Of course! Here is a very lengthy and detailed guide on how to use the Intuit QuickBooks Card Reader, designed to be engaging and easy to follow.
Ready to get paid on the go? Let's connect your QuickBooks Card Reader!
Are you a small business owner, a freelancer, or someone who needs to accept payments in person? The Intuit QuickBooks Card Reader is a game-changer. It allows you to process credit and debit card payments anywhere, anytime, directly from your mobile device. No more waiting for invoices to be paid or dealing with complicated payment systems. Let's get you set up and making sales!
Step 1: Getting Ready - The Essentials You'll Need
Before we dive into the setup, let's make sure you have everything in place. This will ensure a smooth and frustration-free process.
Your QuickBooks Payments Account: This is the heart of the operation. If you don't have one, you'll need to sign up for QuickBooks Payments. This is the service that processes the transactions.
A Compatible Mobile Device: The QuickBooks Card Reader works with most modern iOS (iPhone, iPad) and Android smartphones and tablets.
The GoPayment App or QuickBooks Online Mobile App: You'll need to download the latest version of one of these apps from the Apple App Store or Google Play Store. The GoPayment app is specifically designed for mobile payments, while the QuickBooks Online app allows you to manage your entire business on the go.
Your QuickBooks Card Reader: Make sure it's fully charged! The reader comes with a USB cable for charging. A full charge can last for a significant number of transactions, but it's always best to start with a full battery.
Remember to enable Bluetooth on your mobile device! This is a crucial step for connecting the card reader.
Step 2: Connecting Your Card Reader to Your Device
Now that you have all the essentials, let's connect the card reader. This process is surprisingly simple.
Sub-step 2.1: Powering On the Card Reader
To turn on your card reader, simply hold down the power button on the side of the device. You'll hear a beep, and the LED display will light up. The light will blink to indicate it's ready to pair.
Sub-step 2.2: Pairing via the App
Open the GoPayment or QuickBooks Online app on your mobile device.
Sign in to your QuickBooks Payments account.
The app should automatically detect your card reader. If it doesn't, navigate to the "Settings" or "Hardware" section within the app.
Look for a section titled "Card Readers" or "Connected Devices."
When your card reader appears on the screen, select it to begin the pairing process.
Your device may prompt you to grant permission to pair with the reader. Always allow this.
Once connected, you'll see the reader listed under "My Card Readers" in the app. The light on the reader will likely turn a solid color (often green) to indicate a successful connection.
Congratulations! Your card reader is now connected and ready to accept payments.
Step 3: Processing Your First Sale - A Walkthrough
Now for the exciting part—getting paid! Here's how you can process a sale with your newly connected card reader.
Sub-step 3.1: Creating a New Sale
From the home screen of your GoPayment app, tap the (+) icon and select "New Sale."
Enter the amount and a description of the item or service on the keypad. If you have items already set up in QuickBooks, you can simply select them.
If you have multiple items, select "Add" to enter the current item and move to the next one.
Once you've entered all the items, select "Review Order" to confirm that the amounts are correct. You can also add sales tax, discounts, or customer details on this screen.
Sub-step 3.2: Accepting the Payment
When you're ready, tap "Charge."
The app will prompt you to choose your payment method. Select your card reader.
The amount will appear on both your device and the card reader's display.
Have your customer complete the sale using their preferred payment method:
For a chip card: Insert the card into the slot on the reader with the chip facing up.
For a tap-to-pay card or digital wallet (like Apple Pay or Google Pay): Have the customer tap their card or mobile device to the front face of the reader, near the LED display.
For a swiped card: Note that many newer QuickBooks card readers do not support swiping. If you have an older model that does, swipe the card with the magnetic stripe facing up.
The payment will be processed, and you'll receive a confirmation in the app.
Step 4: Providing a Receipt - It's All About the Customer Experience
After the sale is complete, you can provide your customer with a receipt in a few ways.
Email or Text: The most common and eco-friendly option. Simply select "email or text receipt," enter your customer's information, and send it.
Print: If you have a compatible printer connected to your device, you can select "Print receipt."
No Receipt: If the customer doesn't want one, simply select "No receipt" to close the window.
Step 5: Troubleshooting Common Issues
Even with the best technology, sometimes things don't go as planned. Here are some quick solutions to common problems:
"Card reader not connected": First, ensure Bluetooth is enabled on your mobile device. Second, make sure the card reader is turned on and charged. If the problem persists, try disconnecting the reader from the app and reconnecting it.
"Card Declined": This usually means the customer's bank has declined the transaction. Have them try a different card or another form of payment.
"Unable to read card data": The card might be damaged or the swipe/dip was unsuccessful. Try again, ensuring the card is inserted or swiped correctly. If the issue continues, try a different card or manually key in the card details (note that keyed-in transactions have a higher fee).
Reader won't turn on: The battery is likely dead. Plug it into a power source and let it charge for at least 20 minutes before trying again.
10 Related FAQs:
How to pair my QuickBooks Card Reader with a new device?
To pair your card reader with a new device, simply disconnect it from the old device first by going to the card reader settings in the GoPayment app and selecting "Forget Reader." Then, follow the setup steps outlined in this guide on your new device.
How to clean my QuickBooks Card Reader?
You can use a cleaning card, which can be purchased from office supply stores, to clean the magnetic head of the card reader. This helps to prevent "unable to read card" errors.
How to update the GoPayment app?
For Apple devices, go to the App Store, select your profile, and check for updates. For Android devices, open the Google Play Store, go to "My apps & games," and check for available updates.
How to know if my device is compatible with the card reader?
The QuickBooks Card Reader is compatible with most iOS and Android devices that support Bluetooth. You can typically find a list of compatible devices on the Intuit QuickBooks website or in the app's help section.
How to manually enter a credit card number?
If the card reader is not working, you can manually key in the card details in the app. On the payment screen, look for an option like "Key in card" or "Manual entry." Be aware that this method has higher transaction fees.
How to turn off the card reader?
To turn off the card reader and conserve battery, hold down the power button until the LED display turns off.
How to get a new QuickBooks Card Reader?
You can purchase a new card reader directly from the QuickBooks website or through an authorized reseller.
How to handle a chargeback?
QuickBooks Payments provides tools and support to help you manage payment disputes and chargebacks. You'll receive alerts and instructions on how to respond.
How to check the battery life of the card reader?
The card reader's LED display will often indicate the battery status, or you can check the battery level within the GoPayment or QuickBooks Online app's card reader settings.
How to add sales tax to a sale?
When reviewing an order in the app, you can select the option to add sales tax. You can also set up default tax rates in your QuickBooks account settings.