Smart online invoicing with built-in payment processing

Smart online invoicing with built-in payment processing

  • Free ACH bank transfers on invoice payments
    ACH bank transfers
    Save time with ACH bank transfers—no more paper checks, transaction fees, or hectic bank runs.
  • Smart invoicing allows for accepting payments in the online invoice
    Smart invoicing
    Accept payment right in the online invoice. Customers can pay by credit cards, debit cards, and ACH bank transfers.
  • Send invoices that customers can pay anywhere, anytime
    Make it easy to get paid
    Send invoices that customers can pay anywhere, anytime—even track and manage multiple currencies.

Low, flat rates. No monthly or setup fees.

Get QuickBooks Payments

See how our rates compare
Charge more than $7,500 per month?
Save up to 40% – call 1-866-827-9500.

Rates per transaction

No monthly or setup fees

1%

Bank transfers (ACH)

(max $10)

2.4%

Swiped

2.9%

Invoiced

3.4%

Keyed

+ 25¢ per transaction

Low, flat rates. No monthly or setup fees.

Get QuickBooks Payments

See how our rates compare
Charge more than $7,500 per month?
Save up to 40% – call 1-866-827-9500.

Rates per transaction

No monthly or setup fees

1%

Bank transfers (ACH)

(max $10)

2.4%

Swiped

2.9%

Invoiced

3.4%

Keyed

+ 25¢ per transaction

Low, flat rates. No monthly or setup fees.

Get QuickBooks Payments

See how our rates compare

Charge more than $7,500 per month?
Save up to 40% – call 1-866-827-9500.

Rates per transaction

No monthly or setup fees

1%

Bank transfers (ACH)

(max $10)

2.4%

Swiped

2.9%

Invoiced

3.4%

Keyed

+ 25¢ per transaction

Low, flat rates. No monthly or setup fees.

Get QuickBooks Payments

See how our rates compare
Charge more than $7,500 per month?
Save up to 40% – call 1-866-827-9500.

Rates per transaction

No monthly or setup fees

1%

Bank transfers (ACH)

(max $10)

2.4%

Swiped

2.9%

Invoiced

3.4%

Keyed

+ 25¢ per transaction

Send professional, custom invoices

Create custom invoices
Select a template, then add your logo and colors to make it your own.
Specify job details
Add discounts and upfront deposit, include SKUs, service rates, and more.
Add billable hours
Automatically add billable hours to invoices using Google Calendar, TSheets, or QuickBooks time tracking.
Send professional, custom invoices

Send professional, custom invoices

Create custom invoices
Select a template, then add your logo and colors to make it your own.
Specify job details
Add discounts and upfront deposit, include SKUs, service rates, and more.
Add billable hours
Automatically add billable hours to invoices using Google Calendar, TSheets, or QuickBooks time tracking.
Send professional, custom invoices

Send professional, custom invoices

Create custom invoices

Select a template, then add your logo and colors to make it your own.

Specify job details

Add discounts and upfront deposit, include SKUs, service rates, and more.

Add billable hours

Automatically add billable hours to invoices using Google Calendar, TSheets, or QuickBooks time tracking.

Send professional, custom invoices

Accept payments in QuickBooks and get paid 2x faster 1

Accept payments in QuickBooks and get paid 2x faster 1

Receive instant notifications

Get real-time alerts when customers view and pay invoices. Automated reminders let customers know payment is due
Receive instant notifications on invoice payments

Receive instant notifications

Get real-time alerts when customers view and pay invoices. Automated reminders let customers know payment is due
Receive instant notifications on invoice payments
Receive instant notifications on invoice payments

Automatic matching

QuickBooks matches payments with invoices so your books are reconciled automatically.
Automatically match payments with invoices

Automatic matching

QuickBooks matches payments with invoices so your books are reconciled automatically.
Automatically match payments with invoices
Automatically match payments with invoices

Smart payment tools

All payments you accept online or on the go appear directly in QuickBooks, so you don’t miss a thing.
All invoice payments accepted appear in QuickBooks

Smart payment tools

All payments you accept online or on the go appear directly in QuickBooks, so you don’t miss a thing.
All invoice payments accepted appear in QuickBooks
All invoice payments accepted appear in QuickBooks

