How-to Guide for Accepting Payments with QuickBooks


If you’re looking to learn how to receive payment when no invoice has been issued, then head over to our next tutorial, How To Create and Send QuickBooks Online Sales Receipts. Also, sometimes you may receive multiple checks for multiple customer invoices, but you deposit all the checks as one deposit. For this, you would need to use the Undeposited Funds account in QBO to make sure that one deposit was recorded for multiple customer payments.


Learn how to accept electronic customer payments for online invoices and in-person sales. At this point, I am assuming that you have received several checks from your customers and that you have entered them as Customer Payments. The next logical step is that you will deposit these checks at the bank. I am assuming that you will deposit several checks together with one deposit. 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.

How to Send a Buyer on eBay One Invoice for Several Items

As you can see in the linked Intuit QuickBooks web page, transaction fees for QuickBooks Online vary by the type and method used. ACH bank transfers, card swiped, card invoiced, or card keyed have different processing fees. (Rates differ for QuickBooks Desktop users.) You’ll find out how to process credit card payments in QuickBooks Online. QuickBooks Online is a popular accounting software that allows you to easily manage your finances, including tracking and receiving payments.

  • Of course, you can also check the payment status of the invoices you’ve sent in the browser-based version of QuickBooks Online on your desktop or laptop.
  • Under the Customer column, click on Receive Payment.
  • Click on the + New button at the top of the left menu bar and then select Receive payment in the first column under Customersas shown below.
  • Follow the instructions and you’ll see how easy it is to keep your QBO mistake-free.

And we’re going to go through and we’re going to select these ones that we know that we just did—oh look, they’re all sitting right here for us—that we just did with this recent bank deposit. So I guess that’s all of them, because it comes to,oh no, hold on, let’s have a look. It comes up I’m missing $81, which is this one up the top. When QuickBooks cannot match your actual credit card & ACH transactions to deposits automatically, the system will ask you to do it manually. The process you’ll take is identical to processing a bank deposit for checks you have received. When it comes to using QuickBooks Online, there are specifically two ways via which you can record sales transactions.

How to Receive an Invoice Payment in QuickBooks Online

Well, Jane doesn’t know how to enter customer payments and deposits in QuickBooks Online. In fact, one of the most common mistakes made by untrained users in QuickBooks Online happens when they try to record customer payments. So, today I’m going to show you how to enter customer payments and deposits in QuickBooks Online. Besides credit and debit card transactions, you can choose ACH payments to receive payments from customers that you’ve invoiced. You may also want to check out our guide to understanding how much QuickBooks charges to process credit & debit card payments.

Depending on the situation, you’ll use one of multiple methods to record customer payments. Once you receive the payment against an invoice, you must be recording the payment amount. In case you are recording the payment against the invoice with the help of a bank deposit or a sales receipt, then the income will be recorded as double-counted and show as outstanding. On QuickBooks Online, you can keep a consistent record of payments that you are supposed to receive for the transactions, which haven’t been paid off immediately.

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Squire provides complete and personalized accounting solutions to meet your individual needs. Barbara is currently a financial writer working with successful B2B businesses, including SaaS companies. 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. Choose to accept PayPal payments by issuing eInvoices with QuickBooks Online.

First of all, you can go to your Chart of Accounts. Access the Chart of Accounts by clicking on Accounting in the left Navigation Pane and then click the Chart of Accounts link. Once the form is complete, you can save it and move on. At the bottom of the page, you have the options of Save and New, Save and Close, and Save and Send. If you need to pay the invoices in a different order, then you can specify the specific amounts in the Payment column. QuickBooks payments are convenient when they’re available, but availability may be a problem when there’s a new update to be installed.

Overview of How to Apply One Payment to Multiple Invoices in QuickBooks:

To automatically match and apply a customer payment your business collects to invoices, use the Payments feature. Tipalti is an AP automation application, which integrates with QuickBooks Online and QuickBooks Online Advanced. Use Tipalti with your regular QuickBooks Online login and software interface. Tipalti handles the entire accounts payable processing workload. It automates online payments to suppliers and vendors using a choice of global mass payment methods. Using Tipalti saves you up to 80% of accounts payable processing time.

So we will put that with the other checks to go to the bank. You can apply one payment to multiple invoices in QuickBooks for a single customer. To do this, place a checkmark in the checkmark column to the left of the invoices against which you want to apply the cumulative payment amount received. Repeat this until the total payment has been distributed to the correct invoices. It’s more important than ever to conscientiously record all of the money coming into your company and ensure that it gets deposited into your account. QuickBooks Online offers several ways to accomplish this.

When you use our Services, you provide us with things like your files, content, messages, contacts, and so on (“Your Stuff”). These Terms don’t give us any rights to Your Stuff except for the limited rights that enable us to offer the Services. You may choose to give us access to your contacts to make it easy for you to do things like share and collaborate on Your Stuff, send messages, and invite others to use the Services. If you do, we’ll store those contacts on our servers for you to use. If you don’t anticipate needing all of the fields on your sales forms, you can remove some of them and even add your own.

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He brings his expertise to Fit Small Business’s accounting content. From the Payment method dropdown, select Credit Card. Find the invoice you want to update, then select Edit. Your estimates or invoices will look different depending on whether you have the old or new estimate and invoice experience.

Things to Keep in Mind when Choosing a Payment Processing Solution

Our mission is to create a web based experience that makes it easier for us to work together. Here we describe how we collect, use, and handle your personal information when you use our websites, software, and services (“Services”). Using QuickBooks Online’s mobile app, you can check the payment status of an invoice. Every business looks for ways to improve productivity and increase sales. And since the way a business receives and records cash inflow… Or, start typing the customer’s name and QuickBooks will autofill.

QuickBooks Online and click “Payments” on the left-hand menu. Select “Learn more,” fill out the information about your business and yourself, then connect your bank account. Choose one of the payment methods to be the default by ticking the box and click the blue Update List of Values button to save.

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Hearst Newspapers participates in various affiliate marketing what does mm meangrams, which means we may get paid commissions on editorially chosen products purchased through our links to retailer sites. Make sure the checkbox next to Show All Bills option is selected. Dummies has always stood for taking on complex concepts and making them easy to understand. Dummies helps everyone be more knowledgeable and confident in applying what they know.


You can record the full or partial payment on an invoice, and QuickBooks tracks any remaining balance. For electronic funds, I want you to select the bank account where the funds were received. In this case, we do not need to use the Undeposited Funds as I mentioned earlier. This time, we’ll go to Sales in the Navigation Window and then click on Customers. In the Customers list, find your customer and click the drop-down menu icon in the Action column. There you will see an option for creating a sales receipt.

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