Of course, here is a lengthy post on how to pay with a credit card on Intuit QuickBooks.
Step 1: Are you ready to streamline your payments? Let's get started!
Paying your bills and invoices on QuickBooks using a credit card is a fantastic way to manage your cash flow, earn rewards, and keep your business finances organized. This guide will walk you through the entire process, whether you're paying a bill you received or paying an invoice you created. Before we dive in, do you have your credit card handy? Great! Let's make this happen.
Step 2: Paying an invoice you received
If a vendor has sent you an invoice through QuickBooks, you can easily pay it with a credit card. Here's how.
Sub-heading: Option A: Paying from the email invoice
This is the most common and straightforward method.
Open the email with the invoice. You'll receive an email from your vendor with an attached QuickBooks invoice.
Click the "Review and Pay" or "View invoice" button. This will take you directly to the secure payment page.
Select your payment method. You'll see options to pay with a bank account (ACH) or a credit card. Choose 'Credit Card'.
Enter your credit card details. Fill in your card number, expiration date, security code (CVV), and the billing address associated with the card.
Review and confirm. Double-check the payment amount and your details. Make sure everything is accurate.
Click "Pay Now". QuickBooks will process the payment. You'll receive a confirmation email, and the invoice status will be updated to "Paid" for both you and your vendor.
Sub-heading: Option B: Paying from your QuickBooks account
If you're already logged into your QuickBooks account, you can find the bill and pay it from there.
Navigate to the 'Expenses' tab. On the left-hand navigation bar, click on 'Expenses' and then 'Vendors'.
Find the vendor and the open bill. Locate the vendor you need to pay from the list. Click on their name to view their transaction history.
Open the bill you want to pay. You'll see a list of bills. Find the specific one you want to pay and click on it.
Click the 'Make a payment' or 'Pay bill' button. This will take you to the payment screen.
Choose 'Credit Card' as your payment method. Enter your credit card information as you would in the previous option.
Finalize the payment. Click on the 'Pay' button to complete the transaction.
Step 3: Paying an invoice you created for a customer
If you're the one sending the invoice, you need to enable credit card payments for your customers first.
Sub-heading: Setting up QuickBooks Payments
To accept credit card payments, you must have QuickBooks Payments enabled.
Go to the 'Gear Icon' (
). This is in the top right corner of your QuickBooks screen.
Click on 'Account and settings'.
Select the 'Payments' tab. Here, you can apply for or connect your existing QuickBooks Payments account.
Complete the application process. You'll need to provide business information, bank details, and other necessary documents. This process can take a few business days to be approved. Once approved, you'll be ready to accept credit card payments!
Sub-heading: Invoicing with a credit card payment option
Now, when you create an invoice, you can enable the credit card payment option.
Create a new invoice. From your dashboard, click on '+ New' and then 'Invoice'.
Fill in the invoice details. Add your customer's name, services, products, and amounts.
Check the "Allow credit card" box. On the invoice creation screen, you'll see a checkbox to enable online payments. Make sure this is checked.
Send the invoice. Once you save and send the invoice, your customer will receive an email with a link to a secure payment page where they can pay with their credit card.
Step 4: Understanding the fees
It's crucial to be aware of the processing fees associated with credit card payments on QuickBooks.
What are the fees? QuickBooks charges a processing fee for each credit card transaction. These fees are deducted from the payment before it is deposited into your bank account.
Typical fee structure. As of now, the fees are generally a percentage of the transaction amount, plus a small flat fee. For example, it could be around 2.9% + $0.25 for a Visa, Mastercard, or Discover card. The fee for American Express might be slightly higher.
Review the fee schedule. You can find the exact, up-to-date fee schedule in your QuickBooks Payments settings. Knowing these costs is essential for accurate financial planning.
Step 5: Troubleshooting and tips
Sometimes, things don't go as planned. Here are some quick tips.
Check for typos. A simple error in the card number or expiration date is a common cause for failed payments. Double-check your information.
Verify funds/credit limit. Ensure the credit card has enough available credit to cover the payment.
Contact your bank. If the payment is declined, your bank's fraud department may have flagged the transaction. Give them a quick call to authorize the payment.
Clear your browser cache. In some cases, a technical glitch can be resolved by clearing your browser's cache and cookies.
Step 6: Confirming the payment and updating records
Once the payment is successful, QuickBooks automatically records it.
Check the invoice status. The invoice you paid will be marked as 'Paid'.
View the transaction in your bank feed. The payment will appear as a deposit in your linked bank account after a few business days. Make sure to match the transaction to the paid invoice to keep your books tidy.
FAQs
How to accept credit card payments without a QuickBooks subscription?
You can use the QuickBooks GoPayment app or a standalone QuickBooks Payments account without a full QuickBooks subscription. You can send payment links or process payments on the spot.
How to find my QuickBooks Payments processing fees?
Go to the Gear icon -> Account and settings -> Payments tab. Here, you will find the link to the current fee schedule.
How to refund a credit card payment in QuickBooks?
Find the paid invoice or sales receipt, click on the 'Receive payment' entry, and you will see the option to 'Refund' the payment.
How to change the default payment method for a customer?
From your 'Customers' list, select the customer's profile, and you can edit their payment terms and default payment method.
How to get a receipt for a credit card payment?
After paying, you will receive an email confirmation with a receipt. You can also log into your QuickBooks account and view the paid invoice to see the payment details and print a receipt.
How to add a new credit card for future payments?
If you are paying a bill from a vendor, you can save the card details during the payment process for future use.
How to dispute a credit card charge on QuickBooks?
If you are a merchant, and a customer disputes a charge, you will receive a notification in your QuickBooks Payments account. You must respond with the necessary documentation to fight the chargeback.
How to ensure my credit card payment is secure on QuickBooks?
QuickBooks uses bank-level security and encryption to protect your financial information. The payment page is secure, and your card details are not shared with the vendor.
How to see my credit card processing history?
In your QuickBooks account, go to 'Reports' and look for the 'Sales by Payment Method' or 'Payment Processing Fees' reports.
How to handle a declined credit card payment?
First, inform the customer or vendor. Then, ask them to re-enter the card details, try a different card, or contact their bank. You can also re-send the invoice with the payment link.