How To Process Credit Card Payments in QuickBooks Online

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When it comes to accounting software, QuickBooks makes up a significant amount of the market share with millions of customers worldwide. QuickBooks is especially popular with small business owners across industries. If you want to use QuickBooks for your small business, you need to know how to process payments in the QuickBooks application. Failure to do so means your business won’t get paid! So keep reading to learn how to process credit card payment in QuickBooks Online.

What Is QuickBooks?

QuickBooks is an accounting software by the company Intuit. The software aims to help small and medium-sized businesses with accounting applications. Cloud-based versions can do the following:

  • Accept business payments
  • Manage and pay bills
  • Handle payroll functions

Intuit first launched in QuickBooks in 1983, but it was not a double-entry accounting system. In the 2000s, Intuit further developed the software to include more functionality and security.

Since then, they have continued to release updated versions of QuickBooks every one or two years.

Getting Started With QuickBooks

If you want to understand how to process credit card payments in QuickBooks Online, you first need to set up a QuickBooks Online subscription. Then, you need to apply for your QuickBooks Credit Card Payments account.

To do this, click the gear icon in the top right corner. Then choose “Account and Settings.”

Next, click the “Payments” tab, which you can see on the left sidebar.

After you click this tab, you will be able to view processing rates. From there, enter the data requested about yourself and your business. Finally, add your business bank information.

QuickBooks is quick to notify users when the approval goes through. QuickBooks Credit Card Payments is usually available within 24-hours.

If you are denied, you can call support to understand why. For example, QuickBooks doesn’t support all business industries, such as medical marijuana.

Manage Payments in QuickBooks

After approval, you can verify the connection between QuickBooks and your financial institution. You can also adjust how you handle transactions and your payment options by going back to the “Payments” tab.

You can select the bank account where you want QuickBooks to make deposits. You can choose the same account or a separate account for merchant fees.

To change any settings, just click the “Manage Account” button. When you select this button, it will direct you to a new page. On this page, you can do many things such as:

  • Review transaction history
  • Manage mobile-only users
  • Set alert preferences
  • Access help
  • Change the bank account

Create Transactions, Send Invoices

The setup is complete, and you can begin getting paid. When using QuickBooks, you want to ensure your customers view the invoice through the Online Invoice portal and not by PDF.

When they view the invoice in the portal, they have the option to pay right away.

Click on the Quick Create bottom in the top right corner to send an invoice. It’s a green and white plus sign that spins. Next, choose invoices.

Now you want to fill out the invoice as you usually would for your client. Next, you can choose which types of online payment options you accept.

Click “Save and send” in the bottom right corner when you’re done. It’s in a green box, so you cannot miss it!

Next, you can write an email to your client. Fill in the subject line and body of the email. QuickBooks will supply automated responses in these sections, so it’s best if you write a custom direct message to your client instead.

After you compose the email, click “Send and close.” Assuming your customer pays online upon receiving the invoice, that’s all you need to do!

Paying Invoices From the Client’s End

When the client receives the invoice via email, they should click “View Invoice.” This will send them directly to the Online Invoice Portal. Then the customer can:

  • Print the invoice
  • Save the invoice as a PDF
  • Pay the invoice

To pay, they click “Pay now,” again in a green box, so it’s easy to see. Then, the client can select their payment method and enter their information.

They can also choose to create an account to save their payment information for future payments. This is excellent for recurring sales.

Finally, the client clicks “Send payment,” and they receive payment confirmation. QuickBooks will also send them an email with payment confirmation and a link to view the invoice again.

What Happens After Payment?

With QuickBooks Credit Card Payments, you don’t need to do anything else because QuickBooks Online does it for you.

After payment, you will also receive a confirmation email. When you log into your account, the payment status will say “Paid,” and you will have a link to access the payment transaction.

If you click the link, you will see the date and amount of the transaction. You can also see that QuickBooks Credit Card Payments process the payment.

When the deposit goes to your bank, QuickBooks Credit Card Payments automatically enters the deposit for you in the audit history.

It will also enter the transaction for the merchant fee if your client paid with a credit card.

How To Process Credit Card Payments in QuickBooks Online: QuickBooks and Chargezoom

While QuickBooks is great for helping you manage your accounting needs, Chargezoom will take it all to the next level.

Chargezoom software is a payment and invoicing solution for businesses. It helps synchronize external customer and finance applications to better customer service.

Using Chargezoom and QuickBooks together allows for real-time and seamless data, enhanced security, and a better customer experience.

To integrate the platforms takes mere seconds, leaving you with a top-notch solution for all things finance.

By automatically sending invoices, you save hours on the process. Plus, it’s easy to scale your business when you’re not worrying about manually tracking all your invoices and payments.

Payline Makes it easy by partnering with Chargezoom to help facilitate processing your QuickBooks Online Payments.

How To Process Credit Card Payments in QuickBooks Online: A Payment Solution For You

Processing payments in QuickBooks is a breeze. But unfortunately, QuickBooks still lacks some necessary components to make it a stellar experience for all business owners.

To get a personalized payment experience for your business, contact us or apply now at Payline. Our industry-leading technology will give you the best payment system available.

Find Your Solution


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