QuickBooks Payments – How To Accept & Process Payments

Here we will discuss how to accept and process payments with QuickBooks Payments for any QuickBooks products.

If you are using QuickBooks Payments then you are not only limited to track your accounting only, you can do much than that, it also enables you to process customer payments. You can accept credit cards, debits, and invoices sent by you and ACH bank transfers for sale with QuickBooks Payments. Here you have to take payment anywhere and whenever you need it.

Let’s proceed further, and discuss the following steps to accept and process payments with QuickBooks Payments

Steps To Accept and Process Payments with QuickBooks Payments

Step 1: Analyze what products are right for your business

Every QuickBooks product enables unique payment facilities and choices. Always remember, you do not require QuickBooks Payments always to do your accounting in QuickBooks. It is an add-on facility for Payment processing.

If you are using any external app for payment processing service, such as Square, then don’t need to worry there are many apps are available in the Market by Intuit that will easily sync your data with QuickBooks. But, the QuickBooks Payments is the easiest mode to process payments and track accounting with Quickbooks. 

In both QuickBooks Online and QuickBooks Desktop, you can email your invoices to your clients so they will pay you online. If you want you can also accept personal payments. Every time when you request to process a payment, QuickBooks itself manage accounting and classifies it on your chart of accounts.

QuickBooks Online and QuickBooks Desktop Online are excellent for invoicing and some for some personal payments also. but, usually, it concentrates on accounting. They are not intended to create a point of sale systems.

Note: If you do too many personal transactions, then we advised you to use QuickBooks Point of Sale or any other point of sale system.

Let’s discuss both the options in detail.

QuickBooks GoPayments

The QuickBooks GoPayments app allows you to accept payments on the go. The invoices and payments you send automatically process in the app and sync with QuickBooks Online. Note: GoPayments is best suitable for QuickBooks online but it doesn’t sync with QuickBooks Desktop.

QuickBooks Point of Sale

If your business deals with too many in-person payments, then we will recommend you to use QuickBooks Point of Sale. It is a robust solution that directly connects to your digital register, it has the following features like barcode scanning, inventory tracking, payment processing, and many more.

Note: Always remember, If you are using QuickBooks Point of Sale then you do not need QuickBooks Payments.

Comparison chart of both options

Process MethodAvailable inAdditional hardware needed
Facility to Swipe a credit card or enter a chipped cardQuickBooks Online, QuickBooks Desktop GoPayments, QuickBooks Point of SaleA card reader (or point of sale system).Magtek card readers for QuickBooks Online and QuickBooks Desktop, and QuickBooks Point of Sale hardware.
Online invoices For customers to make  payment onlineQuickBooks Online, QuickBooks DesktopNone
Enter a credit card Manually QuickBooks OnlineQuickBooks DesktopGoPaymentsNone
Set up recurring credit card chargesMerchant Service CenterNo

Step 2: Signup to Your QuickBooks Payments Account

If you do not have an account earlier, then go with the below steps to sign up in different versions of QuickBooks. 

Step to Sign up in QuickBooks Online

  • First login to your QuickBooks Online with all admin credentials.
  • Choose Settings ⚙ and click on Account and Settings.
  • Later, In the QuickBooks Payment section, click on Payments. And now click on Learn more. 
  • Now, you have got a signup window with three sections:
  • Go to the Business section, click on Start. Enter all the info in the form and describe your business. After completing this, click on Next.
  • In the second Owner/Proprietor section, click on  Start. Enter all the info in the form and describe your business. After completing this, click on Next.
  • If you have been approved for both QuickBooks Payments and QuickBooks Cash, you will skip to step 5. Choose Start in the Bank section and click on  Add a new bank account and find your bank.
  • Now go with the account you need for customer payments to go. Fill out all the log-in information that you can use for your bank. Later, click on Connect.
  • When you are done with all of the sections, click on Activate Payments.