Accelerated invoicing

Create invoices 20% faster 2
Create and send multiple invoices to your clients. Skip the repetitive, manual tasks with the ability to upload a file and import hundreds of invoices on the go.
Get time back in your day
Save time and effort manually entering data for multiple invoices. With accelerated invoicing, you can easily duplicate similar invoices for multiple customers.
Send multiple invoices with accelerated invoicing

Accelerated invoicing

Create invoices 20% faster 2
Create and send multiple invoices to your clients. Skip the repetitive, manual tasks with the ability to upload a file and import hundreds of invoices on the go.
Get time back in your day
Save time and effort manually entering data for multiple invoices. With accelerated invoicing, you can easily duplicate similar invoices for multiple customers.
Send multiple invoices with accelerated invoicing
Send multiple invoices with accelerated invoicing

Payment comes so quickly. I don’t have a single client that’s over 30 days. It’s a lot easier to pay an invoice when you’re pushing a button on your computer.

Jeff Lewis, Fluis Inc.

Payment comes so quickly. I don’t have a single client that’s over 30 days. It’s a lot easier to pay an invoice when you’re pushing a button on your computer.

Jeff Lewis, Fluis Inc.

Build customer trust and grow your business

Build customer trust and grow your business

  • Stay in control
    Choose the payment methods you’ll accept – ACH bank transfers, cards, and Apple Pay.
  • Send secure invoices
    Text and email customers encrypted invoice links.
  • Trusted technology
    Brought to you by the makers of TurboTax and Mint, used by millions of people worldwide.

The complete guide to creating invoices

By Madeleine Somerville March 21, 2019
Whether a freelancer, consultant, or entrepreneur, invoicing is a key component of your business. But what is the easiest and more cost-effective way to create invoices? This guide covers everything you’ll need to craft professional invoices:
  • How to create invoices
  • Do I need a payment contract?
  • Should I require a deposit?
  • How to accept invoice payments
  • Tracking invoices
  • Sending friendly reminders
  • What if clients don’t pay?

How to create invoices

Professional invoices build a cohesive look for your business and brand, as well as highlight the value of the work you’re providing. And QuickBooks streamlines the process with automatic prompts to help you fill in the required information. Here are the essential elements you should include in each invoice:
1. Company information
List your contact information and your customers’ details—legal name, business address, phone and fax number (if applicable)—near the top or bottom of the invoice.
2. Header
Include the title, “Invoice” at the top of your document so customers can immediately identify the communication.
3. Date, invoice number, and unique identifier
Include the invoice issuing date, as well as an invoice number or other unique identifier. This can be a simple file number, unique billing code, or date-based purchase order number.
4. Customer purchase order (PO) numbers or billing codes
Ask your customer about any unique details to include, such as an internal PO number or billing code. For many larger companies, these identifiers are necessary to keep track of payments.
5. Itemized list of goods and services
Your customer—and potentially, an auditor—should understand what goods and services you’ve provided with just a brief scan of the invoice. Include names, dates, rates, the quantity of the goods and services provided, as well as any price modifications, item descriptions, and your work processes.
6. Payment terms
Include a due date and be aware that standard payment terms vary by industry, business, and client relations. Clarify that penalties—late fees or a percentage of the total bill—will be imposed if these terms are not met.
7. Itemized fees
List taxes, handling fees, or other charges, on separate lines. This is important for varying budgets and balancing your internal bookkeeping.
8. Total amount due
Make sure your total amount due is clear and easy to find.
9. Instructions for paying
Provide a clear set of payment steps specifying how you accept payments: online, wire transfer, check, or credit card. The more options you provide, the faster you’ll get paid.

Do I need a payment contract?

A payment contract can clarify and solidify a customers expectations. A QuickBooks Payment Contract explains:
  • How you charge
  • The range of services you will provide
  • Your payment terms
  • If you charge deposits
Outline parameters for late payments. For example, 10% of the payment late fee for each 10 days a payment is overdue. Go over the contract details with your client before beginning work. Spending five minutes drafting an invoice can avoid costly misunderstandings in the future.

Should I require a deposit?

A deposit of between 30-50% can protect you if client troubles arise. Outline the parameters in your contract, make sure your clients are aware of your policy, and issue an invoice for the deposit amount. When the job is completed, issue a second invoice deducting the deposit amount from the total owed.

