Learn how to receive and process customer payments for invoices and in-person sales.
If you have QuickBooks Payments, you can process payments right in QuickBooks Desktop. There are a few ways you can get paid. You can turn on online payments for the invoices you email to customers. Customers can pay their invoices by credit card or ACH bank transfer. All they have to do is follow the link in the email to pay. You can also process payments in-person if the customer visits your business, or over the phone.
Here's how to set everything up so your customers can pay you in QuickBooks Desktop.
Step 1: Sign up or connect an existing QuickBooks Payments account
If you haven't already, sign up for QuickBooks Payments.
If you already have a QuickBooks Payments account you use for another product, connect your existing account to QuickBooks Desktop.
Step 2: Connect a card reader
- Turn on the card reader.
- Connect the card reader to the computer with the provided USB cable.
- Open QuickBooks Desktop.
- Use the Card Reader to process in-person payments.
Step 3: Process payments in QuickBooks Desktop
Now you're ready to get paid. Follow the steps to send your customer an invoice they can pay online, or process payments yourself in-person.
Send invoices that customers can pay online
Here's how to send online invoices in QuickBooks Desktop.
Process in-person payments
If customers come into your business or call to make a payment, you don't need to send them an invoice. Instead, create a sales receipt:
- Go to the Customers menu and select Create Sales Receipts.
- Select the customer from the Customer: Job dropdown.
- Add the products and services the customer is paying for.
- Fill out the rest of the sales receipt.
- Select the payment method: Cash, Check, or Visa (use Visa for credit cards).
- When you’re done, select Save & Close.
If you select Visa for the payment method:
If you select Check for the payment method: Make sure you get a signed authorization form. This lets your customer 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 sent a customer an invoice but they want to pay in-person or over the phone, you have a few options. If you sent them an online invoice, you can ask them to select the Pay Now button in the email and finish paying online.
You can also process the payment for them and match it to their existing invoice:
- Go to the Customers menu and select Receive Payments.
- Select the customer from the Received From ▼dropdown.
- In the transactions section, select the checkbox next to the invoice you want to apply the payment to. This should be the invoice you already sent them.
- Select the payment method: Cash, Check, or Visa (use Visa for credit cards).
- When you’re done, select Save & Close.
If you select Visa for the payment method:
If you select Check for the payment method: Make sure you get a signed authorization form. This lets your customer give you permission to debit their account. |
Learn about deposit times for customer payments
After you process payments, QuickBooks puts the money into your bank account. It uses the bank account you picked when you signed up for QuickBooks Payments. Deposit speeds depend on your product and the type of payment. Get more info 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. Once your accounts are setup, customer payments will process much faster.
Disclaimer: QuickBooks Payments account subject to eligibility criteria, credit and application approval. Money movement services are provided by Intuit Payments Inc., licensed as a Money Transmitter by the New York State Department of Financial Services.