Receive and process payments in QuickBooks Online with QuickBooks Payments (2024)

Set up your chart of accounts

1. Sign in to QuickBooks Online.
2. Go to Settings , then select Account and settings.
3. Select Payments.
4. Find Chart of Accounts, then select Edit ✎.
5. Select the Standard deposits ▼ dropdown. Then, select a deposit account where you want to record the payments.
6. Select the Processing fees ▼ dropdown. Then, select an expense account to track processing fees.
   Note: If you use QuickBooks Solopreneur, you can't change the default expense account.
7. Select Save.

Set up your account settings for invoice payments

1. Select Sales.
2. Find Invoice payments, then select Edit ✎.
3. Select the payment method/s your customers will use. You can also put payment instructions to show on your invoices.
4. Select Save, then select Done.

Set payment methods for your customers to use when they pay invoices. If you set a different payment method on one invoice, it only affects that particular invoice. It won’t affect your company preferences.

Change the invoice payment methods (new invoice layout)

1. Go to Sales, then select Invoices (Take me there).
2. Find the invoice you want to update, then select Edit.
3. Select ⚙ Manage, then select Payment options.
4. Turn the switches on or off for the payment method/s you want to use.
5. Select Save or Review and send.

Change the invoice payment methods (old invoice layout)

1. Go to Sales, then select Invoices (Take me there).
2. Find the invoice you want to update, then select Edit.
3. In the Payment methods section, select Edit payment methods.
4. Select the payment method/s your customers will use. You can also put payment instructions to show on your invoice.
5. Select Save.
6. Select Save or Save and send.

If customers come into your business, you don't need to send them an invoice. Instead, create a sales receipt:

1. Select + New. Then, select Sales receipt.
2. From the Customer ▼ dropdown, select a customer or + Add new.
   Note: If you add the customer's email address, QuickBooks sends them a copy of the sales receipt.
3. Select the Payment method ▼ dropdown, then select the payment method.
   Note: If your customer pays with a credit card and you have a card reader, select Enter credit card details. Then, select Swipe card.
4. In the PRODUCT/SERVICE field, select the product or service. Then, fill out the necessary fields in the sales receipt.
   Note: You may also select + Add new if the product or service isn’t on the list.
5. Select Save or Save and close.

If you sent a customer an invoice but they wish to pay in person, ask them to follow the link in the email and finish paying for the invoice online.

Or process the payment for them and match it to their existing invoice:

1. Select + New. Then, select Receive payment.
2. From the Customer ▼ dropdown, select a customer or + Add new.
3. In the Payment Date section, select the payment date.
4. Enter the reference no. and the amount received.
5. Select the Deposit to ▼ dropdown, then select a deposit account where you want to record the payments.
6. Select the Payment method ▼ dropdown, then select the payment method your customer used.
   Note: If your customer pays with a credit card and you have a card reader, select Enter credit card details. Then, select Swipe card.
7. In the Outstanding Transactions section, select an open invoice to apply the payment.
   Note: To receive a partial payment, enter the amount your customer paid in the PAYMENT field.
8. Select Save and close or Save and new.

QuickBooks sends automated receipts to your customer's registered email when they make a payment. You can also print a copy of the receipt through QuickBooks Online Payments.

1. Go to Sales, then select Invoices.
2. Select a paid invoice, then select View payment for the payment you want to print a receipt for.
3. Select Print, then select Print or Download.