You will get an email about your nomination in a working day. you can order things such as a mobile card reader directly from email, once you are approved.

Step to Sign up by the GoPayment mobile app

Download the app from the application store and fill out all important info to signup into the GoPayment.

Steps to Sign up In QuickBooks Desktop

  • Open QuickBooks Desktop and click on Customers menu and choose to Add Credit Card Processing.
  • Later, go with all the onscreen instructions and enter all the info in the form to apply.

Steps to Sign up in QuickBooks Desktop Point-of-Sale (POS)

  • Click on the File menu and choose to Setup an Interview.
  • Now go to the Payments tab. Click on Yes, when you got an option, Would you like to accept credit and debit cards?.
  • Click on Activate Now and know more about all Payment plans that are available in QuickBooks.
  • If required, call the given number to complete applying.

 Steps to Sign up through Web

Step 3: Connect a current payments account to other QuickBooks products

Once you sign up with your QuickBooks payment account, then it will automatically connect to the platform you signed up for. We recommend you do not use any other QuickBooks product if you signed up with QuickBooks Online and it will be good to go for you. Now you can continue to step 4.

If in case you need to process payments in a different QuickBooks product, you have to connect your current QuickBooks Payments account.

Step 4: Take and process customer payments

Steps to process payments for QuickBooks Online

 Accept and Process Payments with QuickBooks Payments

In QuickBooks Online, your customers can easily pay with a credit card, debit card, and ACH bank transfer on online invoices. If you want you can also process payments in-person manually or through the phone, to know more follow the below steps:

Process in-person payments

If any new or existing client comes to your business, you have to create a sales receipt, instead, send them an invoice.

  • Go to + New and click on the Sales receipt or Make a sale.
  • From the Customer dropdown, Click on the customer 
  • Now, add all the products and services which you are selling.
  • Fill all the required fields in the given form.
  • Choose the payment method under the Payment method dropdown.
  • Click on Save and close, When you are done with the above steps.

Process payments for open invoices

In case, if you have already sent an invoice to the customer, but now your wants you to pay in-person, then you have several possibilities to do this. You can send them an invoice over email and ask them to pay the invoice online. You can also process the payment and also match it with the existing invoice.

  • Go to + New, and choose Receive payment, or Receive invoice payment.
  • From the Customer dropdown, click on the customer
  • Click on the open invoice you need to apply for the payment, under the Outstanding Transactions option. Important: you need to change the amount in the Amount Received field to apply for a partial payment.
  • Choose the payment method under the Payment method dropdown.
  • Click on Save and close, When you are done with the above steps.

Steps to process payments for QuickBooks Desktop

In QuickBooks Desktop, your customers can easily pay with a credit card, debit card, and ACH bank transfer on online invoices. If you want you can also process payments in-person manually or through the phone, to know more follow the below steps:

Process in-person payments

If any new or existing client comes to your business, you have to create a sales receipt, instead, send them an invoice.

  • First, click on Customers menu and then look for Create Sales Receipts.
  • From the Customer: Job dropdown, click on the customer 
  • Now, add all the products and services which you are selling.
  • Fill all the required fields in the given form.
  • Choose the payment method under the Payment method dropdown. Cash, Check, or Visa (use Visa for credit cards).
  • Click on Save and close, When you are done with the above steps.

Go with the below steps if you choose the Visa card for the payment method:

  • Insert all the credit card details in the pop-up window, then click on Done. In case if you want to use Magtek card reader for payment, then click on Insert/Swipe Card. later swipe the card.
  • Now, click on Process Payment.

If you are using a check for the payment method then don’t forget to get an authorization form with the signature of the authorized person. This will allow your customer to give permission to debit their account.

Process payments for open invoices

In case, if you have already sent an invoice to the customer, but now your wants you to pay in-person, then you have several possibilities to do this. You can send them an invoice over email and ask them to click on the pay now button and complete online payment. You can also process the payment and also match it with the existing invoice.

