How to Receive Payments in QuickBooks Online

payments in quickbooks
payments from customers

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No one knew what was coming when 2019 turned over to 2020. We hope that despite the turmoil and disruption of the last six months, you’ve managed to stay healthy and keep your small business running. One of the primary benefits for associations using QuickBooks Payments is their accounting automation.

Instant Payments

Dummies helps everyone be more knowledgeable and confident in applying what they know. By checking this box, you agree to the Terms of Use and Privacy Policy & to receive electronic communications from, which may include marketing promotions, news and updates. You may also want to use the Attach tool for miscellaneous payments to store related documentation. Make sure the checkbox next to Show All Bills option is selected. When a payment is made on an invoice, QuickBooks Payments will notify you of that payment via email. Print or Preview allows you to see what the sales receipt will look like on paper as well as immediately make a hard copy.

One more situation to discuss in this lesson is what to do if a customer overpays you. In this case, you can either credit the customer or else keep the money as if it were a tip for good service. That makes it important for you to follow this convention in your own bookkeeping as well.

If it isn’t click the pencil icon to edit the settings and turn it on. At the top of the list we should see our latest transaction. The status will say Paid because it was a sales receipt, not an invoice. Clicking the Save button will save the sales receipt without closing it. The Save and Send option will save the sales receipt and email it out. The Save and New option will save the sales receipt and open up a blank new sales receipt to work on.

Receive Payment through the Sales or Invoicing Menu Sequence in QBO

Get more info about deposit times for QuickBooks Payments. At the bottom of the Receive Payment window, click Save and New to enter additional customer payments, or click the arrow beside Save and New and choose Save and Close. \nAt the bottom of the Receive Payment window, click Save and New to enter additional customer payments, or click the arrow beside Save and New and choose Save and Close. The Payments to Deposit window will open if you have pending payments in your Undeposited Funds account. Put a check mark in front of all of the payments you want to deposit by clicking in the column to the left of the DATE column.

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We use this information to improve our Services, develop new services and features, and protect our users. We’ve covered how to receive payment from customers in QuickBooks Online, both with and without a QuickBooks Payments connection. That completes the process of signing up for accepting QuickBooks Payments. QuickBooks will send you an email within about the next two days when you’re approved for using the service.

She is a former CFO for fast-growing tech companies and has Deloitte audit experience. Barbara has an MBA degree from The University of Texas and an active CPA license. When she’s not writing, Barbara likes to research public companies and play social games including Texas hold ‘em poker, bridge, and Mah Jongg. The following explanation includes screenshot steps to apply for and use QuickBooks Payments with QuickBooks Online from a tutorial.

If you have a lengthy debits and credits of sales transactions, you can search for the one you want in this drop-down window. Partial payments are a great way to create a more custom payment schedule. They give you more flexibility in the ways you can charge your customer, and in certain situations can make things easier for both of you.

Step 2: Set up your account so customers can pay invoices online

Undeposited funds is useful if you’re combining multiple checks into a single deposit. For the Deposit To account, just deposit the payment to Undeposited Funds. This can be changed to other accounts, such as checking or savings.

  • To check for accuracy, from the Reports menu, you can run a Customer Balance Summary report in QuickBooks Online to check the open accounts receivable balance for a customer.
  • $79 for QuickBooks card reader with charging stand.
  • If you use QuickBooks online, you can sync with your bank accounts and save time when logging payments.
  • This will run a report that shows every invoice that hasn’t been paid yet.

When you’re satisfied with your payment details, click the green Save and close button to record the transaction. If you sent a customer an invoice but they wish to pay in-person, you have a few options. Ask them to follow the link in the email and finish paying for the invoice online. Turn the switches on or off for the payment method you want to use. To receive the payment you can either click on the Receive Payments icon on the Home Page.

\nAt the top of the screen, select a Payment Method and select the account in which you want QBO to place the customer’s payment. We can show you the ropes and answer any other questions you have about depositing payments. You work hard for your money, so make sure you see it in your bank accounts. QuickBooks Payments automatically adds entries to keep your books in sync with your credit card processing and bank statements. Once you click to create a sales receipt, you will be taken to the Sales Receipt form. Since you created the sales receipt from the customers list, the customer’s name, email, and business address information will already be filled in.

There are many ways the customer could have paid you, such as by credit card, cash, check, or PayPal. There are many ways to navigate to the screen to record payments. One way is to go to the New button in the left-side Navigation Pane. Under the Customers category, click on Receive Payment.

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If the customer only has one invoice due and they send the amount to cover its payment, then it is simple to apply the payment to that invoice. For the Deposit to account, select Undeposited Funds. You can also directly deposit into another account, such as checking or savings.

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After receiving your first payment, you’ll get customer payments much quicker to help your cash flow. A payment gateway allows your online store to connect to your merchant bank account. The mechanics of receiving payments are not that difficult, but you need to make very sure you’re recording all payments properly and getting the money into your bank accounts. QuickBooks automatically attributes the amount entered against all the outstanding invoices shown, from oldest to newest. Check and uncheck the invoices by clicking into the leftmost checkmark column to apply and remove payment amounts, as needed.

However, this customer’s invoices are already listed at the bottom of the page in the Outstanding Transactions list. As we said before, QuickBooks is by far the most popular business accounting program in the United States. That means that thousands of other businesses use QuickBooks online and are competing with you for bandwidth. QuickBooks payments are convenient when they’re available, but availability may be a problem when there’s a new update to be installed. QuickBooks also changes its subscription plans frequently. There are some excellent reasons to consider using QuickBooks payments.

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XLS, XLXS, etc., are supported file formats by Dancing Numbers. You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop. Then your customer calls and asks why his Invoice is still showing as Unpaid. Some are small changes, some are larger improvements, but everything is done in order to imp… Converting all of your company’s data from QuickBooks Pro or Premier to QuickBooks Online might seem a little overwhelming at first, bu…


Based on your business, there may be more things you want to include. At the very bottom of the screen, there are a few more options for your sales receipt. You can print or preview it, make it recurring, or customize it. Choose your product or service from the drop-down menu when you click within the field.

  • With QuickBooks, you can process payments via phone too.
  • A pop-up will appear asking you to select an account.
  • You’ve just learned how to receive payments in QuickBooks Online.
  • Self-service supplier onboarding saves your accounts payable department a significant amount of time.
  • Below the list are some fields where you can enter custom messages to be displayed on both the receipt and statement, as well as add attachments.
  • For the Deposit To account, just deposit the payment to Undeposited Funds.

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