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Intuit

Receive and process payments in QuickBooks Desktop

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.

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: Sign up or connect an existing QuickBooks Payments account

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

And if you already have a QuickBooks Payments account you use for another product, connect your existing account to QuickBooks Desktop.

Step 2: Process payments in QuickBooks Desktop

Now you're ready to get paid. Follow the steps if you want 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:

  1. Go to the Customers menu and select Create Sales Receipts.
  2. Select the customer from the Customer: Job dropdown.
  3. Add the products and services the customer is paying for.
  4. Fill out the rest of the sales receipt.
  5. Select the payment method: Cash, Check, or Visa (use Visa for credit cards).
  6. When you’re done, select Save & Close.
If you select Visa for the payment method:
  1. Enter the credit card details in the pop-up window, then select Done. Or if you have a Magtek card reader, select Insert/Swipe Card. Then swipe their card.
  2. Select Process Payment.

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:

  1. Go to the Customers menu and select Receive Payments.
  2. Select the customer from the Received From ▼dropdown.
  3. 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.
  4. Select the payment method: Cash, Check, or Visa (use Visa for credit cards).
  5. When you’re done, select Save & Close.
If you select Visa for the payment method:
  1. Enter the credit card details in the pop-up window, then select Done. Or if you have a Magtek card reader, select Insert/Swipe Card. Then swipe their card.
  2. Select Process Payment.

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.

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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