Navigating QuickBooks Online: How do I Accept Payments Effortlessly?

Recently, more businesses have chosen QuickBooks Online over QuickBooks Desktop for their financial management needs. A look at recent trends reveals that QuickBooks Online generated roughly 2.1 times more revenue than its QuickBooks Desktop counterpart, highlighting a growing preference for cloud-based services that streamline complex tasks.

QuickBooks Online makes it easy to handle payments. You’ll learn simple ways to set up your account and use features that make getting paid quicker and more efficient. We’ll show you how to make the most of QuickBooks Online, so you can spend less time on accounting and more time growing your business. 

Read along to learn how QuickBooks Online can help make your financial management easier.

Getting Started with QuickBooks Online

QuickBooks Online is an online program that helps small to medium businesses handle their accounting tasks. Since it’s cloud-based, you can use it from anywhere as long as you have internet access. This makes it convenient and allows for immediate updates and teamwork.

Features QuickBooks Online offers

QuickBooks Online can enhance your business operations with its powerful features. Continue reading to find out how to manage your finances more effectively and efficiently while saving time.

  • Cloud-Based Access: Utilizing any internet-connected device, you can access financial data at any time and from any location.
  • Automated Transactions: These include payroll, bill payment, and invoicing, among other routine financial operations.
  • Real-Time Data: Provides timely and precise financial reports by providing real-time data updates.
  • Integrations: Its seamless integration with other tools and applications improves both its usability and functionality.

Accepting Payments Through QuickBooks Online

Before you start accepting payments with QuickBooks Online, you might wonder if your business qualifies for Intuit QuickBooks services. The good news is that QuickBooks supports a variety of businesses and provides payment solutions that cater to your specific needs. 

Understanding Payment Options Available

QuickBooks Online supports a variety of payment options to accommodate different business needs. These payment methods include:

  • Cash: You can record transactions made in cash.
  • Checks: You can record and deposit checks received from customers.
  • Online Invoices: Customers can pay invoices online through integrated payment gateways.
  • Mobile Payments: QuickBooks supports mobile payment methods, allowing transactions on the go.
  • ACH (Automated Clearing House) Bank Transfers: Customers can pay directly from their bank accounts using ACH transfers.
  • Credit Cards: QuickBooks allows you to accept credit card payments directly through the software.

Step-by-Step Guide to Accepting Payments

Receiving payment in QuickBooks Online involves finding the open invoice and recording the payment. It’s a crucial step that requires careful attention. Let’s go through each part of the process to learn how to use QuickBooks online.

Set Up Payment Options

First, enable QuickBooks payments by:

  1. Going to “Settings,” then “Account and Settings.”
  2. Click the “Payments” tab and then “Learn more.”
  3. Hit “Set up Payments” to start the signup process.
  4. Fill out details about your business, yourself, and your bank account under “About your business,” “About yourself,” and “Your deposit account.”
  5. Review and finalize your information by clicking “Review and finish” and then “Get set up.”

Create Invoices

Once your payment setup is ready, you can create an invoice, which means a list of goods sent or services provided, with a statement of the sum due for these; and a bill. for your customers:

  1. Click “+ New” and then select “Invoices.”
  2. Choose or add a customer from the customer dropdown.
  3. Enter important details like “invoice date,” “due date,” and “terms.”
  4. Add products or services by selecting “Add product or service” from the dropdown menu. 
  5. Set the price and adjust payment methods under “Ways to pay.”
  6. Optionally manage discounts, fees, and taxes in the “Discount and Fees” section.
  7. Double-check everything and click “Save.”

Accept Online Payments

Make sure you can receive online payments by going through the steps below:

  1. Go back to “Settings” and click “Account and Settings.”
  2. Choose the “Payments” tab and check that online payment options are enabled.
  3. Select your payment gateway, like PayPal, Stripe, or Square, and follow the prompts to connect your account.

This guide will help you streamline receiving payments in QuickBooks Online, making the process more straightforward, reducing manual tasks, enhancing the customer experience, and ensuring timely payments.