  • First, click on Customers menu and then look for the Receive Payments.
  • From the ▼dropdown option. Click on the customer 
  • Click on the checkbox that is near to the invoice that you have to apply to the payment. This must be the invoice that you have already sent them.
  • Now, choose your payment method: Cash, Check, or Visa (use Visa for credit cards). From which you want to make the payment.
  • Click on Save and close, When you are done with the above steps.

Go with the below steps if you choose the Visa card for the payment method:

  • Insert all the credit card details in the pop-up window, then click on Done. In case if you want to use Magtek card reader for payment, then click on Insert/Swipe Card. later swipe the card.
  • Now, click on Process Payment.

If you are using a check for the payment method then don’t forget to get an authorization form with the signature of the authorized person. This will allow your customer to give permission to debit their account.

Steps to process payments with GoPayment 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.

Go with the steps to receive an invoice payment using GoPayment

First, you have to create an invoice in QuickBooks Online and this invoice will automatically sync with your GoPayment so that your invoices are ready easily.

  • Open the GoPayment and look for the Plus (+) option
  • Later, click on Invoice payment and insert the customer’s name.
  • Now, click on the invoice your customer is paying.
  • Click on Charge, and later click on the payment method.

Go with the steps to receive payment without an invoice using GoPayment

  • Open the GoPayment and look for the Plus (+) option
  • Later, click on Invoice payment and insert the customer’s name.
  • Click on the Payment amount and insert the payment amount, later click on Done.
  • Click on Charge, and later click on the payment method.

Steps to process payments with QuickBooks Point of Sale

Step1:  Connect your QuickBooks POS system to QuickBooks Payments

As we discussed above, it is not compulsory to use QuickBooks Payments account with QuickBooks Point of Sale. You only get a benefit of extra credit card and other payment options if you connect your account with your point of sale system.

  • Open your QuickBooks point of sale system, and look for the File menu and click on Setup Interview.
  • Now go to the Payments tab.
  • If you get this option “Would you like to accept credit and debit cards?” then click on Yes.
  • Click on Sign in and fill out the QuickBooks Payments info.
  • Click on Edit settings in the Payments Preferences option.
  • Click on the Accept debit/ATM card payments checkbox. Optional, Click on Allow my customer to include tips on credit card payments only If you want to allow tips.
  • Now, reexamine all the other settings options.
  • Click on Save and close, When you are done with the above steps.

Step 2: Process customer payments

  1. Go to the home screen of point of sale and click on Make a Sale.
  2. Now, you have to scan your item or click on Scan and fill out all the item information and manually add the products or services.
  3. By doing this your system will automatically fetch the total amount due in the Charge field. If required, then adjust the amount.
  4. Later, choose the payment method. Click on the Credit button, if you want to do payment with credit cards. Note: The Debit card option is only available for you when you install the PIN pad.
  5. After choosing the payment method, like Credit or Debit, Now you need to choose how you will process the payment from the below options:
    1. Choose Swipe and later swipe your credit card.
    2. Choose Manual, if you want to enter the credit card manually on the screen.
    3. Choose a PIN pad and later insert the debit card number on your PIN pad.
    4. Choose Voice, if your customer is paying via phone.
  6. After choosing one option to process payment, click on Authorize Now.
  7. Click on the Save button to save all your receipt.

Step 5: Learn about deposit times for customer payments

After processing your payment, QuickBooks adds money to your bank account. It uses the bank account you selected while signing up for QuickBooks payments. The time it will take to receive money in your bank account depends on your product and payment plan.

Note: If you first time using QuickBooks payments, then it is totally fine if your first payments take a little longer when setting up your accounts. After the first payment your payment process faster than before.

I hope, you have understood how to accept and process payments with QuickBooks payments, but still, have any issue or confusion regarding the same topic or any accounting and Bookkeeping issue then feel free to dial our toll-free number +1-855-441-4417 and get help from our Intuit Certified ProAdvisors instantly.

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