How to Process Credit Card Payments in QuickBooks Online?

by James Antonio

In QuickBooks Online, the main thing that you have to do is set up the account of QuickBooks credit card payments. When you are able to accept credit cards then the payment is done more easier by the customers. Many customers are using credit cards to pay their bills. To process the credit card payments in QuickBooks Online, you have to do the setup, manage, create, and send the invoices to your customers using emails. Where they get the direct link to pay using the few modes of payment.

Process Credit Card Payments in QuickBooks Online

By processing credit card payments, helps you in saving the time of entering the transaction after receiving payments. As this is done by QuickBooks Online automatically; you can also call it the benefit or a kind of magic done to your books.

Let’s check out how it works!!

Setting up QuickBooks Credit Card Payments

For setting up the credit card payments in QuickBooks Online, you have to create a new credit card payment account. For creating a new account in QuickBooks Online, you have to follow the steps to get it done:

  • Open QuickBooks Online.
  • Click on the Gear icon that is located on the top right side of the QuickBooks window.
  • From display options, click on Account and Settings.
  • In the Account and Settings window, click on the option Payments tab from the left side.
  • It shows you the details for rates (in case the customer has selected for the bank transfers then the QuickBooks Credit card payment is Zero).
  • After that, you have to enter the information about the business you are running.
  • Mention the owner or principal of your business.
  • Now, enter your business bank information.
  • Then click on the green button named Submit.

After this, you get notified immediately if you are approved. If approved, then QuickBooks credit card payments are available that can be used within 24 hours. If it is not approved, then you can connect and inquire about its reasons for not approving it.

Managing Your QuickBooks Credit Card Payments Account

The management is done when your account is approved. In this, firstly verify the connection then make few changes to how the transaction can be handled. For this, there are few steps that are as follows:

The management is done when your account is approved. In this, firstly verify the connection then make few changes to how the transaction can be handled. For this, there are few steps that are as follows:

  1. Click on the Gear icon from the top right side of the QuickBooks window.
  2. Click on the Account and Settings option.
  3. Further, go to the Payments tab option.
  4. In the Recording Accounts section.
    • Select the bank account in the QuickBooks Chart of Accounts.
    • The account is that you have for deposits post and also the expense account for merchant fees.
  5. To check the history of the transactions or the changes in QuickBooks credit card payments settings
    • Click on the button Manage Account is shown on your screen.
    • This opens up a new page on your screen.
    • From this page you can do the following things:
      • Check or review the transaction history.
      • Access help and resources.
      • Manage mobile-only users.
      • Change the bank account.
      • Set alert preferences.

For Creating Transactions

When you are all set then you have to create the transactions using the QuickBooks credit card payments. As it is approved and managed to create the transaction and get paid using it.

You have to set the preferences that help the customers viewing the invoices using the Online portal of the invoice for this follow the steps mentioned below:

  1. In QuickBooks Online.
  2. Click on the Gear icon.
  3. Then further, select Account and Settings.
  4. Click on the tab named Sales.
  5. Go to the Online delivery section.
  6. Verify that the checkbox Attach invoice as PDF is not checked.
  7. As you are not required to upload any invoice PDF.
  8. After that, you are all set to send the invoice.
  9. For creating the invoice in the easiest way is-
    • Click on Quick Create that is on the top right side (the + sign).
    • Select invoices.
    • When the invoice form opens up fill out all the details in it.
    • Choose the type of payment mode you want to use.
    • Then click on Save and send button.
    • Now in another screen, you can make changes to the subject line and the email body.
    • You can also add another payment mode if you want to.
    • When you are done, click on Send and Close button.
  10. Now, your customer pays you online.

For Customer Online Invoice Portal

When you are done with creating an invoice and sending it via email then your customer receives an email. In that email, there is the button View Invoice. Then customer have to clicks on the View Invoice button and check their invoice. They can check it as many times as they want until they delete the email.

After clicking on the View Invoice button, they are redirected to the Online Invoice Portal. Now the benefit that you get using the QuickBooks credit card payments is showing here. That is the customer can pay here, print the invoice, and can also save it as a PDF.

For payment, when customers click on the Pay now button, they get the options for payment methods. Now, they have to choose a payment method through which they can pay the amount. After that, the customer requires to enter the required information for the payment. The customer can save this payment information for the next time in case they receive an invoice from their QuickBooks Online User.

After providing the payment details and billing address; click on the Send Payment button. Then customers get a confirmation for the payment on their screen and in the portal the status changes to the Paid.

An email is received for the payment confirmation with the link of the Online invoice portal, and you are done with the payment.

For QuickBooks Online that is Marked as Paid

Now QuickBooks Online does the rest of the things on their own just for you. This is the benefit that you get to know above for using QuickBooks credit card payments. When your customer pays the invoice then you also receive an email says that they pay you successfully. When you open the invoice in the QuickBooks online, you see that the status has been changed to Paid. it also shows you the link to the payment done in QuickBooks Online.

If you click on the paid payment link, then it shows you the screen of the received payment. This screen shows you the date of payment, the amount you received, and the transaction that is processed using the QuickBooks credit card payments. QuickBooks Online posts the deposits for you when you receive the deposit into your bank account.

Storing Payment information in QuickBooks Online

You have to store the customer’s payment information like bank or credit card details. For this information, you must have your customer’s completed payment authorization form to store their payment information. With this, you can create invoices and then send that invoice to customers. The last four digits are hidden after you enter the payment details. As the QuickBooks Online and QuickBooks credit card payments are PCI compliant.

There is a benefit of using QuickBooks credit card payments. The benefit is for recurring sales when you are using an accounting tool; then you can change the sales receipt to the recurring transaction. The QuickBooks Online automatically creates the sales receipt on any interval that you have set in it.

In case, you are not processing recurring sales, or you won’t do it then also you can save the card details. By doing this when your customer is going to agree with you for receiving the payment with the payment method on file then you can implement it.

When the customer is ready then click on the Quick Create and then select the receive payment option. After that, mention the required information correctly. Now you are done.

In Conclusion, the process is explained clearly to process credit card payments in QuickBooks Online. If you are having any issues while setting, managing, or storing the QuickBooks credit card payments. Then connect with the QuickBooks helpdesk team, they are available 365 days a year to assist you. So, whenever you are facing issues just get in touch with the team and get your issues resolved.


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What is PCI Compliant in the Process of Credit Card Payments in QuickBooks Online?

The PCI is the set of security standards that makes sure that all the companies who accept, process, store, or transmit the information of credit cards have to maintain a secure environment.

Why don’t I have to upload the Invoice PDF while Creating Transactions in the Process of Credit Card Payments in QuickBooks Online?

You don’t have to upload the invoice because you get the recipient to view the online invoice portal. It is the digital view that you get. Also, there is the option to pay. So, when everything is done online then why use the PDF file to carry with you all the time. You can check it on the portal anytime from anywhere.

If there is a Merchant fee when Customers Pay using a Credit Card while Processing Credit Card Payments in QuickBooks Online, then does QuickBooks also post it automatically?

Yes, QuickBooks Online posts the transaction for the merchant fee also if the customer pays it using a credit card. The QuickBooks gives you the benefit of posting the transaction on its own after receiving the payment that you have generated and send it using email.

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Is it possible to use the Direct Connect option to sync bank transactions and other such details between Bank of America and QuickBooks?

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What are the various kinds of accounts you could access in QuickBooks?

QuickBooks allows you to access almost all types of accounts, including but not limited to savings account, checking account, credit card accounts, and money market accounts.

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