBooks Desktop.

Follow these steps if to accept e-checks or to scan a check into QuickBooks Desktop. Follow these steps to process donations in QuickBooks Desktop.

In GoPayments app

You can use a Bluetooth card reader to swipe credit cards or EMV chipped cards. You can also accept Apple Pay, Google Pay, and Samsung Pay. If you don't have a card reader, no problem. You can manually enter credit card transactions and accept cash and checks. Learn more about processing payments in the GoPayments app.

In QuickBooks Point of Sale

Learn more about processing payments in QuickBooks Point of Sale.

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 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.

Next steps: Refund transactions and prevent chargebacks

If you make a mistake and need to void or refund a transaction, don't worry. Here's how to refund and void payments you process in QuickBooks. A chargeback is when a transaction is disputed and money goes back to the payer. Usually, this means your customer canceled their payment. Unfortunately, chargebacks sometimes happen. Here's what you can do to prevent chargebacks for customer payments.

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