How to accept invoice payments

Cash
Cash transactions have no fees, but they cannot be tracked. It is also difficult to securely transfer large sums of money, so cash transactions are rare.
Check
Use a standard checking account as there usually are no transaction fees. However, checks require that you manually update your books and your invoice tracking system.
Automated Clearing House (ACH)
An ACH transaction transfers funds from your customer’s bank account to yours electronically. ACH transfers are fast and secure. Your customers will need to supply their transit and account numbers.
Credit and debit cards
QuickBooks users can accept both credit and debit cards. Transaction fees vary slightly based on the payment platform, but typically range from between 2.4–3.4%.
Do you accept a lot of payments in person? With products like Square and the QuickBooks mobile card reader, you can take credit and debit card payments on the spot. And if you deal in online transactions, PayPal is a great option (and typically has fees of 2.9%). Plus, all integrate seamlessly with QuickBooks software.
BitCoin
Less common than traditional payments, crypto currency transfers are simple for QuickBooks customers—just turn on your PayByCoin feature.

Tracking invoices

If you’re creating your invoices in Word or Excel requires meticulous organization, can leave you open to information loss, and error. QuickBooks’ features take the guesswork out of invoice tracking:
  • Automatically generated invoice numbers
  • Sorting invoices by client name
  • Providing a clear balance sheet of sent invoices
  • Identifying overdue invoices
QuickBooks also offers a Pay Now button on the invoice itself, which results in clients paying up to two weeks faster.

Sending Payment Reminders

Payment requirements are typically set at 30, 45, or 60 days. But a month is a long time and a payment due date may be forgotten. And, sometimes a friendly reminder is necessary.
Day 15 – Polite reminder email example
“This is a friendly reminder that payment for invoice #0036, in the amount of $1,500 will be due on September 12, 2017. Prompt payment is very much appreciated—please let me know if you have any questions.”
Day 30 – Late payment email example
“This is a friendly reminder that I have not yet received payment for Invoice #0036 in the amount of $1500, due September 12, 2017. Please let me know if you have any questions.”
Day +30 – Time to pick up the phone
Once an invoice is late, it’s time to pick up the phone and call your client. Assume ignorance over malice, but be clear that you expect payment as soon as possible.

The cost of getting paid

With so many payment methods and fees, it’s tempting to stick to good old-fashioned cash and check. But other forms of payment can attract more customers and even get paid up to two times faster. But, is it worth it?
Cost vs. loss comparison
Sam’s latest client, Ms. Ramirez wants to buy a 3,600 square foot house and needs it inspected and tested for radon. After completing the inspection, Sam issues her an invoice for $1,000 (his fixed rate of $0.25 per square foot x 3,600 square feet = $900, plus $100 for radon testing).
Here’s a chart of how much of that $1,000 Sam will end up keeping depending on which type of payment he accepts:
So, is it worth 2-3% of each invoice to offer your clients more payment options, avoid the hassle of depositing checks and manually tracking cash, and get paid up to two weeks sooner? For many business owners, the answer is yes.

When clients don’t pay

Hopefully, you won’t encounter this too often. Since you have a payment contract in place with your client, refer them to the contract parameters. You’ve established a 10% late fee for each 10 days a payment is overdue.
Using invoice factoring is also effective. This is a process whereby a third party buys your invoice debt, typically giving you between 70-90% of its value. When your invoice gets paid, you receive the remaining 10-30% of the invoice, minus the company’s processing fee.
Invoicing is a breeze once you’ve mastered the basics—and with QuickBooks, a well-made invoice personalized for your precise business needs is easily accessible.
Information may be abridged and therefore incomplete. This document/information does not constitute, and should not be considered a substitute for, legal or financial advice. Each financial situation is different, the advice provided is intended to be general. Please contact your financial or legal advisors for information specific to your situation.