Possible Issues When Receiving Payments on Quickbooks

As you get familiar with how to receive payments in QuickBooks online, it’s crucial to be mindful of typical mistakes. Keep an eye out for these common errors during the QuickBooks Online receive payment process.

  1. Misapplied Payments: If payments aren’t assigned to the right invoice, it’s tough to keep track of what’s still owed. This can lead to incorrect account balances.
  2. Overlooking Undeposited Funds: QuickBooks Online uses an “Undeposited Funds” account to hold payments until you’re ready to deposit them together in the bank. If not handled properly, this can result in duplicating entries.
  3. Direct Entry of Payments as Deposits: Recording payments directly as deposits, rather than using the “Receive Payment” feature, can make it seem like invoices are still unpaid, which can mess up your financial statements.

Best Practices to Avoid Payment Receiving Errors

Now that you know some common issues when receiving payments in QuickBooks, here are some best practices to help you avoid them:

  1. Ensure accurate customer and vendor information: Double-check and confirm details like invoice numbers, payment reference numbers, payment receipts, payment and entry dates, deposit slip numbers if used, and the user ID of the person processing the payment. Make any necessary updates to correct errors.
  2. Use invoice templates: Use custom invoice templates to keep your invoices consistent and accurate, helping to prevent mistakes.
  3. Review invoices carefully: Always check your invoices before sending them to ensure all details are correct, such as the item quantities, prices, and taxes.
  4. Regular reconciliation: Frequently reconcile your accounts to spot any discrepancies early. Regular reconciliation helps maintain accurate and healthy accounts.

Key Differences Between QuickBooks Desktop and QuickBooks Online

It’s important to understand the differences between accounting software versions to ensure they meet your unique business needs. Read our detailed comparison to determine which version offers the necessary features and flexibility for your operations.

  • Accessibility
      • QuickBooks Desktop: You can only use it on the computer it’s installed on. This is good for those who don’t need to work remotely.
      • QuickBooks Online: It’s cloud-based, so you can access it from anywhere with an internet connection. This is great for teams that work remotely or need to handle finances while away from the office.
  • Cost Structure
      • QuickBooks Desktop: You pay once or yearly, depending on the version. Keep in mind that you might pay extra for upgrades and other features.
      • QuickBooks Online: You pay monthly, which includes updates and support. This might cost more over time but requires less money to start.
  • Data Security
      • QuickBooks Desktop: You have to take care of your own data security and backups. This means more control, but also more responsibility.
      • QuickBooks Online: Intuit handles security and backups, which means strong protection but less control over your data.
  • Updates
      • QuickBooks Desktop: You need to install updates yourself, and you may have to pay for them if they’re not included in your plan.
      • QuickBooks Online: Updates are automatic and included in your monthly fee, so you always have the latest version without extra charges.
  • User Interface and Usability
    • QuickBooks Desktop: It has a complex setup that might take time to learn but offers detailed control.
    • QuickBooks Online: It’s easier to use and navigate, especially for beginners, with less need for training.

End Note!

QuickBooks Online efficiently streamlines your payment processes with features like Instant Deposit. You can transfer up to $125,000 per day, up to five times, with funds typically appearing in your bank account within minutes. Using such capabilities can greatly improve your business operations, making financial management quick and secure.

If you are struggling with managing financial transactions, seeking professional help can be a wise decision. An expert can assist you in efficiently navigating QuickBooks Online, making sure you take full advantage of its features.

For additional services such as accounting, incorporation, family office, bookkeeping, and CFO services—both virtual and outsourced — our firm provides tailored support. Reach out to see how we can meet your specific needs.


Mr. Amit Chandel

Amit Chandel is a “Certified Tax Planner/Coach”, and “Certified Tax Resolution Specialist”. He has extensive experience in Tax Planning and Tax Problem Resolutions – helping his clients proactively plan and implement tax strategies that can rescue thousands of dollars in wasted tax.