Six ways to get your invoices paid on time

By Carrie Smith March 21, 2019
Having trouble getting invoices paid? You’re not alone. Check out these 6 ways to keep the incoming revenue wheels greased, making sure you get paid as quickly as possible.  
1. Accept all forms of payment
The easier it is for your customers to pay, the more likely they are to pay on time.
Checks
Paper checks may seem like a thing of the past, but there are still a valid payment widely in use. And after all, there’s no harm in embracing all your clients’ preferred methods of pay. Make sure you clearly list your company’s name and mailing address or PO box on your invoices so clients know exactly where to send checks.
Credit and debit cards
Credit and debit cards are easy to use and help you get paid on time. Some of the best and most popular merchant credit card processing services include:
  • QuickBooks Payments
    Send email invoices with a Pay Now Button, and make it easy for your customers to pay directly within the invoice. Same rates for all major credit cards (2.9% + $.25 for an invoice paid online).
  • Square
    You can process credit or debit cards in person or digitally. Plus, you can auto-import sales and expenses in QuickBooks using the Sync with Square app.
ACH bank transfers
ACH bank transfers are often the cheapest and easiest way to move money. This is especially helpful for repeat customers. Just setup the account and routing numbers once, then collect 100% of the money you’re owed.
PayPal
It only takes a few minutes to receive PayPal payments. The receiver—i.e. the invoicer—is responsible for the fee of $.30, plus 2.9% on every transaction. These fees can be deducted as a business expense.
Mobile pay
Mobile pay is fast becoming one of the most prevalent payment methods around. These are some of the most popular apps that sync with other payment processing services:
  • Samsung Pay
  • Apple Pay
  • Google Pay
  • Venmo Share Payments
  • Facebook Messenger Payments
Be flexible, look for options that keep your bookkeeping straightforward and don’t forget to write off the transaction fees associated with digital payments.
2. Create clear invoices
Your revenue relies on getting your invoices paid. It’s worth investing time in making them as clear as possible. Here is a brief checklist of invoice necessities and an example of a thorough and easy to understand invoice:
  • Make the total and due date clear
  • Itemize goods and services
  • Send it to the correct person
  • Track and simplify with identifiers
3. Be timely
The quicker you send an invoice, the faster you’ll get paid. Here are some ways to ensure your invoices get out quickly, and into the right hands.
Promptness counts
Send out invoices according to the timeline stated in the contract, or as soon as the project is complete.
Automate invoices
Automated invoicing, one of the most helpful features in QuickBooks, allows you to create an invoice template that can be used over and over again. You can even schedule recurring invoices.
Be persistent
Customers and clients are busy, and a payment reminder is often welcomed. QuickBooks can help here too by setting automated email nudges to remind customers that payment is due.
4. Establish Penalties
A penalty may sound negative, but they are a vital aspect of business. Think of penalties as a way to promote timely payments, not punish your valuable customers.
Here are a few ways to implement penalties for late payment:
Flat late fees
A flat late fee is a specific dollar amount set forth in a contract and implemented after an agreed upon payment date has been exceeded.
Accruing interest
An accruing interest charge compounds every week or month that payment is late. The terms of this percentage should be laid out in your contract or payment policy.
Finance charges
Finance charges cover the gamut of flat fees, a percentage of the invoice amount, accruing interest and any other forms of fees you assess clients for failing to pay. QuickBooks Invoicing has this feature built-in, so you can assess any finance charges to outstanding invoices without a huge hassle.
5. Automate reminders
You’re busy. So automated invoice reminders will save you time and a lot of stress. QuickBooks Invoicing software  also offers this feature.
Automate reminders before and after the due date
Don’t wait until an invoice is 45 or 60 days past the payment date before setting up an automatic payment reminder. Like with the initial invoice, the likelihood of collecting old invoices decreases over time.
Consider auto-collection
To save you time later, consider requiring a credit card number upfront. This way if invoices aren’t paid on time, you can auto-collect past due payments.
6. Incentivize early or n-time payments
Encourage on-time payments by providing incentives for clients. This is a way of offering a thank you to customers who make payment a priority. Offering early payment perks or sending hand-written thank you notes display a customer-centric outlook.
Late and unpaid invoices create a lot friction in small business. But putting a few simple systems like these in place can greatly reduce the time spent chasing customers and get revenue in your bank account more quickly.
Information may be abridged and therefore incomplete. This document/information does not constitute, and should not be considered a substitute for, legal or financial advice. Each financial situation is different, the advice provided is intended to be general. Please contact your financial or legal advisors for information specific to your situation.
1. Getting paid 2X faster based on U.S. QuickBooks Online invoices using invoice tracking & payment features from August 2016 to July 2017.
2.QuickBooks Online Advanced supports the upload of 1,000 transaction lines for invoices at one time. 20% faster based off of internal tests comparing QuickBooks Online regular invoice workflow with QuickBooks Online Advanced multiple invoice workflow.